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Ultimate Guide
Virtual Reality For Events
Learn how to leverage Virtual Reality to achieve your event goals.
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VR for conferences and corporate events
A conference booth has one job: get people to stop. A VR station does that better than anything else we’ve put on a show floor, because the person in the headset is visibly doing something and the people walking past want to know what. That’s a line, and a line is a captive audience for whoever is working the booth.
We’ve run stations at the A10 RSA Conference, Spredfast Summit, Dreamforce and the SquareRoot Startup Crawl, and at company events for AT&T, Maritz and others. The same crew and the same kit come to a sales kickoff, an all-hands or a client dinner. Trade show booths and team building have their own pages.
What a corporate booking includes
The stations. Meta Quest 3 headsets on stands, or simulators with a real seat, wheel, club or bat. Each needs 6 by 6 to 8 by 8 feet, one outlet, and no Wi-Fi. A turn is two to five minutes.
The crew. An event manager per booking who handles load-in, setup, the line, headset hygiene between players, and teardown. For a multi-day show they stay for the run.
The screen. A leaderboard with names and scores, which is what turns a demo into the thing people come back to on day two. It can carry your branding.
The paperwork. Ask us for what your venue or show organiser needs and we’ll send it. If a decorator or union labour rules apply at your venue, tell us early and we’ll plan the load-in around them.
The quote. Send the date, the city, the headcount and the number of days. We come back with a plan and a number.
“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
Questions conference teams ask us
How much space does a VR station need at a conference?
About 6 by 6 feet for a headset station or a racing, flight or golf simulator, and 8 by 8 for Walk the Plank or the home run derby. Plus room for the line that forms. One standard outlet per station, no Wi-Fi.
Do you staff multi-day shows?
Yes. An event manager comes with every booking and stays for the run of the show. They handle setup, the line, cleaning between players and teardown.
Can the experience carry our branding?
Yes. The leaderboard and screen can carry your logo and colours, and we can load a custom experience if there’s time to build one. Tell us early.
How many people can go through a station in a day?
A turn is two to five minutes, so one station handles a steady line for a full show day. Two or three stations clear a busy booth.
Where do you deliver?
Anywhere in the US. We’re based in Houston and travel with the gear to more than 100 cities.
VR At your Conference
VR At your Conference
Bringing VR To Your Event
We've already covered a few reasons why bringing VR to your conference can be a great idea. Whether your goal is to drive leads, show-off your brand, impress your VIP's, draw increased foot traffic, or even create an engaging VR competition, we can make it happen. In order to help you achieve your event goals, we work with you not only to find the perfect VR experience for you, but also to make sure we take into account the layout of your event area.
Below, we've included some of our favorite VR experiences, real-world examples of VR event spaces, individual benefits of VR, a mock-up of your event space, and even some feedback from our customers. Plus, if you're looking for more info on specific virtual reality experience packages, we've made that easily accessible here as well. Let's get started!
Benefits Of Bringing VR to Your Conference:
Most Immersive Event Activation
Flexible To Fit Any Booth Need
Proven Hit With Audiences
Great For Drawing A Crowd At Your Event
Promotes Your Brand As Being Tech-Forward And Fun
Every VR Rental Comes With:
Top-Of-The-Line Virtual Reality Headset
VR Capable Computer, Sensors, And Motion-Tracking Controllers
Up To 3 Hours of Pre-Event Strategy Calls
Access To Huge VR Library
Optional: Custom VR Event Branding
Popular VR Booth Experiences:
Popular VR Booth Videos:
Check out a few of our favorites!
For a more in-depth look at some of our top VR experiences, we've put together a few examples of how our most popular games impact your event. This includes: a mockup of your event space, videos showing VR gameplay, benefits specific to each experience, a full breakdown of the rental, and even customer reviews who also brought VR to their conference. If you want to get to know which of our VR options is best suited for your event needs, this is a great place to start.
What can your vR booth look like?
Every VR booth is different, and we have some great examples to inspire your next virtual reality event. We can fit our VR technology to fit any event theme, help you achieve any event goals, and impress all of your attendees. We're always excited to learn new ways to fit our tech to different event needs, and we're excited to see what you have in mind!
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“Our team was looking for something unique to attract attendance to our RSA trade show party. The virtual reality theme tied in perfectly with our cyber zombie party. The team at VirtualRealityRental.co made my job easy! From explaining their pricing, how they work with clients, to the onsite set-up and the game…. they were a pleasure to work with and well worth the value of the experience. Fun party!
Hope to do it again!”
Tracy Schriver
Sr. Marketing Manager
A10 Networks,
San Francisco, CA
Additional VR Game Resources
Need more information? No problem. Check out these additional resources to get a better idea of what to expect from your virtual reality booth:
Virtual Reality at Parties - Planning a party? Virtual reality is guaranteed to get your guests talking and kick the party off right.
Virtual Reality At Tradeshows - Wondering how to create the perfect booth at your next tradeshow? You want to check out this post.
Virtual Reality Rental - This is a great place to start for everything you need to know about renting virtual reality for any type of event.
VR Sports Simulators - Check out this post for examples of our favorite VR sports simulators. We've included options for football, basketball, soccer, baseball, boxing, racing, and more!
How To Rent VR
How To Rent VR
How we work
Whether you are already a VR expert or you're new to the game, our rental process has been developed to make your VR event planning as easy as possible. We will work with you to find exactly what you need to succeed.
Our virtual reality experts are ready to get started, so don't hesitate to reach out! Once you do, you can expect a three step rental process including: Pre-event strategy, equipment rental, and event staffing. We're excited to hear more about your event, and we're confident that we can help you build an event experience that you and your guests will love.
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.
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.
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.
Contact
Contact
Contact Us Now To Bring Virtual Reality To your Next Party!
Fill out the form and we will be in touch shortly.
Chris Stevenson
Head Of Events
After filling out the form above, one of our VR event nerds, I mean experts, will be in touch to help you think through the perfect virtual reality experience for your next event.
Of course, we're also available via email [contact@virtualrealityrental.co].