When to Book a Robot for Your Event: How Far in Advance to Enquire

How early should you enquire about a robot?

The simplest rule: enquire as soon as you know the event is happening and you have a rough idea of the date and location. The inquiry is non-binding, so there is no risk, and the production team can check the availability of both equipment and crew for your day in good time.

You do not need a detailed script to send an inquiry. The type of event, the date or planned period, the city and what the key moment of the programme should be are enough. Everything else – the venue, the schedule, the technical set-up – can be added step by step as your planning progresses.

Keep in mind that neither an inquiry nor a quote is a reservation. The date becomes binding only once the production team confirms it and you place an order under the agreed terms. Enquiring late does not necessarily mean losing the programme, but it can mean losing choice.

Seasons when it pays to plan ahead

Equipment and crew capacity is limited, and some periods are far busier for events than others. If your event falls into one of these seasons, expect other organisers to be looking at the same dates.

A practical tip: request the programme at roughly the same time as you book the venue, the catering or the DJ. The date and place are known by then, and if anything changes, all your suppliers can adjust together.

• Christmas parties: November and December – Friday and Saturday evenings go first.
• Ball season: January to March – balls and gala evenings are planned well ahead, so the programme should be settled together with the venue.
• Corporate and family days: May to September – the date often depends on the venue's opening hours or a specific weekend.
• Festivals and city celebrations: June to September – organisers usually put the stage line-up together early.
• Trade fairs and conferences: according to the industry calendar – the date is known long in advance, so there is no reason to leave the inquiry to the last minute.

Which programmes need more preparation time

Besides the season, the complexity of the programme matters too. A robot moving freely among guests or a few dance appearances during the evening need less preparation than a scripted act tied to the host, lighting and music.

It is not only the production team that needs time – you do as well. Getting the script approved internally, coordinating with the venue or clearing music rights can take longer than it first seems.

• Product launch or branch opening: the entrance follows your brand script, and every action involving the product is tested at rehearsal first.
• Robot stage show: the number of robots and performers, the choreography and the stage size are confirmed separately by the production team.
• Robot roadshow: several stops mean planning logistics, buffers and a fallback procedure for each one.
• Outdoor events: weather, ground surface and backstage facilities are assessed in advance, which takes time to exchange information with the organiser.
• Performances with several robots: the equipment line-up is always confirmed by the production team for the specific date.

What to have ready when you enquire

The more basic details you include in your first inquiry, the faster you receive a proposal you can actually work with. You do not need everything – missing points can be filled in later.

• type of event and main goal (opening, guest interaction, booth traffic, content for photos and video)
• date, or at least the planned period
• city and venue, indoor or outdoor space
• approximate number of guests
• an idea of when in the programme the robot should appear
• contact details of the venue coordinator, show director or DJ, if you already know them
• your budget limit, if you have one – it helps to propose a suitable scope

From inquiry to confirmed date

The process is the same no matter when you enquire. The only difference is how much time is left for each step.

1. Brief

   Send the type of event, date or period, venue, audience and the key moment of the programme. A short description is enough.

2. Checking the conditions

   The production team confirms the space, surface, access route, set-up time, power supply, sound and how the robot fits into the programme.

3. Proposal and quote

   You receive a proposed running order and a quote that lists the programme, crew attendance, transport and any extras separately.

4. Date confirmation

   The date becomes binding only after confirmation by the production team and your order under the agreed terms.

5. Rehearsal and delivery

   On site, the entrance and cues are walked through with your show director, and any actions with objects are checked at rehearsal.

What to do if your event is only a few weeks away

Short notice does not have to be the end of the road. Enquire as soon as possible and say straight away that the date is close. The production team then knows to check availability first and fine-tune the details afterwards.

With short lead times, it helps to send everything at once: a floor plan or photos of the space, the access route, the schedule and the contact of the person responsible for the venue. That saves several rounds of questions. Also bear in mind that a simpler programme, such as a few appearances among guests, needs less preparation than a scripted product launch.

Check your date with a no-obligation inquiry

If you already know the date and venue, send us a no-obligation inquiry through the English site – the production team will check availability and suggest the next steps. RobotShow prepares programmes for events across the Czech Republic, and events abroad are handled individually. Pricing is always quoted individually, based on the programme, the length of crew attendance, the location and transport.

Not sure yet which programme to choose? Simply describe the goal of your event in the inquiry and we will recommend a suitable format.