For a one-off trade fair or company event, hiring a robot with an operator is a natural choice if you don’t have your own team to run it; TONEART and ECOSPHERE describe services of this kind. If you have recurring events, compare repeat hire, buying and leasing based on the total operating effort, and clarify responsibilities, the space required and the documentation for the specific system before each public appearance.
If you don’t want to build your own robot operations team, you can enquire about hiring a robot with an operator. TONEART says it hires robots with an operator and technical staff, while ECOSPHERE’s described service includes technicians for set-up, operation and dismantling.
If you have several events planned, it’s worth comparing repeat bookings with support against operating a system yourself. The key question is whether you can organise staff, transport, maintenance coordination and safe operation for every event.
If visitors will be close to the robot, or cameras and microphones are part of the concept, clarify the space it needs to move around, who is responsible and what data processing will actually be enabled before booking. The Federal Commissioner for Data Protection and Freedom of Information highlights the importance of video recordings for the personal rights of those affected.
For a short appearance, the first priority is organising live operation. For a series of events, you’ll also need to compare repeat bookings with support against running the robot yourself.
A good option if: You’re planning a one-off trade fair or company event and don’t have your own operations team; ECOSPHERE specifies two technicians, as well as set-up, operation and dismantling.
Things to weigh up: The choice of model, date and running order depend on the service provider’s offer.
A good option if: You have several events coming up but still want to arrange the operator and technical support externally; TONEART also describes multi-day events and individually planned bookings.
Things to weigh up: Support and availability will need to be agreed again for each event.
Worth considering if: You have regular events planned and a team that can take care of operation, transport, maintenance coordination and event logistics.
Things to weigh up: Your business remains responsible for operating the robot; check the documentation and conditions for the exact system you’re considering.
Worth considering if: Greeting visitors or providing a more stationary interaction matters more than human-like movement; TONEART lists these models alongside humanoid robots in its hire portfolio.
Things to weigh up: You won’t get the body shape and movement of a humanoid robot, and you’ll still need to check that the model suits your venue.
| Priority | What to check when booking | Who it matters most to |
|---|---|---|
| Safe live operation | Agree responsibilities for operation, the space the robot needs to move around and visitor routes with the venue and service provider. | If the robot is moving among visitors, I want to know who is in control and who will step in if something goes wrong. For around 36% of consumers, safe operation is the top priority. |
| Hire with support | Check operator hours, set-up, dismantling, briefing and insurance cover against the specific offer. | For a one-off event, I want to showcase the robot without having to build a technical team myself. Around 29% of consumers would make supported operation their first consideration. |
| Recurring events | Compare repeat bookings with support for the same planned events against running the robot yourself, including staffing and logistics. | For a series of events, I need a solution that can be organised reliably each time. Around 21% of consumers would make repeatable operation their main priority. |
| Data processing | Clarify which cameras and microphones are active, whether data is recorded or transmitted, and who is responsible for the specific set-up. | If the robot is going to interact with visitors, I want to understand in advance what happens to any image or audio data. Around 14% of consumers would prioritise clarifying this. |
Even if the appearance is the same length, the amount of preparation, support and dismantling included can vary between service providers. ECOSPHERE specifies two technicians on site, as well as set-up, operation and dismantling.
Ask for a written description of the services for the same event, including operator hours, transport, briefing, insurance and any extension charges.
ECOSPHERE lists travel and travel expenses as items to be agreed separately.
A robot moving among visitors needs an operating plan that suits the venue. The DGUV’s Information 215-310 covers safety at events and productions; a hire agreement with an operator does not remove the need to coordinate with the venue.
Agree the movement area, visitor routes, access and escape routes, the people responsible and what to do if operation has to stop.
The data generated during an interaction depends on which functions are enabled and how the system is set up. The Federal Commissioner for Data Protection and Freedom of Information notes that video recordings generally interfere with personal rights.
Ask which functions are active, how data is stored or transmitted, who can access it and who is responsible. Check which functions are actually needed for the appearance.
You’ll need time before the event to agree how data flows are managed and how visitors are informed.
A successful demonstration doesn’t tell you what documentation is available for the exact model and version, or whether you can organise the planned public-facing operation safely.
Before buying, request the documentation for the exact system and check the applicable requirements, including CE marking, the EU Declaration of Conformity and operating instructions where relevant. Section 3 of the 9th ProdSV describes relevant obligations for machinery in Germany; the specific event operation must also be assessed.
Humanoid models from Unitree, such as the R1 and G1, feature in German offers for events with operator support.
The brand’s service and greeting robots are listed in TONEART’s German hire portfolio as an alternative for events.
The offer should clearly set out the duties and working hours of operators and technicians, as well as set-up, dismantling, briefing and insurance. Also clarify transport, travel, venue requirements and what happens if something goes wrong; ECOSPHERE specifies two technicians, as well as set-up, operation and dismantling.
The space required depends on the model and the planned movements, so you’ll need to agree this with the supplier and venue. ECOSPHERE requires a flat, dry surface and an accessible power socket for its hire service; visitor routes, access routes and escape routes should also be included in your plans.
No. The technical specification alone doesn’t answer the data protection question. For the specific event, check which functions are enabled, whether image or audio data is recorded or transmitted, and who is responsible; the Federal Commissioner for Data Protection and Freedom of Information highlights that video recordings interfere with personal rights.
There’s no fixed number based on frequency of use alone. For the same planned events, compare what’s included in a hire with operator against the staffing, maintenance, transport and contingency planning involved in running your own robot. Before buying, also check the documentation for the exact system.