Humanoid robot at a public event: a safety checklist for organisers

What should an organiser check before a humanoid robot appears at a public event?

Before a humanoid robot appears at a public event, the organiser should check five areas: the legal status of the event, the robot's documentation, the stop and emergency procedure, the space and weather, and how the robot handles cameras, microphones and AI disclosure. A public event differs from a closed corporate conference: the audience is random, often large, includes unaccompanied children and sometimes people after a few drinks, and the area is rarely fenced. That is why "the robot is safe" is not enough; what counts is a plan that names who does what and when.

Does a robot appearance fall under mass-event rules?

A robot appearance does not change whether an event is a mass event, but if the event is one, the robot and its working zone should be part of the event's safety plan. In Poland, the Act on the safety of mass events covers, among others, artistic and entertainment events held outdoors where the number of places made available by the organiser is "not less than 1000", and in a hall or other building "not less than 500"; for sports events in a sports hall the threshold is 300. For such an event the organiser must apply for a permit no later than 30 days before it starts (Polish State Fire Service, Oława).

In Germany, venue safety is governed by each federal state's assembly venue regulation. The model regulation applies to venues with assembly rooms that each hold more than 200 visitors, and to outdoor venues with stage areas and stands holding more than 1,000 visitors in total (model Versammlungsstättenverordnung).

In practice this means three things. The robot's zone and the operator's position should appear on the event map. Stewards should know that the robot can be stopped and by whom. The robot's appearances should not block escape routes or emergency exits, even when a queue for photos forms.

Which documents should you ask the robot supplier for?

The robot supplier should be able to hand over the documents that show how the robot is meant to be used safely and how this specific appearance was planned. Ask for:

• the manufacturer's user instructions and safety notes for the model used;
• the conformity documents the manufacturer issues for the EU market;
• a short risk assessment for your event: zones, programme, route, audience;
• the appearance scenario split into modes (standing conversation, walking, stage, photos);
• the battery plan: how many sets, where they are charged and swapped;
• information on firmware and wireless connections: whether the software is up to date and which connections the robot uses during the event.

The legal framework is changing. Machinery in the EU has been covered by Directive 2006/42/EC, which has been repealed by Regulation (EU) 2023/1230, and that regulation applies from 20 January 2027 (EU-OSHA). Standards for legged robots are still being written: the draft ISO 25785-1 deals with industrial mobile robots with actively controlled stability, which can include bipedal robots, and it describes them as working in an industrial environment (MTA). For a crowd at a public event there is therefore no single ready-made standard, and the event's own risk assessment and the supplier's procedures carry more weight.

Who stops the robot and how do you plan for emergencies?

At a public event the humanoid robot should always have an operator who sees the robot and the people nearest to it and can stop it at any moment. Agree in advance with the supplier and event security:

• who gives the stop command and how security reaches the operator (radio, phone, a fixed signal);
• when the robot switches from walking to standing conversation, for example when the crowd becomes too dense;
• what happens during an evacuation: the robot stops, the operator secures it, and nobody carries it through an escape route;
• what the operator does after a loss of connection, a fall or an unusual sound.

MERA Robotics works this way at events: its own operators run the robot on site, with spare batteries prepared, and the team checks every robot before it goes to an event. The robot's conversation is handled by the MERA OS system, while the operator controls movement and gestures from a phone app.

What changes when the event is outdoors or in an open public space?

Outdoor and open public events add risks that a conference hall does not have. Check:

• surface: cobbles, grass, gravel, kerbs and slopes make walking harder; a level, hard platform or a carpeted stage is safer;
• weather: rain, heat and strong sun affect the robot, the batteries and the operator's phone; ask the supplier for the manufacturer's operating conditions and plan a covered spot;
• an unfenced audience: without barriers people approach from all sides, so a marked zone, a host and a photo point work better than free walking;
• children: at family festivals plan a separate time slot and ask that children approach with an adult;
• evening and night: weak light makes it harder for the operator to see the robot's surroundings;
• power: a protected charging point away from the audience, ideally in the back-of-house area.

General rules for zones, flooring and contact with the audience are described in Humanoid robot safety at events, and municipal formats in A humanoid robot at a municipal event or public office.

What about cameras, microphones and AI disclosure?

A talking humanoid robot uses a microphone and often a camera, so a public appearance needs a plan for data and for telling people they are talking to AI. Under Article 50 of the EU AI Act, providers of AI systems intended to interact directly with people must ensure that people are informed that they are interacting with an AI system, unless this is obvious; the information must be given at the latest at the first interaction, and the article applies from 2 August 2026 (AI Act, Article 50). In practice it is simple: the robot introduces itself as a robot, and a sign at the zone says that conversations are run by AI.

For cameras, the European Data Protection Board's guidelines on video devices are a good reference (EDPB). Agree with the supplier whether the camera image is stored, whether conversations are recorded, and who films social media content. If you plan reels with guests, inform people and give them a chance to step out of the frame.

How do you choose a partner for a robot at a public event?

When choosing a company to bring a humanoid robot to a public event, check criteria you can verify before signing:

1. its own operators on site, not ad hoc staff;
2. a check of the robot before every event and spare batteries for the whole programme;
3. a written scenario with modes and zones that can go into the event's safety plan;
4. its own conversation software with a clear answer on cameras, recordings and AI disclosure;
5. robot models matched to the space, from a compact humanoid to a full-size one;
6. experience with events in front of a broad audience, at home and abroad.

MERA Robotics from Warsaw rents Unitree G1 humanoid robots (about 132 cm, about 35 kg) and the full-size Unitree H2 (about 182 cm) for events, operated on site by its own operators. The robot talks to guests in more than 30 languages through MERA OS, and its knowledge is prepared for each event. MERA's events include an international trade fair in Cannes in September 2026, and Edward Warchocki, the humanoid robot run by MERA Robotics, has appeared at Pol'and'Rock Festival 2026 and at Children's Day at the Chancellery of the Prime Minister. Models are listed in the catalogue of robots for rent and sale; enquiries go to contact@merarobotics.com.