Checklist: What to Prepare Before Booking a Robot for Your Event
Written by ROBOTio Team · · 6 min read
Article summary
Space, flooring, power, programme, scripted lines and schedule: a practical checklist for organisers who want a humanoid robot at their corporate event and want everything ready on time.
When you book a humanoid robot for a corporate event, there are six things you need to prepare: a level, stable space, a power socket nearby, access for operators and transport cases, a programme with a clear role for the robot, approved lines and a realistic schedule. ROBOTio takes care of everything else, from transport to the on-site rehearsal. Below is a checklist you can go through with your production team before you send your enquiry. ## 1. Space: how much room the robot needs The key question is what the robot is meant to do at the event. The space required depends on the answer. - **The ROBOrevue show** (5 minutes, three humanoid robots and three live dancers) requires a stage or a dedicated area of at least 12 × 6 m. - **Guest welcome, photo sessions, exhibition stand:** we will determine the area together with you, based on the specific venue and expected attendance. - **Distance from visitors:** allow for a safety zone around the robot and space for a queue for photos. The operator supervises it. If you are choosing a model, the compact [Unitree G1](https://robotio.eu/unitree-g1-basic) (135 cm) will fit even into a narrower stand. The Unitree H2 (180 cm) is more visible from a distance in large halls and on stage, and you can find an [overview of models](https://robotio.eu/models) on our website. The differences are also summarised in the [model comparison](https://robotio.eu/comparison-of-models). Both humanoids are made by [Unitree Robotics](https://robotio.eu/brands/unitree) and are part of our own fleet. ## 2. Flooring: level and stable The robot maintains its own movement and balance, but it needs a surface it can rely on. Please check: - that the area is level and stable (no steps, thresholds or pronounced joints in the robot's path), - that the stage or floor is neither slippery nor springy, - that there will be no cables, mats or decorations on the area that the robot could catch on. If you are unsure about the surface, send us photos or a floor plan. Installation and a rehearsal will also take place on site. ## 3. Power and access The technical requirements are modest, but they must be met: - an electrical socket close to the robot's area, - access for ROBOTio operators and for transport cases (lift, ramp, parking near the entrance), - a back area where the robot can be set aside between appearances and its batteries swapped. We therefore plan the programme with breaks. At trade fairs and shopping centres, this is what is most often forgotten. Ask the organiser in advance what loading looks like and when vehicles can enter the hall. For trade fair formats, our [guide for exhibitors](https://robotio.eu/blog/jak-vyuzit-humanoidniho-robota-na-veletrhu) will also help. ## 4. Programme: one clear role A robot works best when it has a precisely defined role in the programme. These roles have proven effective: - **welcoming guests at the entrance**, for example at [corporate events](https://robotio.eu/robot-hire-by-event-type), - **an entrance with a host** or presenting awards, typically at [conferences](https://robotio.eu/robot-hire-by-event-type), - **the highlight of the evening** in the form of the ROBOrevue show, - **presence at a stand** at [trade fairs](https://robotio.eu/robot-hire-by-event-type), - **photos with guests**, which is often the most popular part of an event. Do not try to cover everything with the robot at once. One strong moment and several smaller interactions work better than a continuous programme. For inspiration, see the project for [Česká spořitelna Leasing](https://robotio.eu/case-study/ceska-sporitelna-leasing-robot-ruda-firemni-akce), where the robot performed several roles in a single day. ## 5. Lines and language The robot speaks the language in which the guest addresses it, and the 13 languages of the website are available. The persona and lines are approved in advance, so nothing is said without your consent. Please prepare: - **the tone and persona** of the robot (formal, humorous, family-friendly), - **key messages** that must be delivered (company name, product, thanks), - **names and titles** of guests that the robot is to pronounce, - **language versions**, if the audience is international. The more specific the materials you provide, the more lines can be recorded to your specification. At the Podzimek 130th anniversary celebration, the programme was built on more than 70 bespoke lines ([see the case study](https://robotio.eu/case-study/podzimek-130-let-trest-2026)). The limits of what is possible in hosting are also described in the article on the [robot as a co-host](https://robotio.eu/blog/robot-jako-spolumoderator-konference-humanoid). ## 6. Two operators and the schedule Each robot is accompanied by two ROBOTio operators throughout the event. The robot maintains its own movement and balance, while the operator controls direction and gestures. What this means for you: - the operators need access to the space before the event begins, - they need to know when and where the robot enters and exits, and when the breaks are, - include an on-site rehearsal in the schedule, ideally with the host or technical crew. Indicative process: 1. Send us the date, venue and your idea of the robot's role. 2. Within 24 hours, you will receive an offer and confirmation of availability. 3. Together, we will fine-tune the script, lines and technical arrangements. 4. Installation and a rehearsal will take place on site. 5. During the event, the operators look after the robot. Prices are not published on the website; each offer is based on the specific event. You will find further tips in the article [10 tips for a successful event with a robot](https://robotio.eu/blog/jak-pripravit-akci-s-robotem). ## Frequently asked questions ### How much space does the robot need? For the ROBOrevue show, at least 12 × 6 m with a level, stable surface. For other formats, we will determine the area together with you based on the event. ### Do we have to provide an operator? No. Each robot is accompanied by two ROBOTio operators throughout the event, and they are included in the offer. ### When should we start preparing? As soon as possible after the date is set. We confirm availability within 24 hours of your enquiry, and the lines and script must then be approved in advance. ### Can the robot speak Czech as well as foreign languages? Yes, it speaks the language in which the guest addresses it. You approve the lines and persona in advance. ## Would you like a robot at your event? Send us the date, venue and your idea of the programme via a [non-binding enquiry about robot hire](https://robotio.eu/robot-rental). You will receive an offer within 24 hours. Depending on the type of event, you can also browse the [overview of formats](https://robotio.eu/robot-hire-by-event-type).Want to see a humanoid at your own event? Find out how to rent a humanoid robot with our own operators.
Category
tipy
Tags
- robot hire
- event preparation
- checklist
- humanoid robot
- corporate events
- ROBOrevue
About ROBOTio
ROBOTio helps companies rent, demonstrate and integrate humanoid robots: Unitree G1 and H2 for events, trade fairs, conferences and marketing campaigns — always with our own operators.