For conference, association & gala planners

How do robot portraits fit your conference programme?

Plan an attended Draw Bot station around the periods when guests can participate: welcome receptions, social breaks or a gala reception. Review group arrivals, room routes and sponsor artwork together. The operating window and robot setup are agreed for your programme before you promise portraits to guests.

Two drawing robots inside the Universus booth at ACE 2026 in Niagara Falls — Universus · ACE 2026 · Fallsview Casino Resort, Niagara Falls

THE EXPERIENCE, AT A GLANCE

Make time for a personal moment.

A Draw Bot portrait made in real pen
Event or sponsor artwork planned around the drawing
An attendant for the agreed event hours

Tell us about your event for a custom quote.

Request a quote

A working sheet for your event team

Which part of the programme should we plan around?

Use these planning scenarios to decide what to discuss with us. They are examples to help shape your brief, not promised schedules or portrait quantities.

A session break

Delegates may leave the room together and need to return at a fixed time. Tell us the break window and likely rush. Agree how guests join and collect before promoting portraits as an activity for everyone.

A welcome reception

Guests may arrive at different times. Mark the opening period, any announcements and when the room changes use. Plan an approach and collection point that works alongside registration and refreshments.

A gala reception

Check when arrivals become dinner, speeches or awards. Discuss whether drawing pauses and when guests collect. Give the event contact a clear way to communicate programme changes to the attendant.

What should go in our participation brief?

Use these prompts with your planner and venue. Record the known details and label the decisions still open.

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Planning brief — select and copy the text

What should go in our participation brief?
Sketch Bot Rentals

Complete the details you know and mark anything still to be decided.
Event date:
City or venue:

1. Programme window
Write down when guests can join, any pauses, and when they need to move to the next activity. Keep venue access and setup time separate from guest-facing drawing time.
Your notes:

2. Arrivals and participation
Note expected attendance, whether groups arrive together, and who you hope can take part. We review that goal against the robot setup, portrait detail and available time.
Your notes:

3. Room and access
Mark the approach, viewing and collection areas on the room plan. Include accessible routes, nearby queues, power questions and the venue contact for setup access.
Your notes:

4. Artwork approval
Gather the event name, sponsor logos, required wording and portrait-theme references. Name one person who will coordinate the artwork decisions.
Your notes:

5. Collection and close
Agree how guests find their completed portraits and what happens when the next session or formal programme begins. Include a plan for any portraits still awaiting collection.
Your notes:

6. People and changes
Our attendant operates the robots and guides guests through their portraits. Name your programme contact, who directs group arrivals, and who can confirm schedule or scope changes.
Your notes:

Planning guide: https://sketchbotrentals.ca/conference-entertainment/
Request a quote: https://sketchbotrentals.ca/contact/
A planning brief or enquiry does not reserve a date or create a booking.

Programme window: Write down when guests can join, any pauses, and when they need to move to the next activity. Keep venue access and setup time separate from guest-facing drawing time.
Allow for all three parts of the guest portrait experience: photo, drawing and collection.
Arrivals and participation: Note expected attendance, whether groups arrive together, and who you hope can take part. We review that goal against the robot setup, portrait detail and available time.
Room and access: Mark the approach, viewing and collection areas on the room plan. Include accessible routes, nearby queues, power questions and the venue contact for setup access.
Artwork approval: Gather the event name, sponsor logos, required wording and portrait-theme references. Name one person who will coordinate the artwork decisions.
Review the JUNO and MusiCounts portrait example when discussing shared branding.
Collection and close: Agree how guests find their completed portraits and what happens when the next session or formal programme begins. Include a plan for any portraits still awaiting collection.
People and changes: Our attendant operates the robots and guides guests through their portraits. Name your programme contact, who directs group arrivals, and who can confirm schedule or scope changes.

For the attended service and areas we cover, see our conference and gala portrait rentals.

Start with the date and venue to request a conference or gala quote.

A few good questions

Curious?
We get that.

They’re robots that draw people.
Of course you have questions.

Ask about your event

Can the station be part of a gala reception?

Yes. Tell us about arrivals, drinks, dinner and presentations so we can discuss a useful operating window. The setup and capacity should be planned before you describe the experience to guests.

Can we plan portraits for a defined group?

We can discuss your group size and participation goal. Drawing detail, robot configuration and the time available determine what is practical. We confirm the scope before you promise a portrait to each person.

Can the details change while we plan?

Yes. Begin with the date, venue and a provisional timetable. Identify the decisions still open and keep us informed as the programme develops, so the quote and station plan can reflect the confirmed event.

YOUR NEXT GOOD IDEA

A portrait quote for your gathering.

Request a custom quote for an attended Draw Bot portrait station at your conference, association gathering or gala. Start with your name, email, event date and venue or city. We can discuss the programme, group arrivals and artwork after that first enquiry.

Prefer a conversation?Email our event team

Sketch Bot Rentals
An attended experience, planned around your event.

START WITH THE ESSENTIALS

Request a quote for your event.

Share a few details, then review your quote request.