Problem Definition

A feasible welcome robot which is designed to serve mankind or to simpify human work. It is designed to solve this problem by providing an automated,portable and interactive system that can detect and approach guests. It greets them with a proper audible voice and gives a gift hamper to thank their gracious presence The bot is designed to move freely communicate with guests through audio haptics. It operates using a Lithium ion battery which is rechargable. We aim to develop a safe, reliable, and cost effective welcome robot using the components such as an Arduino Uno R3, BO Motors,sensors,Bluetooth, Wifi,Camera. while keeping the total project cost approximately 5000 rupees. Moreover we aim to reduce human effort in welcoming guests while providing a unique, modern, and engaging experience through automation and robotics.

Need Statement

3.1 Question And Answers

Questions	Answers	Objective	Function	Constraint
What can the Welcome Bot do?	It can greet guests with a gift hamper	Yes	Yes
What is the budget of the project?	Rs 4000–4500			Yes
What about the portability?	It is lightweight	Yes
Is the robot safe to use?	Yes, it is absolutely safe	Yes
Source of power for the robot?	Lithium-ion battery			Yes
Is the sensor detection range limited?	Yes, it is limited to 5 meters			Yes
Is the robot completely reliable?	Yes, it is reliable	Yes
Is the robot mobile?	Yes, it can move freely 360 degrees		Yes
Height of the Welcome Bot	3 feet		Yes
What kind of material is used for its body?	Cardboard			Yes
What is being used for the audio output?	BT kit audio player and speaker			Yes
What is the torque of the motor used?	0.8 kg-cm to 1.5 kg-cm	Yes
What app is used to control the bot's visuals?	RC UFO			Yes
What is being used to indicate battery health?	Battery level indicator			Yes
What model of Arduino is used for the bot?	Arduino UNO R3		Yes
What motor is used in the bot?	4 × BO motors			Yes
What are the wireless means used for communication?	Wi-Fi, dual camera and Bluetooth module		Yes
Is the battery rechargeable?	Yes, it is rechargeable	Yes
Can the robot communicate with guests?	Yes, it certainly can		Yes
What is the size of the motor?	Standard BO motor size			Yes

3.2 Basic survey and requirement

Basic Survey

A basic survey was conducted among students, teachers, visitors, and staff to understand what they expect from a welcome robot. Most users wanted the robot to greet visitors politely, provide basic information, be easy to use, look attractive, and work safely.

Requirements Greet visitors with a welcome message. Detect when a person approaches. Give basic directions or information. Have a simple and attractive design. Be easy to operate. Work safely around people. Use low-cost and easily available components. Consume less power. Be lightweight and easy to move. Give clear voice or display messages.

3.3 Identifying Client's Objectives

1.Automatically welcome visitors

2.Detect when a person approaches

3.Give a clear voice greeting

4.Provide basic information and directions

5.Have a simple and attractive design

6.Be easy to operate and maintain

7.Be safe around children and adults

8.Use low-cost and easily available componenets

9.Consume less power

10.Be compact,lightweight,and easy to move

11.Provide clear audio or display messages

12.Work reliably for long periods

13.Be suitable for indoor use

14.Make visitors feel comfortable and welcomed

15. Giving them a welcome present or a gift hamper

Problem Definition Version 1.1

Visitors arriving at a place such as a school, office, or event are often left unwelcomed because no one is free to greet them at the entrance. Staff are busy, and the first impression suffers. There is a need for a low-cost, compact, and energy-efficient welcome robot that stays at a fixed spot, automatically detects when a person approaches, and greets them with a clear voice message. It then presents a gift hamper as a warm welcome gesture. The robot is not a tour guide and does not move around or lead visitors to locations. Its sole purpose is to welcome visitors and give them a gift hamper.

3.4 Establish Functions

1. Detection and greeting

Detect a guest's arrival using a proximity/ultrasonic sensor, camera, or motion sensor Greet them with a spoken or on-screen message ("Welcome! We're glad you're here") Support multiple languages, if your guests are varied

2. Hamper delivery (the core function)

Hold or store the gift hampers (a tray, compartment, or conveyor) Dispense or hand over one hamper per guest, using a robotic arm, a sliding tray, or a drop mechanism Confirm that the guest has taken the hamper (weight sensor or button press) Keep a count of the hampers remaining

3. Interaction

Respond to simple questions such as "Where is the reception?" or "Where is the event hall?" Offer a "Thank you" message or a short feedback prompt Use a touchscreen or voice commands for basic interaction

4. Navigation and movement (if mobile)

Move to a fixed greeting point or follow a set path Avoid obstacles and people Return to its base when idle or when the battery is low

5. Monitoring and management

Log how many guests were welcomed and how many hampers were given out Alert the staff when hampers are running low or the battery is low Provide an emergency stop and error alerts (jammed dispenser, sensor fault)

Problem Definition Version 1.2

The welcome robot must perform a fixed sequence of functions to greet visitors and present them with a gift hamper, without any human assistance. It must first detect when a person approaches the entrance, then greet them with a clear voice message along with a display message, and then dispense or present a gift hamper as a welcome gesture. Once the visitor has taken the hamper, the robot must reset automatically and return to a ready state so it can welcome the next person.

While doing this, the robot must operate safely around both children and adults, run on low power, and work reliably for long periods. It stays at a fixed spot and does not move around or guide visitors, as its only purpose is to welcome them and give them a gift hamper.

3.5 Identify Constraints

Physical and mechanical

Hamper size and weight: the dispenser, tray, or arm must handle the heaviest hamper reliably Storage capacity: how many hampers it can hold before a refill Size and footprint: it must fit the entrance area without blocking foot traffic Dispensing height: reachable for adults, children, and wheelchair users

Technical

Response time: it should detect and greet a guest within 1 to 2 seconds Accuracy: avoid false triggers (staff walking past) and missed guests Battery life: enough for the full event, or a way to charge while running Connectivity: it should still work if Wi-Fi is weak or drops Processing limits of the board you use (Arduino, Raspberry Pi, etc.) for face recognition or voice

Safety

Moving parts must not injure fingers or children (limited force, guards, emergency stop) Stable base so it does not tip over in a crowd Safe electrical design (insulated wiring, no exposed contacts)

Environmental

Noise level: speech must be audible in a busy lobby, with no loud motors Lighting: cameras and sensors must work in both bright and dim spaces Indoor or outdoor use, which affects dust, heat, and rain protection

Usability

Simple interaction that needs no instructions Languages and accessibility (voice plus screen, large buttons) One hamper per guest, with no double-dispensing

Privacy

If you use face recognition or guest names, you need consent and secure handling of that data. A QR code or invitation code is a simpler alternative.

Project constraints

Budget, build time, and available components Ease of refilling and maintenance by non-technical staff

Problem Definition Version 1.3

The welcome robot must be designed within several limits that shape what can be built. It has to be low-cost and made from easily available components, so expensive sensors, motors, or specialised parts cannot be used. It must also consume little power, since it needs to run reliably for long periods, and it must be compact and lightweight so it can be moved and placed easily at an entrance.

The robot is intended for indoor use only, so it does not need to withstand rain, dust, or harsh outdoor conditions. It must be safe around both children and adults, which means no sharp edges, exposed wiring, or fast-moving parts. Its capacity is also limited: the gift hamper it holds must be small and light enough for the robot to present without risk of tipping over or jamming.

Finally, the robot's functions are restricted to welcoming and gifting, and it must remain simple enough for anyone to operate and maintain without technical training