Robotics Workshop Accommodation Request Form

Make Robotics Education Accessible for Everyone

Robotics workshops should be inclusive spaces where all participants can learn, build, and innovate—regardless of physical, sensory, or cognitive differences. This Robotics Workshop Accommodation Request Form template helps educators, makerspaces, STEM programs, and training providers gather the information they need to provide meaningful accessibility accommodations.

Whether you're running after-school robotics clubs, corporate training sessions, or community maker events, this template streamlines the accommodation request process while respecting participant privacy and ensuring compliance with accessibility standards like the ADA and Section 504.

Why Robotics Workshops Need Dedicated Accommodation Forms

Robotics education involves unique challenges: manipulating small components, reading complex schematics, using specialized software, and often working in team environments. A standard accommodation form won't capture the specific adjustments participants might need—like modified grippers for robot arms, screen reader compatibility for programming environments, or alternative instruction formats for visual-spatial concepts.

This template helps you:

• Gather specific accommodation needs related to equipment, software, instruction delivery, and workspace setup
• Plan proactively so modifications are ready before the workshop begins
• Create inclusive learning environments where every participant can fully engage
• Maintain compliance with disability rights legislation while respecting participant privacy
• Coordinate with teams to ensure instructors, assistants, and technical staff understand and implement accommodations

Who Benefits from This Template

This form is designed for:

• Education institutions running STEM programs, robotics clubs, and maker education courses
• Community makerspaces and fab labs hosting workshops and open build sessions
• Corporate training providers delivering technical skills development
• Summer camps and enrichment programs focused on robotics and engineering
• Competition organizers for FIRST Robotics, VEX, and similar events
• Museums and science centers offering hands-on robotics experiences
• Nonprofit organizations promoting STEM access for underrepresented groups

What Makes This Template Different

Unlike generic accommodation request forms, this template addresses robotics-specific needs:

• Equipment accessibility: Modified tools, adaptive grippers, alternative input devices, and adjustable workstation heights
• Programming interface modifications: Screen reader compatibility, keyboard-only navigation, high-contrast displays, and alternative IDEs
• Instruction format alternatives: Visual, auditory, and kinesthetic learning options, captioning, ASL interpretation, and simplified materials
• Environmental accommodations: Noise reduction, lighting adjustments, quiet spaces, and sensory considerations
• Communication and collaboration adjustments for team-based activities

The form uses conditional logic to show only relevant questions, reducing cognitive load while gathering comprehensive information to truly support each participant.

Key Features Built Into This Template

1. Privacy-first design: Asks only for necessary information, with optional fields for additional context
2. Conditional sections: Questions appear based on accommodation type, keeping the form focused
3. Multi-category support: Covers physical, sensory, cognitive, and learning differences
4. Equipment inventory: Helps you track available adaptive equipment and identify gaps
5. Timeline planning: Captures workshop dates so accommodations are ready in time
6. Follow-up coordination: Collects preferred contact methods and availability for pre-workshop consultations
7. Emergency contact collection: For participants who may need additional support
8. Documentation upload: Allows participants to attach medical documentation if required by your institution

How Paperform Elevates the Accommodation Request Process

Building this form with Paperform means you get more than just data collection—you get a complete accommodation management workflow:

On-brand, welcoming forms: Use Paperform's doc-style editor to create a form that feels approachable and professional, with your organization's fonts, colors, and tone of voice. This matters especially for accommodation requests, where participants need to feel safe and supported.

Conditional logic: Show wheelchair accessibility questions only to those who need them, or display programming interface options based on visual accommodation requests. This creates a personalized experience without overwhelming participants.

Automated workflows with Stepper: Once someone submits an accommodation request, use Stepper to automatically route requests to the right team members—notify instructors, alert facilities staff about workspace modifications, create tasks in your project management tool, and send confirmation emails with next steps. This ensures accommodations don't fall through the cracks.

Secure data handling: Accommodation requests contain sensitive information. Paperform is SOC 2 Type II compliant with robust data protection, and you can configure data residency controls to meet regional privacy requirements.

Calendar integration: Use Paperform's scheduling features to let participants book accommodation consultation calls directly in the form, syncing with your team's availability.

Collaboration tools: With roles and permissions, your accessibility coordinator, workshop instructors, and technical staff can all access the information they need without compromising participant privacy.

Integration Possibilities

Connect your accommodation request form to the tools your team already uses:

• Google Sheets or Airtable: Maintain a central accommodation database with tracking status and fulfillment
• Slack or Microsoft Teams: Get instant notifications when urgent requests come in
• Project management tools (Asana, Trello, Monday.com): Create tasks for each accommodation type
• CRM systems: Link accommodation records to participant profiles for ongoing support
• Email tools: Send customized confirmation messages and pre-workshop preparation guides

All of these integrations can be built without code using Stepper, Paperform's AI-native workflow builder, or through existing integrations with Zapier and Make.

Making STEM Truly Inclusive

When accommodation requests are handled thoughtfully and efficiently, you remove barriers that prevent talented individuals from participating in robotics education. This template helps you move beyond compliance checkboxes to create genuinely inclusive learning environments where every participant can discover their potential in STEM fields.

Whether you're supporting participants with mobility differences who need modified grippers and adjustable tables, participants with visual impairments who need screen reader-compatible programming tools, or neurodivergent participants who benefit from noise-reducing headphones and structured instructions, this form ensures you gather the right information to provide meaningful support.

Getting Started

Customize this template to match your organization's accommodation policies, available equipment inventory, and workshop structure. Add your branding, adjust questions based on your specific programs, and integrate it with your existing registration and communication systems.

With Paperform's flexibility, you can maintain one master template and create variations for different workshop types—beginner coding sessions, advanced robot building, competition prep, or parent-child maker events—ensuring consistent accommodation support across all your programs.

Start creating more accessible robotics education experiences today with this comprehensive accommodation request form template.