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VR Headset Rental


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VR Headset Rental


what is virtual reality?

If you're interested in cutting edge event entertainment, you’ve most likely heard of virtual reality (VR), but what is it? Essentially, virtual reality is the use of a headset that shows the user an entirely virtual, 360 world. When you are in virtual reality, you are able to look all around while seeing everything in your virtual environment as if you're really there. For example, in a virtual reality experience you might be looking out from the peak of Mt. Everest, gazing down at the side of the mountain while surrounded by clouds. In a different VR experience, you could just as easily be racing in a high-end sports car, turning your head to watch the track fly by, or keeping your eyes on the road while you chase the competition. In certain types of virtual reality, you can use motion-tracked controllers to actually interact with objects in your virtual world, so if you see something in front of you, don’t be shy! Reach out and touch it! The truth is that VR can be anything you want it to be, and our library of VR experiences is overflowing with options that will amaze guests at your next event.

The most crucial component of any VR equipment rental is the headset, and in the next section we will go through exactly what a VR headset is.

What is a VR headset?

A few things are common to all VR headsets. The first being that they are all equipped with special, high-resolution lenses that are designed to let the user see their virtual environment in 360 degrees. When your guests look right, they will really be looking right in their virtual world, seeing what’s around them. What if they want to turn in circles? Same thing! Wherever you look using a VR headset, your vision will be tracked and you will be able to see in that direction in your virtual space.

Sometimes when you’re in a virtual reality experience, you will want to dodge a projectile, duck under a branch, head a soccer ball, or peek around a corner. In order to allow that to happen, certain headsets are equipped with sensors that track your movement. Using these headsets, you are able to add a whole different dimension to your VR experience.

All of the headsets we use were chosen not only for their technical capabilities, but also for their comfort. Because VR headsets are such a vital piece of the VR experience, we feel it’s important that your guests are fully immersed using a headset that isn’t too bulky, too tight, or too uncomfortable, and that no matter how many guests your VR experience attracts, swapping the headset from one guest to another is no problem. This level of comfort is achieved through using adjustable straps and high-quality materials throughout the headset design.

VR headsets are essentially just what they sound like: a headset. However, at VirtualRealityRental.co we pay special attention to which headsets have the highest image quality, have the most exact, pinpoint motion tracking accuracy, and of course, have the highest level of comfort possible. Through years of experience executing VR activations at corporate events, we are confident that our VR technology is the absolute best for creating an amazing guest experience.

 

What can you do with a vr headset?

Bringing a VR headset to your next event can take your guest experience to the next level while driving engagement and positioning your company as both fun and tech-forward. In short, incorporating a VR headset into your next event will help you reach your specific event goals. We have an extensive collection of VR experiences to choose from, and we are confident that we have the perfect fit for you. If you are ready to see how we can work together to create an unforgettable guest experience, don’t hesitate! Our team of VR experts is ready to help create your perfect VR event plan.

 
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VirtualRealityRental.co was extremely professional both in the pre-event planning and the onsite execution. The technology and the staff were outstanding. I would not hesitate to use them again for our events.
Katy Genden Global Events Cognizant

Katy Genden
Global Events
Cognizant

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Types of Virtual Reality Headsets


Types of Virtual Reality Headsets


what types of VR headset are available for my next event?

At VirtualRealityRental.co we offer two different types of VR headsets: a 360 VR headset, and a room scale VR headset. While both options offer a top-notch VR experience, they each have their own unique benefits.

Our 360 VR headset is the more relaxed, streamlined version of the two options. While using a 360 VR headset, your guests are usually seated, and their VR experience is focused on letting them look around their virtual environment without having to move around. This is a great option if you want to provide an experience that can fit a big VR experience into a small space.

The Room Scale VR headset, on the other hand, requires more space and is the most immersive VR experience available. In room scale VR, your guests will not only have a VR headset, but also two motion-tracked controllers that allow them to interact with objects in their virtual space. If you want to deliver a VR experience that will really drive engagement at your next event, you should consider room scale VR.

In the next section you can see some of our favorite VR experiences as well as further explanation of what our two headset type truly bring to the table.

 

360 vr

360 VR is great option for events where you would like to have as many people as possible experiencing VR at once, or where you want to deliver a huge VR experience without sacrificing event space. Many of of our most popular 360 VR experiences include those that allow guests to travel to real world locations. For example, we can let your guests climb Mt. Everest, walk through a tropical rainforest, visit the largest cities on the planet, and look down on our planet from space. However, if you’re looking for a different type of 360 VR experience, we also have an extensive collection of puzzles and games that will keep your guests entertained. With over 40,000 360 VR experiences to choose from, we know we can find the perfect fit for your event.

You can expect us to have each headset pre-loaded with all of the experiences you have chosen for your guests, as well as to provide a capable, professional VR expert who will keep your VR headsets working at the highest capacity while also guiding your guests to a fun, easy VR experience. On your end, we will need access to power as well as a space that includes tables and chairs. While every event is different, we typically suggest one 48-inch round table to every three or four chairs present for your guests.

360 VR at Events:

What 360 VR Looks Like:

 

360 VR Experiences

 

room scale VR

Room Scale VR is the most engaging version of virtual reality that is available today. Giving guests the ability to manipulate objects in a virtual reality environment, this VR experience is in a class of it’s own when it comes to overall immersion. Your guests will have a great time moving around the play area while discovering how to interact with their new VR world. In order to give your guests the best experience possible, you will need an 8 foot by 8 foot area dedicated to our VR setup; however, we do have some experiences that can accommodate a smaller 6 foot by 6 foot area.

Running a room scale VR event requires the latest, most cutting-edge virtual reality technology on the market. You will not only the room scale VR headset, but also a pair of specially designed, hand held controllers. While only one person at a time can use this technology, you never have to leave anyone out of the experience. We can easily output the images that the guest is seeing through a TV or LED wall. Because of this, you can keep your entire audience involved even when they aren’t actively taking part. Plus, if you would like up the number of participants, we can always increase the number of room scale VR setups present at your next event.

Room Scale VR at Events

What 360 VR Looks Like

 

Room scale VR experiences

 
 
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VirtualRealityRental.Co. was the perfect addition to help bring our science magazines to life. Attendees loved their 360 VR experience and truly felt they were taken to new places around the world. It was a major plus hiring our onsite technician, Shayna because she made the process seamless by making all of our attendees feel comfortable and excited about try VR for the first time. Thank you for making our exhibit memorable!
Kimone Johnson, Senior Marketing Manager Scholastic, Inc. New York City, NY

Kimone Johnson,
Senior Marketing Manager
Scholastic, Inc.
New York City, NY

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Choosing a vr headset


Choosing a vr headset


Why Rent a Virtual Reality Headset For Your Next Event?

 

Now that you have seen what virtual reality is, and what types of VR we offer, another question remains: Why should you rent VR for your next event? With more and more companies learning the benefits of bring VR to their events, the answer to that question is becoming increasingly clear. Virtual reality is simply the best way to provide your guests with a fun, engaging experience that they will never forget.

Whether you’re looking to increase foot traffic, drive audience engagement, promote or launch a new product, or just show your guests a really great time, VR can help you reach any event goal. We’ve partnered with some of the most well-known brands to bring successful VR activations to their events, and we are confident that we can work with you to design the perfect VR experience for your guests. You can see some of our previous partners here:

 
 

when does it make sense to leverage a VR headset?

While the VR experience is centered around the guest experience, we understand that it only truly works if your company is realizing a benefit and achieving event goals. We have helped to incorporate VR experiences into conferences, trade shows, exhibits, meetings, parties, and more, and because of that diverse background, we have developed valuable insight into what type of VR experience is best in a wide array of different situations. We can tailor your VR headset rental to match any event type, and any event goal, and we look forward to finding out how we can best serve you and your guests.

We’ve included some of our most popular event themes and event types below:

Popular Event Themes:

  • Futuristic

  • Sports

  • Western Theme

  • 80's/90's

  • Zombie

  • Wild West

  • Carnival/Fair

  • Flying

  • Nature

  • AND MORE!

Popular Event Types:

  • Trade Shows
  • Exhibits

  • Conference

  • Corporate Holiday Parties

  • Corporate Perks & Culture Building

  • Networking Event

  • Product launch

  • VIP Experience

  • AND MORE!

 
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How To Rent A VR Headset


How To Rent A VR Headset


How we work

We understand that you might not have brought virtual reality to one of your previous events, and our goal is to make the entire event planning process, from start to finish, as easy as possible.

Our team of experts is committed to helping you think through the rental process in order to ensure our event plan matches your vision. In order to make that happen, we use a tested, three-step process that includes pre-event strategy, equipment rental, and event staffing. We understand the importance of getting each of these steps right, and look forward to figuring out the best plan for your next event.

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Every event begins with our pre-event strategy process. During this phase, we focus on educating you, the customer, on what’s possible and empowering you to make the best decisions for your event. For example, we work with you to plan every detail of the experience, including which VR technology to leverage, how to maximize guest throughput, which VR experiences to feature, and how we plan on accomplishing the goals your company has set for the event.

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In addition to strategic planning, VirtualRealityRental.co provides every piece of equipment needed to execute your VR experience at your next event. We deliver, set up, and breakdown the equipment with little to no oversight required, allowing you to focus on other important obligations. Our equipment is the best in the industry, which leads to the best possible experience for your guests.

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The final piece of the puzzle revolves around our professional and knowledgeable staff. First, our experts really know and care about VR. Second, they love interacting with event attendees. Our experts use their knowledge and excitement for the technology to ensure your guests have a great time. They are on-site to manage the VR event experience from start to finish, including setup, experience delivery, and takedown. Think of them as one-half VR technician and one-half brand ambassador. Not only can they execute your VR activation, they can blend in by wearing the same attire as your staff and be able to speak intelligently about your products and services.

 

rental packages

Our rental packages include everything you need in order to deliver an unbeatable VR experience to your guests. We cover both the necessary VR technology as well as all of the on-site staffing to ensure every aspects of your event runs smoothly. Our rental packages have been developed through our extensive work in the corporate event field, and they are informed by our most common client requests as well as our own vr activation experience. However, if you don’t see what you’re looking for, don’t worry! We can still help you through a more customized VR package. Whether you see a rental option that’s perfect for you, or you want to discuss different options, we’re happy to help you start working toward an amazing guest experience.

Starter Package

  • Unlimited use up to four hours

  • One room scale virtual reality rig (VR headset + upgraded accessories)

  • Unlimited virtual reality experiences (games, challenges, puzzles, videos, etc) for your guests to enjoy

  • Up to three hours of pre-event strategy and VR activation planning services (used for client calls, strategy calls, logistics planning, etc)

  • One professional & friendly on-site technician / brand ambassadors

  • On-time equipment delivery, setup, and breakdown

  • On-site 24/7 technology support

Rockin' Fun Package

  • Unlimited use up to four hours

  • Two room scale virtual reality rigs (VR headset + upgraded accessories)

  • Unlimited virtual reality experiences (games, challenges, puzzles, videos, etc) for your guests to enjoy

  • Up to four hours of pre-event strategy and VR activation planning services (used for client calls, strategy calls, logistics planning, etc)

  • Two professional & friendly on-site technicians / brand ambassadors

  • On-time equipment delivery, setup, and breakdown

  • On-site 24/7 technology support

All Star Package

  • Unlimited use up to four hours

  • Four room scale virtual reality rigs (VR headset + upgraded accessories)

  • Unlimited virtual reality experiences (games, challenges, puzzles, videos, etc) for your guests to enjoy

  • Up to five hours of pre-event strategy and VR activation planning services (used for client calls, strategy calls, logistics planning, etc)

  • Four professional & friendly on-site technicians / brand ambassadors

  • On-time equipment delivery, setup, and breakdown

  • On-site 24/7 technology support

 

What's Included with your package?

360 VR

  • Premium Pelican Cases (With Wheels) For Easy Equipment Transport
  • New Samsung Galaxy S7 Phones (Wifi Only)

  • Latest Gear VR Headsets With Upgraded, Sanitary Face Pads.

  • High Quality Headphones

  • Samsung Power Chargers & USB Cables

  • Up To Three Hours Of Pre-Event Strategy With VR Event Experts

  • Documentation (PDF) On How To Use Your Rented Device

  • Unlimited Email & Phone Support

Room Scale VR:

  • Up to Three Hours of Pre-Event Strategy with VR Experts
  • Unlimited Email and Phone Support

  • Premium Pelican Cases (With Wheels) For Easy Equipment Transport

  • New HTC Vive Headsets & Required Accessories

  • Alienware Gaming Computer Preloaded With Selected VR Experiences

  • High Quality Headphones

  • One Power Strip, Plus Necessary Extension Cords

 
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As an event planner, I found the entire experience very easy to execute, I didn’t have to worry about a thing, VirtualRealityRental.co made it all so seamless and smooth. The technology and apps you had preloaded were the perfect mix of inspirational and practical, driving home the point of our event. I really hope we get the chance to work together again in the future.
Melissa Carpenter Project Manager - Client Events CapitalOne Dallas, TX

Melissa Carpenter
Project Manager - Client Events
CapitalOne
Dallas, TX

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About Us


About Us


About Us

VirtualRealityRental.co is the highest quality provider of virtual reality activations for corporate events of any type. We can help bring VR to your next exhibit, trade show, party, conference, meeting, or any other function that you have planned. We can promise this level of flexibility because we have an unmatched combination of innovative technology and highly trained, expert staff. We understand how to make VR event activations work, and our goal is to make the entire planning process as seamless as possible for you while creating an unforgettable experience for your guests..

There are many reasons our clients partner with us to bring VR to their events, and some of the most common reasons include: brand awareness, team-building, maximized foot traffic, lead generation, networking, and many more. No matter why you want VR at your next event, we will work with you to make sure you are delivering the best, most effective attendee experience.

No matter what type of event you’re hosting, or what your event goals are, we are confident that we can find the perfect VR experience for you. With over 40,000 360 VR experiences, and over 4,000 room scale VR experiences, you can rest assured that we can find a perfect match for you and your guests. Plus, even if you don’t see what you’re looking for, we will create a custom experience just for you!

 

Our Team

 

What Makes Us Different?

Virtual reality is obviously a buzzworthy new technology, and anyone can tell you that it is both fun and engaging for your guests, but very few can actually tell you specifically how VR experiences can be utilized to engage your guests in a way that drives the achievement of your exact event goals. That’s what sets us apart. Our planning process is designed to make sure we have considered every aspect of your event and that once the doors open, you will have everything taken care of.

We also focus on having the absolute best customer service all the way from the first planning step to after your event has ended. You can count on us for everything from designing your best event plan, delivering the best VR technology available, professionally interacting with your guests, and finishing your event with a speedy breakdown. We want to be your preferred VR activation vendor and you can expect that we will be:

 
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Experienced

  • Fun and respectful staff

  • High hiring bar

  • Extensive training program

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Professional

  • On-time setup and breakdown
  • Fast responses to your calls and emails

  • Above and beyond attitude

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Cutting Edge

  • Years of experience programming, experimenting, and showcasing virtual reality (VR)

  • Years of experience planning, hosting, and supporting events

 
 
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We loved working with VirtualRealityRental.co on our VR experience during our annual conference. The guests loved having such a fun and rewarding engagement; and we appreciated the professionalism and flexibility of VRR’s team.
Grace Gittinger Sr. Events Manager Spredfast

Grace Gittinger
Sr. Events Manager
Spredfast

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FAQ


FAQ


  • What’s the difference between room scale VR and 360 VR?
    Room Scale VR

    Our room Scale VR offers a much more immersive VR experience than its counterpart 360 VR. In room scale VR, guests have the ability to move around in an 8-foot by 8-foot space while interacting with virtual objects. Whether you want to become a space pirate, visit a virtual carnival, or test your skills as a professional quarterback, our catalog of over 3,000 room scale experiences allow us find the perfect fit for you and your guests.

    360 VR

    The 360 VR experience offers your guests a relaxed, seated virtual reality experience. While wearing a virtual reality headset, attendees experience real-world video of actual locations from around the world, whether a trip to the bottom of the ocean or climbing Mount Everest. In addition to our real world experiences, we offer access to 360 games and puzzles.

  • How much space is required for each rig?
    Room Scale VR:

    • Ideal: 8 feet by 8 feet (flat) area with a 7+-foot-tall ceiling
    • Absolute Minimum: 5 feet x 6.5 feet
    • Included In Space: TV, TV stand, headset, and computer

    360 VR:

    • Ideal: 5 feet by 5 feet (flat) area
    • Included In Space: 48-Inch round tall boy table and tall boy table chairs

  • How much power is required for each rig?

    One standard electrical outlet — 110V, 10 amps, 3-prong power outlet.

  • Can the technology be used at an outdoor event?

    Yes, we can accommodate some outdoor events as long as the following criteria are met:

    • Tent provided (regardless if inclement weather is expected or not)
    • Flat area established
    • Power provided

  • Is Wi-Fi required?

    No, the majority of virtual reality experiences do not require Wi-Fi. If you select one that does, we will let you know

  • Are you local?

    We’re headquartered in Austin, TX, but our team members are stationed throughout the United States and Canada ready to execute your event.

  • Can you just ship us the equipment?

    360 VR

    While most folks looking to have a 360 VR experience at their event contract with us to provide them with on-site technicians, staffing is optional for 360 VR event experiences. If you decide to host the 360 VR experience internally, we will provide your team with a PDF that walks you through how to prepare and use said devices., as well as technical support via phone and email.

    Room Scale VR

    VirtualRealityRental.co works hard to provide the best experience for your event attendees. With that in mind, we feel it is paramount that we provide a seamless process from beginning to end. This starts with the pre-event strategy and continues through to the equipment rental process, implementation, and breakdown. For this reason, we don’t ship the equipment to an event organizer.

    Our professional staff is also an integral part of the VR experience. The hardware involved require technicians that understand the technology and know how to fix things if something goes wrong. The last thing we want to do is ship a bunch of equipment for your event and then have things go wrong when a problem occurs and no one knows how to fix it. We work with you from beginning to end to make sure that the event goals and themes are met and exceeded, and we then deliver the ultimate VR experience to you and your attendees.

    VirtualRealityRental.co focuses on providing a premium service to give your event attendees an amazing experience. We want you to feel 100% confident in our professional staff so you know you can rely on us.

 
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Every planner wants to ensure that their attendees have the best experience possible. It’s obvious that VirtualRealityRental.co feels the same way. We added VR to our event at the very last minute and the staff at VirtualRealityRental.co made it happen. The preplanning was easy and the onsite staff was professional and ensured that our attendees had a great time. I welcome the opportunity to work with them again.
Susan Mancarella Senior Meeting Planner LIMRA Hartford, CT

Susan Mancarella
Senior Meeting Planner
LIMRA
Hartford, CT

 

Additional Resources

Blog:

Check out our blog to see some of our previous work bringing VR to events, strategies for incorporating VR into your next event, and additional information about virtual reality technology.

Ultimate Guide To Virtual Reality For Corporate Events:

Download the Ultimate Guide to Virtual Reality For Corporate Events to find out everything you need to know in order to bring VR to your next event. Some of the questions answered in the guide include: Which VR experiences to incorporate and why, Questions you should ask your VR vendor, How to brand your VR experience, and How to handle guests throughput and logistics.

Ultimate Guide To Virtual Reality For Employee Engagement:

Our Ultimate Guide to Virtual Reality For Employee Engagement is the best resource for companies looking to deliver a great experience to their employees. Virtual reality is great for team-building as well as for showing current and future employees that you are are a fun, tech-forward place to work.

 
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The VirtualRealityRental.co team taught me so much about VR during the pre-event strategy phase of our engagement. They left me properly equipped to educate my client and ensure that we were all on the same page. Charlie did a great job executing the VR activation and my client loved the positive feedback they received from their attendees. I can’t wait to work with them again soon!
Richard Green President Corporate Talent Discoveries Atlanta, GA

Richard Green
President
Corporate Talent Discoveries
Atlanta, GA

Who Should Rent VR?

 - Program Managers

- Event Managers

- Event Coordinators

- Creative Service Managers

- Global Event Managers

- Experience Planners

- Marketing Directors

- Marketing VP’s

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Contact


Contact


Contact Us Now To Bring Virtual Reality To your Next Party! 

 
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We're also available via phone [(800) 216-0254] and email [contact@virtualrealityrental.co]