A robot host at your conference: how it works

Conferences look alike: a hall, a screen, speakers, a coffee break. A robot host is an easy way to make an event recognisable from the first minutes. But hosting a conference is a responsible role, and the robot must be well prepared for it. Here is how we organise it.

A co-host, not a replacement

We do not suggest replacing the host with a robot entirely. A pair works best: the human keeps the pace and reacts to the unexpected, while the robot adds bright moments. Typical tasks for the robot:

• opening the conference – an entrance, a greeting, a short “speech” on behalf of the organisers;
  
• introducing keynote speakers;
• announcing breaks and the next sessions;
• running a prize draw or an audience poll;
• closing remarks and a group photo.

Which model fits

For a host role we bring the R1 Basic humanoid: it has a “human” posture, gestures and looks natural next to the podium. For tech conferences where the act needs to be more complex – the R1 Edu Pro D with extended programming options.

Preparing the script

One to two weeks before the event we receive the programme, speakers’ names and key messages from the organisers. Based on them we write the robot’s lines and agree them with you. We always check the pronunciation of names and company names: a synthetic voice often gets stress wrong, and we fix it by hand.

The human host receives a script with “handover points”: on which phrase the robot comes in and on which it hands the microphone back. At the rehearsal the host and the robot run through every transition.

Sound and light

• The robot speaks through the hall’s sound system – this needs a separate channel on the sound engineer’s desk.
  
• Bright stage lights can blind the robot’s cameras, so we check the stage under show lighting.
• The robot’s entrance from backstage needs a level path without steps; if the stage is high – a ramp or an entrance from the hall.
  

Engaging the audience

The strongest moment is when the robot addresses the guests: asks them to raise hands, poses a question, jokes about the conference topic. We prepare 2-3 interactive moments per event so the audience does not tire. If answers to audience questions are needed, we connect AI in a restricted mode: the robot answers only on conference topics.

Typical organiser mistakes

• The robot on stage all day. It tires the audience and the battery. Three to five short appearances at key moments are better.
• No rehearsal with the host. Without it the transitions feel clumsy.
• Long robot speeches. More than a minute of continuous speech and the hall stops listening.
• A robot with no role in the programme. If it is just “placed next to the stage”, the effect fades fast.

After the conference

Video of the robot host is ready-made content for announcing the next event. We share recordings of the appearances and, if you wish, edit a short clip for social media.

More formats for business events are under robots at events.

Ideas for appearances during the day

• Opening: the robot “launches” the conference with a symbolic action – it presses a button and the event intro plays.
  
• Before lunch: a quick audience poll with results on screen.
• After the break: the robot brings guests back and introduces the next speaker.
• Networking: the robot poses for photos in the foyer and reminds people of the schedule.
• Closing: the robot sums up the day, thanks partners and joins the speakers for a photo.

Each appearance lasts a few minutes, but together they create a storyline participants remember and post about. The robot host is also a visible spot for partners: it can thank sponsors or announce a partner’s prize draw – such integrations often cover part of the robot’s cost.

Organising a conference? Send us the event programme – we will suggest the moments where a robot host will make the biggest impact.