Hire & events · Events
Robot hire for exhibitions: the stand-ready UK checklist
Choose an exhibition robot by the interaction, then validate access, crowd flow, power, connectivity, staffing and the real all-in quote.
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A robot can earn attention on an exhibition stand, but attention alone is not a useful brief. The deployment should have a defined interaction, fit the stand and venue, and leave the team able to hold a normal sales conversation.
This checklist is for UK exhibitors, agencies and venue teams reviewing robot hire research. It focuses on questions that a future authorised supplier must answer about the model, staffing and total quote.
Pick the interaction format first
Start with one primary job. Trying to make a single robot perform every role usually produces a fragile experience.
Guided attraction
The robot moves or performs at planned moments to attract people from the aisle. It needs a controlled route, an operator with clear sight lines, a safe pause position and venue approval for movement beyond the stand.
Hosted conversation
An expressive or social robot answers prepared questions, introduces a speaker or hands over to staff. This requires microphone/noise testing, response moderation, a human fallback and clarity about whether the interaction is scripted, teleoperated or generated by a third-party AI service.
Mobile display or sample delivery
A service robot carries products, screens or trays on a mapped route. Confirm tray/load limits, aisle width, floor transitions, crowd behaviour, charging and the person responsible for keeping the route clear. BellaBot Pro and KettyBot are different configurations; screen size, tray capacity and current software must be checked against the exact quoted unit.
Scheduled performance
An operated character or humanoid performs at advertised times. Schedule, backstage space, access and audience control matter more than a generic daily rate. Titan, for example, is a human-operated entertainment performance—not an autonomous humanoid worker.
Match the robot to stand geometry
Send the supplier the floor plan, stand number and venue technical manual. Mark:
- stand boundaries and open sides;
- the operating route and the robot's parked position;
- steps, platform edges, ramps and raised floors;
- rigging, screens, counters and low obstructions;
- minimum door, corridor and lift dimensions from loading bay to stand;
- storage/charging space hidden from visitors;
- power locations and cable routes;
- the nearest point where a queue can form without blocking an aisle.
A robot's body width is not its safe operating width. Turns, sensor clearance, moving arms, trays and public separation increase the required footprint. Use the manufacturer's manual and the supplier's exact-unit assessment.
Plan for exhibition noise and networks
Speech demonstrations that work in an office may fail in a hall with public-address systems, music and adjacent stands. Agree a fallback such as subtitles, a touch interface, staff-led questions or a short scripted routine.
Venue Wi-Fi can involve captive portals, device registration, traffic shaping or client isolation. Ask whether the robot needs:
- cloud access for speech or AI services;
- a remote operator connection;
- a local control network;
- a fixed outbound IP or permitted ports;
- a supplier-provided 4G/5G router;
- an offline mode that still delivers the core interaction.
Do not collect visitor data through a robot simply because the platform can. Define the purpose, consent route, retention and handoff to the exhibitor's approved lead system.
Staff the experience deliberately
The robot operator and the stand host are not automatically the same person. A strong package identifies:
- who controls motion and can trigger an emergency stop;
- who manages the queue and public separation;
- who explains the product or brand message;
- who approves unscripted answers or content changes;
- who handles venue security and organiser instructions;
- who owns the fallback if the robot is unavailable.
Ask for included operating hours, breaks, setup and rehearsal time, overtime, travel and accommodation. A “day” should state its actual operating window.
Put the whole cost beside the from-price
Request an itemised written quote covering:
| Line | Question to resolve |
|---|---|
| Robot/package | Exact model, variant, quantity and operating mode? |
| Operator/crew | How many people, which hours and what breaks? |
| Transport | Delivery, collection, mileage, parking and accommodation? |
| Setup/rehearsal | Mapping, content load, venue induction and acceptance test? |
| Creative work | Branding, dialogue, choreography, screen assets and revisions? |
| Technical extras | Batteries, dock, router, barriers, PA or display interfaces? |
| Commercial terms | VAT, deposit, cancellation, rescheduling and overtime? |
| Contingency | Remote support, spare unit, substitution or refund boundary? |
The public rates in Robotysys model records are dated external reference points, not Robotysys offers. A future authorised supplier's written quote must confirm what applies to your venue and dates.
Build a show-day runbook
Keep a one-page operational sheet with supplier, operator, exhibitor and venue contacts; delivery window; loading instructions; setup deadline; operating schedule; breaks; charging; storage; emergency stop; incident route and collection time.
Run the exact public interaction before the hall opens. Test from the audience position, not only beside the robot. Confirm the robot can stop safely, the content is current and the stand team understands when to hand over or end an interaction.
Questions to ask before approval
- Is this the exact robot and control mode shown in the proposal?
- Which claims depend on connectivity or third-party services?
- What stand footprint and public separation are required?
- What arrives with the robot, and what must the exhibitor supply?
- Who operates it, for how many hours, and who covers breaks?
- What is the final gross and net cost including travel and setup?
- What happens if access, venue approval or connectivity changes?
- What is the breakdown, substitution and escalation process?
Use the full UK robot hire planning guide for the wider procurement process. For relevant research, share the dates, postcode and stand outcome; this does not request or imply a live Robotysys hire offer.
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