Rules & Regulations

MWC welcomes robotic demonstrations. This regulation outlines the safety, placement and operational requirements for showcasing robotic devices or automated machinery at the event. It ensures safe interaction with attendees and compliance with the requirements set out in this regulation.

This framework is grounded in EU Machinery Regulation 2023/1230, which permits non-CE-marked robotic devices at trade fairs, provided that adequate protection measures are in place onsite. CE marking is not required for exhibition purposes; where CE marking is legally required for placing the product on the EU market, exhibitors remain responsible for complying with applicable legislation.

Approval and Inspection

• All robotic devices or automated machinery must be submitted in advance via the Robotic Devices Form and approved by the Organisers before they can operate on the show floor.
• Devices classified as Category 2 (see Device Classification below) must complete and submit the Category 2 Application and Risk Assessment Form. An existing risk assessment may be submitted as supporting evidence, but does not replace completion of the form.
• A Health & Safety officer will inspect the robotic device and demonstration setup during the weekend before the event. Approval of the submitted information does not authorise operation. The device may not operate until the onsite inspection has been completed and operation has been authorised.
• Exhibitors must provide sufficient information to explain the proposed demonstration and the safety controls in place.
• Any material change to the robotic device or the approved demonstration plan that may affect its classification, safety measures, operating area, movement or interaction with attendees must be reported to the Organisers before implementation. Minor operational adjustments that do not affect these elements do not need to be reported.

Placement and Stand Boundaries

• All devices must remain strictly within your stand space.
• Placing devices in public aisles, gangways or communal areas is strictly prohibited, as this can obstruct attendee flow and pose a safety risk.
• Any device found outside your stand space may be shut down immediately and reported to venue security.
• Repeated violations may result in suspension of your company’s event passes and/or disconnection of your stand’s power supply, at the discretion of the Organisers.

Device Classification

All robotic devices are classified into one of two categories based on a single question:

Is the device physically separated from attendees at all times during operation?

If the answer is yes, Category 1 applies. If the answer is no, Category 2 applies.

1. Behind a Barrier (Category 1)

The device operates entirely within a fixed barrier at all times, and attendees cannot touch it or enter its operating area while it is active. 

• Install the device behind a fixed, structurally robust barrier creating a secure exclusion zone. Ropes and poles are not allowed. The barrier must prevent any contact between the device and attendees and must contain the device’s full range of motion.
• A trained operator must monitor the device at all times and must be familiar with its operation and emergency procedures.
• The device must have a clearly accessible emergency stop that the operator can activate immediately and without obstruction.

Submission Checklist (via Robotic Devices Form):

• Description of activity and setup.
• Stand layout showing the device location and exclusion zone.
• Photos or video of the device in operation.
• Barrier specification (material, height and attachment method).
• Name and contact details of the responsible person on the stand.

2. In Proximity to or Interacting with Attendees (Category 2)

The device operates in shared space with attendees, or attendees may approach, touch or directly interact with it during operation. If a device can operate in both modes, Category 2 applies.

• A trained operator must be present at all times, able to activate the emergency stop immediately and without obstruction. The operator must remain dedicated to supervising the device.
• For AI-driven devices: speech, gestures, recognition and other interactive functions may be AI-driven. The device’s movement must follow a predefined route or be directly controlled by the operator at all times. Autonomous navigation, where the device selects its own route in shared space with attendees, is not permitted unless expressly authorised in writing by the Organisers before the event, following a case-by-case assessment.
• Reactive safety behaviour, such as slowing, stopping or avoiding an obstacle on the defined route, is not considered autonomous navigation.
• The device must have a clearly accessible emergency stop that the operator can activate immediately and without obstruction.

Submission Checklist (via Robotic Devices Form):

• Description of activity and full attendee interaction scenario.
• Photos or video of the device in operation.
• Stand layout showing the device operating area, attendee access points and operator position.
• Name and contact details of the responsible person on the stand.
• Completed Category 2 Application and Risk Assessment Form.

General Requirements

The following provisions apply to all robotic devices, regardless of category:

• The Organisers may request specific technical information or supporting evidence where necessary to clarify a declared safety control or complete the review.
• The Organisers may require a dedicated public liability insurance policy covering the device and its operation if considered appropriate given the risk profile of the demonstration. This will be communicated to the exhibitor during the review process if applicable.
• No robotic device may operate before the onsite inspection has been completed and operation has been authorised.
• The Organisers reserve the right to switch off any robotic device and stop the demonstration where a device has not been inspected, operates outside its approved parameters or presents a safety risk.