School decision at a glance
Prepare an internal proposal now. Final approval depends on track eligibility, a complete budget and written answers on supervision and cover.
The published Botball registration deadline precedes the game-document release. Ask ECER which commitments and cancellation terms apply before registering.
Talk to actual teachers & advisors first
Wondering what ECER is really like for a school? ERAA / ECER can arrange a quick call with a teacher or advisor who has been involved for several seasons. Discuss preparation, workload, equipment and taking a team to the event before deciding.
Tell us your school, your role, experience, preferred track, questions and a few times that work for you. We will help coordinate an introduction and a suitable time.
Request a quick callChoose the right route
- Compare the tracks. Match student age, experience, available equipment and ambition to a competition or the Papers & Talks track. Explore competitions.
- Use real examples. Past rules, results, papers and photos show colleagues and school leaders what students build and present. Browse past documents and results.
- Ask before you commit. ECER can help identify the questions your school needs answered while the schedule, rules and operational guidance are prepared. Email the ECER team.
Plan the season, not only the event
Preparation can fit a class, club or project week. ECER does not currently publish one standard number of preparation hours.
| When | What to do |
|---|---|
| Before registration | Choose a track, check existing equipment and build a budget. |
| At the game-document release | Read the challenge, equipment rules and Call for Papers before committing to custom hardware. |
| During the build season | Design, program and test. Allow time for beginners and troubleshooting. |
| During ECER | Compete, present and meet other teams. Confirm arrival and attendance times in the participant schedule. |
A realistic starting allowance
Illustrative school planning estimate, not an ECER requirement: reserve 2–3 hours per week for 10–12 weeks (20–36 student hours), plus 1–2 teacher hours per week for preparation and coordination (10–24 hours). Allow extra time for beginners, hardware troubleshooting, documentation and a full rehearsal. Travel and event supervision are additional; validate this allowance with your track mentor.
Budget worksheet
Only admission is confirmed free. Obtain quotes for the other items; no total cost is confirmed. Fill in the school contribution and any family contribution before approval.
| Item | Basis for your estimate | Amount / status |
|---|---|---|
| ECER admission | Admission to the event | €0 · confirmed |
| Track fees & equipment | Package charges, kit, spares, batteries, shipping and loan deposit | Quote needed |
| Travel | Return fares for students and adults, plus local transport | School estimate needed |
| Accommodation | People × nights × rate; confirm attendance first | School estimate needed |
| Meals | People × days × daily allowance | Catering unconfirmed |
| Staff & contingency | Preparation, cover, travel, supervision and a reserve | School estimate needed |
Adults, consent, insurance & safety
Supervision
Identify a responsible adult and a backup. Plan supervision during travel, breaks and accommodation. ECER’s required adult ratio, attendance and handover arrangements remain open; do not assume event staff provide childcare.
Insurance & liability
Ask the school’s insurer to confirm cover for travel, robotics activities, injury, third-party damage and borrowed equipment. Organiser cover, exclusions and allocation of liability are unconfirmed; free admission does not establish insurance cover.
Consent & emergencies
Arrange school approval and parent/guardian consent where applicable. Confirm emergency contacts, medical/accessibility arrangements and separate photo permissions. ECER forms and submission deadlines remain open.
Equipment & venue safety
Plan safe tool use, battery charging, transport and storage; drones need track-specific operating arrangements. Confirm venue procedures, incident reporting and emergency arrangements with ECER before attendance.
Open questions & expected answers
CLEMENS REVIEW
No answer date has been published for the questions below. The game-document release is not a promise that operational policies will be available then. Request written answers before approval, purchases or bookings.
- Private-team eligibility, age limits and team size for each track
- Track/package fees, kit compatibility, loans, deposits and damage terms
- Required attendance days, arrival times and participant schedule
- Adult attendance, supervision ratio, safeguarding and permitted assistance
- Organiser insurance, liability allocation and exclusions
- Consent, medical/emergency and photography forms and deadlines
- Charging, tools, drones, storage and venue emergency procedures
- Accessibility, workspace and catering arrangements
Status: Open · awaiting confirmation. Expected date: not yet confirmed; ask ECER before committing. See the conference documents section for the scheduled game-document release.
Decision checklist
- Choose a competition that fits the students’ ages and experience.
- Name the teacher or adult responsible for the team.
- Estimate equipment, transport, accommodation, food and staff costs.
- Reserve the conference dates and allow for travel time.
- Check consent, insurance and school travel requirements.
- Read the current rules before purchasing competition-specific hardware.
- Ask ECER about accessibility or additional support early.
Start the school conversation
Contact ECER, browse past documents or see the conference overview.