Safety mentors at FIRST Robotics events

FIRST Robotics events bring students, families, coaches and volunteers into busy shared spaces where prototype robots, toolboxes and charging stations move close together. A safety mentor helps turn that excitement into a controlled, welcoming environment. The role is about preventing harm, building sound habits and helping teams respond calmly when something goes wrong.

The strongest safety mentors are calm adult volunteers who understand workshop risks, enjoy working with young people and can explain a concern without taking ownership away from a team. They work alongside coaches, event leaders, first aiders and venue staff. Their influence is strongest when safety becomes part of robot design, not an inspection added at the gate.

Australian events add local considerations. Competitions may be held in school halls, council facilities or large venues such as Melbourne Exhibition Centre or Sydney Showground, where public spectators and emergency routes affect the pit layout. Outdoor activity in Brisbane or Perth brings heat and UV exposure, while every jurisdiction applies its own work health and safety requirements.

A useful safety mentor therefore combines technical awareness, clear communication and respect for the culture of the event. That means spotting hazards early, documenting concerns and supporting sensible decisions from unloading through pack-down. Done well, the role protects participants, improves team confidence and gives volunteers a dependable point of contact.

A clear role on competition day

On competition day, the safety mentor becomes a visible source of guidance in the pits and adjoining work areas. They check that teams follow venue rules, encourage sensible use of eye protection, gloves and closed-toe shoes, and notice trip hazards, damaged leads or unsafe battery handling. Questions are answered quickly, preferably before a queue forms or a tool is picked up.

Coaches remain responsible for their students and robots, while venue or event safety leads retain authority over the building and emergency arrangements. The mentor connects those responsibilities. They can escort a coach to a hazard, help locate first aid or an exit, and record patterns such as repeated pinch points. This prevents one serious issue from being treated as an isolated event.

Communication should be factual and respectful. A useful phrase is, “I have noticed a risk, and I would like to agree on the safest next step.” This keeps focus on the task, preserves team ownership and avoids embarrassing a student in front of spectators. Escalation is appropriate when a rule is breached or immediate danger remains.

Preparing teams before they arrive

Before competition day, mentors can help teams prepare rather than waiting for a formal inspection. They review tool boards, charging arrangements, robot mass, cable routing and storage practices, then discuss what could change in a crowded venue. They also show younger participants how to carry a robot, keep fingers clear of mechanisms and ask for help without treating every task as an emergency.

Safety expectations should change with age and task. FIRST supports age-based learning pathways, and Maryland FIRST’s FIRST program pathways provide a useful reference for how communication, supervision and responsibility can develop across youth teams. A mentor working with an upper-school robot should still make space for younger students to ask questions, learn and practise safe habits.

Pre-event contact also gives mentors time to identify who handles batteries, raises repairs, or is authorised to operate a power tool. Teams can appoint a safety lead, agree on a stop-work signal and nominate an adult to accompany them if they leave the pit. These small plans reduce confusion and make the event safer without slowing down the build.

Working with teams and Australian venues

At an Australian competition, venue knowledge matters. In Melbourne, tram-based travel can create a rush of people through loading areas; in Sydney, large grounds and multiple halls can stretch the distance between teams and first aid. Mentors should learn the fire exits, muster point, pit boundaries, loading rules and noise restrictions before volunteers arrive.

Local customs deserve consideration too. Opening ceremonies may include an Acknowledgement of Country, and team areas often host a sausage sizzle, school bake sale or sponsor display alongside the robot. Safety guidance should welcome these community traditions while keeping food, extension leads and robots in separate, clearly marked zones.

State and territory rules differ, so mentors should use the venue’s risk plan, Safe Work Australia guidance and the relevant regulator’s requirements rather than relying on a generic checklist. In schools and community halls, portable residual-current protection, sound electrical leads, clear walkways and sensible manual handling are especially important. If an activity looks beyond a volunteer’s training, the event lead or a qualified tradesperson should take over.

Safety roles at a glance

A safety mentor is most effective when responsibilities are distinct and understood. This comparison shows a practical division of responsibility that organisers can adapt to their own risk assessment, safeguarding policy and insurance conditions.

Area	Safety mentor	Team coach	Venue or event safety lead
Before the event	Advise on safe setup, identify hazards and support planning.	Manage the team, robot and schedule.	Approve venue, staffing and emergency arrangements.
During competition	Observe pits, coach safe behaviour and report unsafe conditions.	Keep students engaged and within team procedures.	Coordinate responders and issue event-wide directions.
After an incident	Support the team, preserve details and notify the safety lead.	Secure students and follow school or medical procedures.	Control the response, contact emergency services and record the event.
Core mindset	Prevent, advise and escalate.	Develop the team while safeguarding its members.	Direct venue-wide safety and emergency operations.

Overlap is inevitable when a small event has only a few volunteers. In that case, one person may wear several hats, so written contact details and a clear chain of command matter more than job titles. Students should know whom to approach, and adults should know who can pause work or request medical assistance.

Safety mentors should never replace emergency services, qualified electricians, venue security or school safeguarding staff. Their contribution lies in early prevention, accurate observation and fast escalation. Clear boundaries reduce confusion during a stressful moment and ensure that responsibility remains with the appropriate organisation.

Responding to hazards and incidents

Hazard planning works best through the hierarchy of controls. Eliminate unnecessary projectiles, substitute a lower-risk mechanism, isolate sharp or moving parts with guards, and use procedures and protective equipment only after those higher options are considered. Common robot concerns include pinch injuries, unstable structures, hot tools, loose connectors, charging faults and projectiles leaving the field.

If an injury or near miss occurs, mentors should follow the event plan. Call 000 for an emergency, alert first aid, give the exact hall or pit location, and avoid moving an injured person unless there is immediate danger. Preserve the robot, battery or tool when safe to do so, note witnesses and pass details to the event safety lead for reporting and follow-up.

Environmental conditions also need active management. In Brisbane and Perth, shade, water, sunscreen and rotation through hot outdoor pits can reduce heat stress. Dust, rain and power leads create additional risks, while unfamiliar visitors may not see barriers or robots. Mentors can schedule rest breaks and keep power strips off walkways, but should not improvise electrical repairs.

Recruiting and supporting safety volunteers

Recruiting safety mentors begins with the right mindset: reliable, approachable volunteers who enjoy youth robotics and can follow instructions under pressure. Australian organisers should apply the checks required by the venue, insurer and applicable child-safety laws, including suitability checks or working-with-children requirements where relevant. Training should cover the site plan, emergency signals, incident reporting and respectful engagement with students.

Local sponsorship can make this training sustainable. Hardware retailers, universities, engineering consultancies and technology firms can support mentor training, lend equipment or fund first aid supplies while connecting youth programs with career pathways in Australia’s engineering and skilled-trades sectors. A community fundraiser or sponsor breakfast can give volunteers time to learn before competition.

Community organisations can extend that reach through workshops, family events and volunteer referrals. Chattanooga’s Friends of the Library offers community library support, providing a model for Australian councils, libraries, service clubs and parent associations seeking a practical way to support local STEM participation.

Help every robot arrive safely

Teams that want a stronger safety presence can ask their event organiser what qualifications and training are required, then nominate a calm, technically curious adult to help with pit checks and team conversations. Existing mentors can invite a colleague, share checklists and make sure every team knows where to find first aid, the safety lead and an emergency exit.

Organisers can build the role into volunteer rotations rather than adding unplanned duties on the busiest morning. Give mentors a briefing, named contacts and a way to report concerns; pair newer volunteers with experienced ones and schedule coverage during setup, judging, repairs and pack-down. Local sponsors and councils can help fund equipment or training so this support is available to schools with limited budgets.

Put safety mentoring on the event plan, contact the relevant coordinator and register an interested volunteer or sponsor today. Clear preparation, visible adult support and prompt escalation will help every team focus on learning, friendship and innovation while keeping the competition safe.