Trade fair teams activating their stand
If greetings, photos and scheduled demonstrations are the focus, these teams need a managed setup and messages agreed in advance. This is different from an automated product handover.
Who might benefit from hiring a robot?
Promotional teams with a packed schedule
For a short event, travel, set-up, operating hours, battery changes, supervision and pack-down all need to fit together. The agreed services should be clearly defined in writing.
Event organisers responsible for safety and data protection
When a robot is operating around the public, organisers need to plan the space and agree responsibilities. If camera, microphone or speech functions will be used, they also need to understand exactly how data will flow and how visitors will be informed.
What should you consider when choosing one?
Start by deciding what kind of interaction you want. Then check with the provider and venue whether the specific model can work with your planned schedule and available space.
Humanoid robot with an operator
A good fit if: greetings, photos or pre-agreed speech and show sequences are part of your event.
Limitation: Posevo says its EVO cannot pick up or hold products, so you’ll need staff to hand them out.
Robot dog with an operator
A good fit if: a low-slung, movement-focused demonstration without a human-like character suits your event.
Limitation: It cannot take the place of a humanoid greeter; you’ll need to plan the movements and audience area separately.
| Consideration | What to check when booking | Who should pay particular attention |
|---|---|---|
| Safety and location | Agree the operating area, flooring and escape routes with the venue, and identify who is responsible for operation and stopping the robot. Posevo specifies a minimum area of 2 × 2 m and a level, firm surface for its EVO. | If visitors are passing close to the stand, the robot must not obstruct anyone and the activity needs to remain under control. Around 26% of consumers put operational safety first. |
| Supervision and services | Set out the operator, operating hours, travel, set-up and pack-down, battery changes and technical support in writing. | For a short event, the team needs to know who will operate the robot and deal with any problems. Around 21% of consumers prioritise clearly defined support. |
| Data processing | Ask for details of any active cameras and microphones, data transfers and storage, and the parties involved in the specific interaction. | If visitors will be asked to speak to or be filmed by the robot, you need to understand how their data will be handled before planning the creative concept. Around 21% of consumers put this consideration first. |
| Type of interaction | Define greetings, demonstrations and product handovers as separate tasks, and confirm that the specific model can perform each function. | If the robot’s main role is to speak and pose for photos, the right type of interaction matters more than a long list of features. This is the main consideration for around 16% of consumers. |
| Repeat events | Compare the costs of your own staff, transport, storage, maintenance and supervision with hiring a robot with an operator over the same period of use. | If you’re attending several events, consider which tasks your team would need to take on regularly. Around 16% of consumers give this question top priority. |
Which booking pitfalls can you avoid?
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Assuming a package description covers the whole event
Posevo lists an operator, insurance, set-up and pack-down among the services in its offer; TONEART describes support that depends on the project. A package name alone won’t tell you who is responsible for travel, extra operating time or technical requests.
Get the services, operating hours and responsibilities for every part of the programme in writing. Compare quotes only when they include the same level of support.
Your team will need to arrange any logistics or additional support that isn’t included.
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Assuming built-in sensors mean an interaction is approved
A model with a camera or microphone doesn’t tell you whether recording, data transfers or AI services will be enabled on the hired unit. This affects the data protection questions you’ll need to resolve for your planned use.
Ask for details of the active functions and data flows, and confirm before booking who will decide how they are used and inform visitors.
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Planning an open area for the public without checking with the venue
A robot can change how people move around and how your stand operates. Posevo’s guidance for its EVO also includes specific requirements for the space and floor, which may not apply to other models.
Agree the robot’s position, power supply, movement zone, escape routes and stop procedure with the provider and venue before finalising your schedule.
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Expecting the robot to replace your promotional team
Posevo says its EVO cannot pick up or hold products. So, planning a greeting doesn’t mean the robot can also hand out products or provide expert advice.
Assign greetings, photos, product handovers and advice to the robot or a designated member of staff, task by task.
You may need additional stand staff to hand out products and answer detailed questions.
Brands and providers to consider
Posevo Roboter
Posevo offers robot hire with an operator for trade fairs, promotions and events, and describes a range of robot types for different setups.
- Posevo says its described package includes an operator, insurance, set-up and pack-down, and five speech sequences for up to eight hours on site.
- The EVO described requires battery changes and a suitable space; check the specific quote to see what other tasks are included.
TONEART-Rent
TONEART describes event hire with an operator for humanoid robots, robot dogs, service robots and greeting bots.
- TONEART says its hire options include an operator and technical specialists; branding and technical set-up may also be part of a project.
- The support and configuration agreed for a specific event should be set out in the relevant quote.
Unitree Robotics
Unitree makes robot models that can serve as a technical reference when planning different types of event, but its product information is not evidence that it offers hire with an operator.
- Unitree lists cameras, microphones and speakers for the R1, and a model-dependent run time of around two to four hours for the Go2.
- Manufacturer specifications don’t confirm the features or enabled functions of a specific hire unit, or whether on-site support is included.
Joybuy products
Relevant products coming soon.
Frequently asked questions
What should a quote for an event robot with an operator include?
The quote should clearly define the planned use and services, including operating hours, operator, travel, set-up and pack-down, insurance, battery changes, technical support and any agreed speech or show sequences. Posevo and TONEART describe different service packages, so the agreement for your event day is what matters.
Do I need to involve the venue before using a robot?
Yes. Agree the operating area, routes, escape routes and schedule with the venue in advance. Under Section 5 of Germany’s Occupational Safety and Health Act, employers must assess risks to employees; the German Social Accident Insurance (DGUV) also covers safety at events. Check the specific on-site requirements with the people responsible at the venue.
Can a hired robot film visitors or speak to them?
Whether these interactions are possible, and under what conditions, depends on the functions enabled and how data is processed. If personal data is processed, you’ll need to confirm the data protection requirements for the event. The Data Protection Conference notes that simply entering a marked camera recording area does not amount to informed consent.
Who is responsible for data from interactions with the robot?
You can’t determine this just from the labels ‘event organiser’ and ‘hire company’. Look at the actual functions and data flows to establish who decides the purposes and means of processing, and who informs visitors. The Data Protection Conference warns against making blanket assumptions about information duties based on how data is collected.
When should you choose a robot dog instead of a humanoid robot?
A robot dog may be suitable if a low-slung, movement-focused demonstration fits your event and you don’t need a human-like greeter. For planned greetings and photo opportunities, a humanoid robot with an operator may be a better fit. In either case, check the specific setup and space with the provider.