Insurance and liability when you hire a robot

When you hire a robot for an event, the supplier usually insures its own business, staff and equipment, but whether that cover protects you, your visitors and the venue depends on the policy wording and on your contract. The practical answer is to ask for the certificates, read the limits and exclusions, and agree in writing who carries which risk. This guide explains the questions to ask. It is not legal or insurance advice; your insurer, broker or lawyer can tell you what applies to your event.

Where the platform fits

On humanoid4rent the rental contract is between you and the supplier you choose, not the platform. The safety page states that the platform does not provide insurance, does not arrange it and does not verify a supplier's cover. The how it works page likewise treats insurance as a matter between you and the supplier and suggests asking to see the certificate.

Three different risks

It helps to separate three questions, because they are usually covered by different policies:

1. Injury or damage to other people – visitors, other exhibitors, the venue's building and fittings. This is the territory of public (third-party) liability insurance.
2. Damage to the robot itself – in transit, during setup or at the event, including damage caused by visitors. This may sit with the supplier's equipment cover, with you under the contract, or with nobody if both policies exclude it.
3. Injury to the people working – the supplier's operators and your own staff; ask each side what cover it holds for its own people.

Which policies are compulsory differs by country. As one example, HSE's guide for employers in Great Britain explains that public liability insurance covers claims made by members of the public or other businesses but not by employees, that it is generally voluntary, and that employers' liability insurance is compulsory, with cover of at least £5 million. Other countries have their own rules, so treat this only as an illustration of how the categories differ. Venues may set their own insurance requirements in their hire terms; check yours early.

Questions to ask the supplier

• Can you send your current public liability certificate? What is the limit per claim, and what is excluded?
• Does the policy cover events open to the public, in this country, at this venue, on these dates?
• Does it cover the robot model you are sending and the activity planned – walking among visitors, stage work, outdoor use?
• Does the venue need to be named on the policy or certificate, and can you arrange that?
• Is the robot itself insured against damage in transit and at the event? Is there an excess, and who pays it?
• Are your operators employees or subcontractors, and how are they covered?
• If a visitor damages the robot, what do you expect from us?
• Will you take a deposit, and when is it returned? On humanoid4rent, a refundable deposit is shown separately in the quote.

humanoid4rent's safety page adds three specific checks: whether the cover reaches the public liability value your venue requires, whether it covers the robot itself, and whether the venue needs to be named. Read the limit and the exclusions rather than the headline. HSE's event guidance also advises checking a contractor's competence before appointing them – a trained workforce, enough resources and a record of safe working – which is worth doing alongside the insurance check.

What to read in the contract

The policy decides what an insurer pays; your contract with the supplier sets out who is responsible for what. Before signing, look for:

• who bears damage to the robot, including damage by visitors or other contractors;
• any cap on the supplier's liability, and any indemnity you are asked to give;
• what happens if the robot fails or cannot run (see what happens if the robot fails);
• cancellation and change terms (see cancellations and change orders);
• who prepares the risk assessment, and what you have promised about the venue and the crowd.

If anything is unclear, ask a lawyer or broker to review it before you sign. It is easier to fix wording than to argue about it after an incident.

Product liability: the new EU directive

Product liability is a separate layer that deals with defective products. The European Commission explains that the new Product Liability Directive (EU) 2024/2853 entered into force on 8 December 2024 and applies to products placed on the market from 9 December 2026, while the 1985 directive continues to apply to products placed on the market before that date. Which regime applies to a given robot therefore depends on when that unit was placed on the market.

According to the Commission, the new directive:

• covers all types of software, including applications, operating systems and AI systems;
• covers death or personal injury (including psychological harm), damage to property, and the destruction or corruption of data;
• allows claims against the manufacturer and, where the manufacturer is outside the EU, against an EU-based importer or authorised representative, and in some circumstances a distributor;
• treats anyone who substantially modifies a product as its manufacturer;
• keeps economic operators liable for 10 years (25 years in certain health-related cases) and gives victims 3 years to bring a claim;
• does not cover situations in which the victim is a company.

Two practical points follow, without drawing legal conclusions. First, if a supplier has substantially modified a robot's hardware or software, it is reasonable to ask how they handle product safety and insurance for those changes. Second, the Commission notes that victims have to prove the defect, the damage and the link between them, although the burden of proof can be eased in some cases – so the directive does not remove the need for the insurance and contract checks above. A lawyer can explain how it works in your country.

Documents insurers and venues may ask for

Have these ready before the event:

• the supplier's insurance certificate or certificates;
• the robot's risk assessment and method statement;
• the EU declaration of conformity and the manufacturer's instructions – the Commission notes that the CE marking can only be affixed after the required conformity assessment, and the new Machinery Regulation applies from 20 January 2027;
• your event safety plan showing the robot's exclusion zone (see safety at public events).

Insurance and liability checklist

• Certificate received, in date, covering the event dates and country.
• Limit compared with the venue's requirement; exclusions read.
• Venue named on the policy, if required.
• Damage to the robot: who pays, excess agreed, deposit terms clear.
• Operators' employment status and cover confirmed.
• Contract reviewed for liability caps, indemnities, failure and cancellation.
• Your own insurer or broker told that a robot will be on site, where your policy requires it.
• Document pack (risk assessment, declaration of conformity, safety plan) filed.

When you send a request, mention the venue's insurance requirement so suppliers can confirm it in their quotes. The pricing guide explains how deposits and other items appear in a quote.

FAQ

Does the robot supplier's insurance cover my event?

Only if the policy wording covers the activity, place, dates and the limit your venue needs. Ask for the certificate and read the exclusions; humanoid4rent does not check suppliers' cover.

Do I need my own insurance when I hire a robot?

That depends on your existing policies, the venue's terms and local law. Tell your insurer or broker that a robot will be on site and ask whether your cover extends to it.

Who pays if a visitor damages the robot?

That is decided by your contract with the supplier, so agree it in writing before the event, including any excess and deposit.

Does the new EU Product Liability Directive cover robot software?

Yes. The European Commission says all types of software are covered, including AI systems, for products placed on the market from 9 December 2026.

Sources

• Robot hire safety guide – humanoid4rent
• How it works – humanoid4rent
• Pricing guide – humanoid4rent
• Employers' Liability (Compulsory Insurance) Act 1969: A brief guide for employers (HSE40) – Health and Safety Executive
• Event safety: Getting started – Health and Safety Executive
• Liability for defective products – European Commission
• Machinery – European Commission

How this guide was made: prepared with AI assistance; every factual statement was checked against the sources listed above on 12 October 2026. Spotted an error? Write to info@humanoid4rent.com.