Robot Show Brief Template for Event Agencies

Why a good brief matters

A robot programme depends on details that are easy to overlook in a first e-mail: the venue, the surface, the moment in the schedule, the technical set-up and the client's brand rules. When these are clear from the start, we can prepare a proposal without several rounds of follow-up questions – and you can present it to your client sooner.

You do not need to have every answer. If something is still open, simply mark it as unknown and we will clarify it together during preparation.

Brief template

Copy the points below and fill them in for your client:

• Type of event and goal (opening, entertainment, booth traffic, social media content)
• Date or period, and the time of the programme
• City and venue, indoor or outdoor space
• Approximate number of guests and type of audience
• The key moment when the robot should appear
• Preferred programme (e.g. dance show, robot among guests)
• Technical set-up on site: stage, sound, DJ, lighting
• The client's brand rules and whether we appear under the agency's brand
• Budget range (optional)
• Internal project reference and a contact for coordination

Tips for filling in the brief

Goal: one clear goal helps more than a long list. A conference opening, a party highlight and attracting visitors to a booth each lead to a different programme and a different timing.

Venue and space: indoor or outdoor makes a real difference, as do the surface and access. Photos or a floor plan, if you have them, save time later. The approximate number of guests and the type of audience also help us judge how much space the robot needs and which programme suits the room.

Key moment: tell us where in the schedule the robot should make its impact – for example the opening, after dinner or the main surprise of the evening. A draft timeline is enough at this stage.

Brand rules: if your client has guidelines for wording, visuals or how suppliers present themselves, let us know early. The same applies if you prefer us to appear under your agency's brand.

What you will receive from us

You will receive an overview of the programme and how it runs, the production requirements, and the items for your quote – with the programme, the team's presence, travel and add-ons listed separately. This makes it easier to build the robot programme into your own proposal for the client.

We agree in advance how communication with your client will work, so it is always clear who speaks to whom and through which channel.

Partner code for regular collaboration

If you work with us regularly, you will receive a partner code for tracking the projects you refer to us.

Send your brief

RobotShow prepares robot programmes for events across the Czech Republic, and events abroad are handled individually. Every programme is quoted individually, based on the brief you send.

Fill in the template above and send it to us as a no-obligation inquiry. Our production team will review it, ask about anything that is unclear and come back to you with a proposal you can share with your client.