How to Break the Ice at Networking Events and Conferences

Why networking often falls flat

Networking usually fails for the same reasons: people stand in small groups with colleagues they already know, nobody wants to make the first move, and the break is so short there is barely time for a coffee. Meanwhile, the programme simply assumes attendees will connect 'on their own'.

The informal part of an event deserves the same care as the talks. When the organiser thinks through the space, the timing and the conversation prompts, conversations start more easily – and attendees leave feeling they genuinely met someone.

• breaks are too short or get swallowed by the coffee queue
• the space is either overcrowded or empty and noisy
• there is no shared topic to open a conversation with
• people do not know who else is attending or whom to talk to

Space and timing: the foundation that matters

Start with the space itself. Spread refreshments across several points so one long queue does not form. High tables without chairs encourage people to move between groups, while seating at large tables tends to keep everyone in one place.

The second factor is time. Schedule networking as a dedicated block with a clear start and end, not just as leftover time between talks. At the start of the block, the host can briefly mention what is where and why it is worth walking around the room.

1. Spread out the refreshments

   Several smaller stations instead of one buffet spread people across the room.

2. Create a quiet zone

   A spot where the music is not loud and people can talk without shouting.

3. Give networking its own slot

   A separate block in the schedule, ideally right after a strong moment in the programme.

4. Announce it

   The host invites guests to mingle and reminds them what there is to see in the space.

Icebreakers that do not feel forced

The icebreakers that work are the ones people stop at by themselves – no instructions, no competition. The job of an icebreaker is not to entertain guests the whole time, but to hand them the first line of a conversation.

Avoid activities that require guests to perform in public. Most people prefer something they can look at, take a photo of and then talk about with the person next to them.

You also do not need just one icebreaker. A mix of a demo station, a photo booth and a short robot appearance spreads guests around the space, and everyone finds something they enjoy stopping at.

• name badges with a short question or a topic the guest likes to talk about
• a station with a product or technology demo
• a photo booth, where small groups form naturally
• a short programme item in the middle of the room, not only on stage
• a robot among guests that appears in pre-agreed sets

A robot among guests as an icebreaker

A humanoid robot walking in among attendees instantly creates a shared topic. People stop, take out their phones and start commenting – and conversations get going even between people who had never met before. That is why, at conferences, a robot works especially well during networking breaks.

The robot welcomes guests, poses for group photos and can do a short dance. The welcome can be tailored to your event; we agree the details during preparation. An operator controls the robot the whole time, and an assistant keeps guests at a safe distance and manages the photo queue.

The route matters. We plan it between the places where people naturally gather – at the entrance to the hall, by the refreshments or near partner stands. The route must be level, with no steps and no cables on the floor, and the production team confirms it based on the venue.

When the robot should step back

A good icebreaker knows when to leave. The robot does not perform non-stop – its sets alternate with breaks, and those breaks are exactly when the conversations it sparked can take off. Once guests are talking, the robot should not compete with them.

So plan for several short sets rather than a constant presence. The production team proposes the number of sets and the length of breaks based on your schedule and the space.

• a set at the start of the break, as people come out of the hall
• a robot break while groups and conversations are forming
• optionally another short set before the return to the hall, which gently moves people along
• the robot does not pass through the quiet conversation zone

What to prepare in advance

For the icebreaker to fit into your programme, we need to understand the rhythm of the event and the space. Basic information is enough – we fine-tune the rest during preparation and on site.

• a schedule with break times and networking blocks
• an approximate number of attendees
• a floor plan or photos of the space and where refreshments will be
• a contact for the production team or venue operations
• a backstage area for robot preparation and breaks, with access to power

How to get started

If you would like to liven up networking with a robot, send us a no-obligation inquiry with the type of event, date, venue and approximate number of attendees. We will suggest which breaks to place the robot in and how to connect its sets with the rest of the programme – for example with a robotic conference opening. The price is quoted individually based on scope and location.

Not sure yet which programme to choose? Just describe your event in the inquiry and we will recommend a suitable format. RobotShow prepares programmes for events across the Czech Republic and handles events abroad individually.