Sample Sanitation Workshop

When you carry a laptop sanitation workshop, it's a good practice to organize your own workflow to ensure there is a proper coordination of the various tasks among your team members. While there are many different ways to do this and you can certainly be creative, here is a sample sanitation workshop template that you can use as a reference.

Sample Meeting Agenda
(Prepare to reserve between 2-3 hours to efficiently carry out a successful workshop.)
* Welcome and Sign-in - 15 mins
* Short Presentation and Status update - 15 to 30 mins (optional)
* Divide volunteers into groups to work on different tasks - one hour
* Clean up and Feedback - 15 mins.

Although there's no foreseeable danger involved for sanitizing laptops, and Labdoo, as a registered nonprofit, is protected by the laws, we still recommend you to have your volunteers sign a waiver form to release liability in order to avoid unnecessary disputes during or after the event.

It is nice to remind our volunteers about Labdoo's mission and share the results of their hard works. Here's a few nice resources
About Labdoo Page
Labdoo Facebook Page

It is also important to encourage a new Labdooer to sign up a Labdoo User Account so he/she will be able to access all assistance listed at the Get Started page.

Divide the workshop into mini tasks
It is recommended to divide the working area into different stations based on number of attended volunteers and their skill level.
Please find possible mini tasks your volunteers can take during the workshop at the "Workshop Mini Tasks" page

We are keen to hear how you organize your events in order to build a better wiki knowledge and share with everyone. Please kindly share your experience by going to Team Wiki and Translations and click on start conversaion at the side menu, so we can incorporate your input into the current flow. Thank you.

Labdoo Volunteer Waiver


Depending on the region where you are, some Labdoo hubs like to distribute a waiver to the volunteers attending their sanitation workshops. Feel free to use this as a sample.

Volunteer, ___________________________, AKA (The Volunteer), email:_________________________ & Organization, Labdoo , AKA (The Organization), located at 92 Corporate Park, Ste. C303, Irvine, CA92606

I, the above listed Volunteer, desire to work as a volunteer for the Organization and I hereby voluntarily, execute this Volunteer Waiver under the following terms:

I, the Volunteer, release and forever discharge and hold harmless the Organization, its successors, and assigns from any and all liability, claims, and demands of whatever kind or nature, either in law or in equity, which arise or may hereafter arise from my volunteer work with the Organization.

I understand that this Waiver discharges the Organization from any liability or claim that I, the Volunteer, may have against the Organization with respect to bodily injury, personal injury, illness, death, or property damage that may result from my participation on the Organization’s activities. I also fully understand that the Organization does not assume any responsibility for or obligation to provide financial assistance or other assistance, including but not limited to medical, health or disability insurance, in the event of injury, illness, death or property damage.

I, the Volunteer, understand that I expressly waive any such claim for compensation or liability on the part of the Organization beyond what may be offered freely by the representative of the Organization in the event of such injury or medical expense.

I grant unto the Organization all right, title, and interest in any and all photographic images and video or audio recordings that are made by the Organization during my work with the Organization, including, but not limited to, any royalties, proceeds, or other benefits that are derived from such photographs or recordings.

I acknowledge that the Organization has not arranged and does not carry any insurance of any kind for my benefit. I represent that, to my knowledge, I am in good health and suffer no physical impairment that would or should prevent my participation in Volunteer Activities.

I also understand that this document is a contract which grants certain rights to and eliminates the liability of the Organization.

Print Name & Signature of the Volunteer
(or Parent/Legal Guardian if the Volunteer
is under 18)

I am of legal age and am freely signing this agreement. I have read this form and understand that by signing this form, I am giving up legal rights and remedies.

Workshop Mini Tasks

It is sometimes difficult to keep all attendees feel involved during the workshop, therefore, we prepare this possible mini-tasks list to help you get started. Please feel free to adjust according to the number of your attendees and their skill level. If the members are not technically strong, you can always contact us for help on "Installation and Repair" tasks after laptops are done with cleaning and tagging. We can help connect you with other technical hubs which you can send the laptops for future works.

A good preparation before the workshop is very important for carrying a successful workshop. Please be sure all the necessary supplies are available ahead of time. It is a good idea to have a box to keep all the supplies to bring to the workshop and periodically refill the box when supply is low.

We also find it is useful to color-code each laptop depends on the laptop's progress in the sanitation workshop. This gives flexibility and visibility on the laptop status especially when there are a lot of laptops to work on.

Here's a sample color-code we use:
White- passed inspection
Blue- has been tagged with Labdoo ID number
Yellow - data has been erased
Green- Labdoo image has been installed (We normally change language setting and do the final inspections after an edoovillage has been assigned to the laptop)
Red - the laptop is broken.

Station 1: Laptop Inspection

  • Purpose: To prescreen the donated laptop to avoid wasting time working on broken laptops
  • Supplies required: Universal Laptop Power Adaptors.
  • Work Description:
    1. Matching the laptop with its power adaptor. If the laptop does not come with a power adaptor, use the universal power adaptor to check if the laptop can be power on.
    2. Make sure the laptop can be power on normally.
    3. If it is a defect laptop, add a red sticker with a note specified the problem (eg. cannot be power on or broken screen), and send it to the Repair Team
  • Station 2. Tagging laptops

  • Purpose: To ensure each working laptop has an assigned Labdoo ID number
  • Supplies required:
    Blank Labdoo Label Sheet (you can find the link HERE), scissors, clear tapes, pens
  • Work Description:
    1. Follow the Laptop Tagging procedure to tag the laptop. ( )
    2. Make sure both power adapter and laptop are tagged with the same number. If the laptop comes with a battery, please label the battery too since the battery may need to be carried separately from the laptop during the trip.
    3. Add a blue sticker on the laptop.
  • Station 3. Software Installation

  • Purpose: To erase previous data stored in the laptop and install new Labdoo image.
  • Supplies required:
    The Labtix CDs/USBs, Most current Labdoo Images (
  • Work Description:
    It is recommended to separate Data Erasing and Software installation into two different meetings since erasing data is very time consuming (30 mins. - 1 hour)
    1. Use Labtix to erase data. The instructions can be found Here. Apply a yellow sticker after data erasing.
    2. Follow the Sanitation Guide for software installation
    3. Add a green sticker after installation. If the laptop fails to be installed, add a red sticker with a note specified the problem and send it to the Repair Team for further investigation.
  • Station 4: Laptop Repair Team

  • Purpose: To assign skillful volunteers to investigate problems on broken laptops
  • Supplies required:
    Since the Repair Team needs to be experienced volunteers, we expect each member comes with his/her basic toolkit - a universal power supply, screwdrivers for laptops, Labtix and Labdoo Image HD
    What is also needed - small sealable bags for spare parts, extra memory and hard drives removed from broken laptops
  • Work Description:
    1. Debug and fix the problems
    2. If the laptop cannot be fixed, label the laptop with "ready to be recycled" and save its power adapter, hard drive, and memory as spare parts.
  • Station 5: Final Inspection, Cleaning and Packaging

  • Purpose: To package the laptop for travelers to take with them
  • Supplies needed:
    Cleaning kit (some soft clothes, a small bottle of 91% rubbing alcohol, a box of cotton swabs)
  • Work Description:
    1. Check laptop condition based on the "Laptop Check List".
    2. Use the cleaning kit to carefully clean the laptops, both inside and outside. Please constantly reminding your volunteers that this is one of the most important task in the Labdoo donation laptops since we hope the laptop recipients feel our love and care.
    3. Bubblewrap the laptop and include the dootrip package in the laptop bag.
  • Laptop Inspection CheckList

    Turn on the laptop and login with userid "labdoo", password "labdoo" and use the following checklist to verify that your laptops have been properly sanitized.

    Labdoo ID #___________________________

    1. Make sure all parts are properly tagged with the same Labdoo ID number (laptop, battery, adapter and other external components)

    2. Notes on any defects or limitations (eg. missing keys, no battery ...) 



    3. Check to see if the wifi is working (If it fails to work, check to see if there's an external wifi switch on the laptop)

    4. Make sure Edubuntu is properly installed. (Test it with the GCompris game)

    5. Open the Internet Browser and go to  (Test the Internet connection)

    6. Play a video from Youtube to make sure video and sound play properly.

    7. Offline Wikipedia/ebook installation (Wikidoo) /or xowa offline wiki for different languages
    (should show its icon on the desktop)

    8. Change the Language to proper edoovillage language setting :______________________________________

    Workshop Feedback Form

    Some hubs use this template to collect monthly feedback from their team members. Feel free to use it too.

    Labdoo monthly meetup feedback form:


    1) What were your main takeaways from today’s meeting?

    2) How can you apply what you learned today for your team?

    3) If you could change today’s meeting, what would you have done differently to make it more useful to you and your team?