What to Include in an Event Entertainment Inquiry: A Practical Guide

The minimum every inquiry should contain

Four details form the foundation: the type of event, the date or planned period, the city and the key moment of the programme. Together they show what kind of event it is, whether the date is available and what role the programme should play.

The type of event says a lot – a company party, a conference, a trade fair or a product launch each has a different rhythm and different moments where a programme works. The key moment then determines whether you need a scripted act on stage, a dance appearance on the dance floor or short appearances among guests.

Details that make the quote more precise

Every additional detail shortens the path to a quote you can work with straight away. Here is why each point matters.

• Venue and setting: indoor or outdoor space – outdoor events require an assessment of weather, ground surface and backstage facilities.
• Number of guests: it affects how many interactions with the robot are realistic and how much open space is needed. An approximate number is enough; no guest list required.
• Main goal: an opening that draws attention to the stage, meeting guests, booth traffic, or content for photos and video.
• Schedule: when the event starts, when dinner, speeches or awards take place, and where the programme should fit in.
• On-site technical set-up: stage, sound system, lighting, DJ or band, and host.
• Budget limit: optional, but it helps to propose a scope that matches it.
• Preferred programme: if you already know, for example a dance show or a robot mingling with guests.

Why the venue description matters most

Before every event with a robot programme, the team checks for a flat, firm surface at the performance spot and along the access route, open space so guests can keep a safe distance, a backstage area for preparation and breaks, and access to power. Stairs, ramps, narrow passages and slippery floors are assessed in advance.

A floor plan or a few phone photos help most: the spot where the robot should perform, the route from backstage and the building entrance. If you know the venue coordinator, add their contact details so technical questions can be resolved directly.

How to describe the schedule and the key moment

You do not need a minute-by-minute script. A rough running order is enough: guest arrival, speech, dinner, highlight, open entertainment. Add an approximate time to each item and mark where you picture the programme.

It also helps to know who will run the show – a host, a show director or a DJ. The robot's entrance is coordinated with them, so their contact speeds up preparation. Keep in mind that a stage act lasts minutes, while the crew's time on site includes set-up, rehearsal and waiting for the cue. That is why the quote lists both separately.

A sample inquiry you can adapt

This is what a short but complete inquiry can look like. Just replace the details with your own. Length matters less than making sure none of the points below is missing. If you do not know something yet, say so openly – even "we are still choosing the venue" helps the production team.

1. Event and goal

   Company party for employees; the main goal is entertainment plus content for photos and video.

2. Date and venue

   A Friday evening in December, a hotel in the city, indoor ballroom with a dance floor, around 150 guests.

3. Schedule

   Guest arrival, short speech by management, dinner, then a surprise and the dance floor opening with the DJ.

4. Programme idea

   Welcoming guests at the entrance and a dance appearance after dinner, possibly another short appearance on the dance floor.

5. Technical set-up and contacts

   DJ and sound system are arranged; we will attach the hotel coordinator's contact and the floor plan.

6. Budget

   We include an approximate budget limit and would like to see what scope fits it.

Common mistakes that delay the quote

Most delays come from missing information that has to be requested afterwards. Run through this list before you send your inquiry and you will avoid them.

• the city or venue is missing – without it, transport cannot be estimated and the space cannot be assessed
• it is unclear whether the event is indoors or outdoors
• the inquiry asks for a programme "for the whole evening" with no idea of the key moment – the robot performs in short appearances with breaks, not continuously
• there is no mention of who provides the music and whether the rights are cleared
• the contact of the person responsible for the venue or programme is missing
• an action involving an object is expected but not mentioned – handing over items is always tested at rehearsal

Sending your inquiry and what comes back

Send your inquiry through the form on the English site – its fields match the details in this article, and only the essentials are required. The production team reviews the event type, venue, date and key moment and comes back with a proposal for the next steps. The inquiry is non-binding and does not reserve the date. RobotShow prepares programmes for events across the Czech Republic and handles events abroad individually.

Your quote lists the programme, crew attendance, transport and any extras separately, so it is clear what you are ordering. Pricing is always quoted individually. If you are not yet sure which programme to choose, simply describe the goal of your event and we will suggest a suitable format.