Humanoid robots in an event agency's offer: subcontracting, contract, AI Act, GDPR and who provides them

An event agency that wants to offer clients a humanoid robot has three options: hire a subcontractor with a robot and operators, buy its own robot, or license conversation software for a robot it already owns. For most agencies a subcontractor is the sensible choice, because a robot at an event is more than hardware: it needs a prepared conversation, transport, batteries and people who look after it all day. The key to a good partnership is the contract: who writes what the robot says, who approves it, what happens to conversation data and who owns the footage.

How can an agency work with a humanoid robot provider?

An event agency can work with a humanoid robot in one of three models:

With subcontracting, the agency keeps the client relationship and the provider is responsible for the robot and its operation. When buying, the agency also takes on maintenance, charging, transport and training the people who will control the robot. See the models available to rent and buy in the robot catalogue.

What should an agency agree with the provider before sending an offer to the client?

An agency should settle several points with a humanoid robot provider before the robot goes into a client offer:

1. The robot's role at the event. Greeting at the entrance, stage, stand, panel, photos with guests. The role decides the model and the number of operators.
2. Conversation languages. Based on the guest list, with a natural voice in each language.
3. Knowledge and script. What the robot says about the client, the programme and the offer, and what it never says.
4. Look and identity. The robot's name, character, outfit or wrap in brand colours.
5. Logistics. Venue access, lift, back-of-house space, battery charging, set-up and rehearsal time.
6. Who speaks to the end client. Whether the provider appears under its own brand or as part of the agency team.

In practice, MERA Robotics prepares the robot for a specific event in its MERA OS system: the robot gets an event profile with knowledge about the client and the programme, a name, a character and a voice matched to the language, and an operator controls its movement and gestures from a phone app.

Who is responsible for the AI Act and GDPR when a robot works at an agency event?

A humanoid robot that holds conversations is an AI system, and conversations with guests may involve processing personal data. An agency event involves three parties, the robot provider, the agency and the client, so the roles need to be set out in the contract.

AI Act. The regulation generally applies from 2 August 2026. Obligations apply to, among others, the provider of an AI system and the deployer, which Article 3 defines as a person or organisation using an AI system under its authority. Article 50 requires AI systems intended to interact directly with people to be designed so that people know they are talking to AI. The contract should say who prepares that notice: the robot's opening line and a sign next to the robot.

GDPR. If the provider processes conversation data on behalf of the agency or the client, a processor contract is required under Article 28 GDPR. If conversations are not recorded, ask the provider to confirm this in writing and pass it on to the client for the event's privacy notice.

What should a subcontracting contract for a humanoid robot include?

A contract between an agency and a humanoid robot provider should cover not only the date and venue but also what happens during and after the event:

• Scope of service. The robot's working hours, number of operators, set-up, rehearsal and dismantling time.
• Script approval. Who approves the script and the list of off-limits topics, and the deadline for client changes.
• Conversation data. Whether it is recorded, where, for how long and who can access it.
• Footage and image. Who may publish photos and videos with the robot, and on which channels.
• Branding. Whether the provider's brand appears on the robot or a sign, or only the client's.
• Contingency plan. What happens in case of a technical problem, a power outage or a schedule change.

How can an agency price a robot in a client offer?

An agency prices a humanoid robot on the basis of the provider's quote, which depends mainly on how long the robot is needed, the event location and logistics. On top of that comes the agency's own work: client coordination, script, branding and attending rehearsals. Good practice is to ask the provider to quote two variants, for example a short stage appearance and a full day at the entrance, because clients often compare both.

Which robot to choose for an agency offer?

How to choose a robotics partner for an event agency?

Judge a partner for humanoid robots in an agency offer by criteria you can check before signing:

1. Own operators who stay with the robot throughout the event.
2. Own conversation software that can be set up separately for each client.
3. Languages the agency's clients need, with natural voices.
4. Experience with events in Poland and abroad.
5. Purchase and licence options for when the agency wants its own robot.
6. Clear rules on data and footage.

MERA Robotics, based in Warsaw, rents Unitree G1 and Unitree H2 robots with its own operators for events in Poland and abroad and checks every robot before the event. Conversations run on its own MERA OS system in more than 30 languages with a voice matched to each language, and the system is licensed to robot owners, including customers in Poland, Romania and Germany. The company also sells Unitree robots together with MERA OS, configuration and team training, and runs the robot shop merarobots.com. Its work abroad includes an international trade fair in Cannes in September 2026. Pricing depends on how long the robot is needed, the location and logistics. Enquiries: contact@merarobotics.com or the form on merarobotics.com.