Choose the kind of welcome you are hosting
A family day and a company open house may use the same building, but they have different jobs. A family day gives employees and their guests time together. An open house helps visitors understand the organization. Choose one main purpose before filling the schedule with attractions.
Write a plain-language sentence for your invitation. For example: “Come see where we work, enjoy lunch together and choose a few activities.” If you are hosting prospective clients as well as families, decide whether the groups share the same welcome or have different arrival times. Avoid promising an experience that is still being explored with a supplier.
A robot can be one idea within that plan. EZ Robot Rentals has the Unitree R1 EDU and accepts company-event inquiries. The event date, venue suitability, proposed activities and pricing are confirmed individually.
Plan the first ten minutes from the guest’s point of view
Imagine arriving with a coat, a bag and two people who have never visited the site. The invitation should identify the correct entrance, the check-in point and who can answer an arrival question. Coordinate parking and access instructions with the venue instead of copying directions used for employees on an ordinary workday.
At check-in, give each household a short overview: where refreshments are, which activities need a host, when a shared welcome happens and how to leave and return if that is permitted. One clear map is more useful than a different instruction at every doorway.
Ask the venue to review accessible routes and seating as part of the layout. The ADA National Network planning guide is a useful starting resource. Confirm the details with the venue while the layout is still easy to adjust.
Offer choices without making families race the clock
Build the plan around a few recognizable places: a welcome point, somewhere to sit and eat, optional activities and a quieter place to take a break if the venue can provide it. Families should be able to spend longer at something they enjoy without missing the whole event.
Use a shared welcome or meal as an anchor, then allow flexible time around it. For example, your draft may show arrivals, a short welcome, a period of optional activities and a closing thank-you. Discuss the proposed robot window with Edmund as part of the running order.
For a proposed robot moment, ask Edmund how the confirmed activity would fit the audience and layout. Keep adult hosts responsible for guest guidance and parents or guardians responsible for their children. Agree with Edmund how the proposed robot moment will be introduced.
Give each decision a named adult owner
When several departments help with an event, unclear responsibility creates extra work at the busiest time. Choose one event lead who can resolve schedule changes, one venue contact and one host for arrivals. Give each supplier the event lead’s contact through your normal planning process.
Keep workplace tours separate from entertainment decisions. The company should decide which areas guests can enter, who escorts a tour and whether photography is appropriate in work areas. Suppliers should receive the route and access information relevant to their own setup, not a general invitation to explore the building.
- Event lead: confirms the running order and communicates changes.
- Venue contact: reviews layout, access, setup and pack-out arrangements.
- Arrival host: explains the event, answers directions and helps guests find the right contact.
- Supplier contact: confirms the scope and timing of that supplier’s own activity.
Match the extra activities to the actual audience
Use your RSVP process to learn household numbers and a broad age mix, then choose activities people can opt into. Keep employee records and children’s private information out of supplier inquiry notes. Estimated guests and a broad age range are usually a better starting brief.
EZ Bounce House inflatable options and tables, chairs and party extras can be explored separately if they fit the venue and audience. Ask that team about their setup and supervision requirements. Do not assume that approval for one activity approves everything else.
The EZ Peasy Party planning library offers ideas for organizing the wider celebration. The EZ family includes Robot event inquiries, Bounce rentals and Peasy planning guides available now, with Peasy customer booking coming soon. Each rental supplier confirms its own availability and arrangements.
Build one event brief and one useful debrief
Before sending an inquiry, gather the purpose, preferred date, venue address, estimated guests, broad age mix, proposed event sequence and the adult decision contact. Add whether the event is an employee gathering, a public open house or an invitation-only reception. Tell the team about an unresolved venue decision.
After the event, ask your hosts what guests found easy, where directions were unclear and which scheduling changes helped. Keep those observations with the event plan so next year starts with evidence. A short list of useful observations will help your team host the next gathering.
Ready to explore the R1 EDU idea? An adult organizer can send a company-event inquiry. Share the plan you have; a polished production document is not required. An inquiry starts a discussion and does not confirm a booking.
Questions before you inquire
Can a robot replace our check-in team?
Do not plan around that assumption. Arrange your own hosts and discuss a proposed robot activity with Edmund.
Can we hold a family day inside our office?
Send the exact venue and proposed layout for review. An office address alone does not establish suitability.
Can we combine Robot and Bounce activities?
You can inquire about both, but each activity, supplier arrangement and venue setup must be confirmed separately.