Virtual Reality Rentals for Events Guideline
Thinking about elevating your event with an immersive virtual reality experience? The following guide is designed to walk you through the process of booking VR services with Virtual Reality Rentals. It provides a detailed overview of our offerings, the steps to secure our services, and important considerations to ensure everything runs smoothly. Whether you’re new…
Thinking about elevating your event with an immersive virtual reality experience? The following guide is designed to walk you through the process of booking VR services with Virtual Reality Rentals. It provides a detailed overview of our offerings, the steps to secure our services, and important considerations to ensure everything runs smoothly.
Whether you’re new to VR or looking to create a custom experience, this guide will help you understand how we can make your event unforgettable.
Why Choose Virtual Reality for Your Event?
Virtual reality isn’t just a technology—it’s a portal to limitless possibilities. It allows your guests to:
01.
Explore new worlds
Dive into deep-sea adventures, soar above cityscapes, or journey through fantastical realms.
02.
Reimagine your brand
Custom VR content can showcase your products or messages in interactive and memorable ways.
03.
Connect and collaborate
Multiplayer games and experiences foster teamwork and camaraderie among participants.
Our Comprehensive Services
Premium VR Equipment Rental
We offer a diverse range of VR headsets to cater to different experiences and preferences:
Oculus Go
User-friendly and ideal for beginners, offering 360-degree video and introductory VR experiences, featuring guided tutorials.
Oculus Quest 1
A standalone, wireless headset with a wide range of games, immersive VR applications, and precise low latency tracking.
Meta Quest 2
High-resolution displays and enhanced performance for more advanced, dynamic, and immersive VR experiences.
Meta Quest 3
The latest technology with superior graphics, fast processing, and the most immersive experience yet, delivering unparalleled realism.
HTC Vive
A high-end system designed for powerful, premium VR experiences requiring computer support, ensuring lifelike immersion.
50-Inch TV’s
Display the VR user’s view, turning individual experiences into shared group events with social interactions in real time.
Expert Virtual Reality Activation Team
Our team is the heart of the VR experience. They ensure everything runs smoothly by:
Guiding Participants
Providing hands-on support to help guests don headsets, adjust fit and settings, navigate virtual environments confidently, troubleshoot technical issues, and fully immerse themselves in the experience, ensuring optimal comfort, safety, and engagement throughout the session.
Maintaining Hygiene
Implement thorough sanitization, disinfecting headsets, controllers, and accessories after each session with medical-grade cleaners, replacing face cushions, providing sanitizer stations, and maintaining rigorous cleaning logs to ensure a safe, hygienic VR experience for all.
Technical Support
Provide immediate on-site support to troubleshoot hardware malfunctions, software glitches, and network connectivity issues, regularly monitor system health, coordinate with technicians for advanced repairs, and document incidents to ensure uninterrupted VR sessions.
Diverse Game and Experience Selection
We cater to all tastes and objectives:
Curated Game Library
Explore an extensive collection of VR games, offering everything from heart-racing action adventures to tranquil exploratory experiences. Perfectly curated to suit a wide range of interests and skill levels, our library ensures there’s something exciting for everyone aged 12 and up. Whether you’re seeking thrills or relaxation, our selection guarantees a fun and memorable VR experience for all participants.
Team-Building Experiences
Designed to enhance learning and foster collaboration, these experiences are perfect for corporate events. Engage your team in interactive challenges, immersive simulations, and problem-solving activities that encourage critical thinking, communication, and teamwork. Set in a dynamic virtual environment, these experiences promote growth, strengthen relationships, and boost productivity, making them an ideal solution for corporate development.
Custom Content Development:
Virtual Tours: Allow guests to explore virtual models
• 360-Degree Videos: Immerse viewers in storytelling that places them at the center of the action.
• 6 Degrees of Freedom (6DOF) Experiences: Offer full-motion experiences with complete freedom of movement.• Gamification of Business Messages: Transform your brand messages into interactive, engaging games.
How to Bring VR Magic to Your Event
Step 1: Reach Out to Us
Contact Information:
Share your vision with us! We’ll discuss your event’s goals, audience, and how VR can elevate the experience.
Step 2: Complete Our Rental Consent Form
To tailor our services perfectly to your needs, we’ll ask you to fill out a detailed form. This ensures we understand every aspect of your event.
What We’ll Need:
Name
Company
Contact Info
Event Specifications:
Dates and Times
So we can schedule setup and takedown efficiently.
Location
Venue details to plan logistics.
Event Purpose
Are you aiming to entertain, educate, promote a product, or something else?
Audience Size and Demographics
Helps us recommend the right number of devices and types of experiences.
Equipment Requirements:
Number of VR headset
How many headsets you need for the event
Number of TV screens
How many Television screens you need for the event
Additional accessories
If you need additional items like extra controllers, input devices, or custom hardware, please let us know in advance.
Acknowledgment of Terms
Terms and Conditions
We'll provide clear terms and conditions to ensure everything is transparent.
Step 3: Customized Planning and Quotation
Based on your input, we’ll:
Develop a Proposal:
Outlining recommended experiences, equipment, and staffing.
Provide a Quotation:
Clear pricing with no hidden fees, so you know exactly what you’re paying for.
Offer Consultation:
Our experts can suggest the best experiences to match your event’s theme and objectives.
Step 4: Content Selection and Development
Choose from Our Library:
Pick the games and experiences that best suit your audience. We can also recommend some experiences that we know works well for specific kinds of events, talk to us if you have a specific experience in mind.
Custom Content Creation:
Collaborate with our team to create custom VR content tailored to your brand.
Example: For a car launch, we designed a virtual test drive highlighting the vehicle’s features interactively.
Step 5: Event Execution
On the day of the event:
Setup
Our team arrives early to ensure all equipment is properly installed and thoroughly tested.
Activation
We manage the VR stations, guiding participants and ensuring a smooth experience.
Engagement
Our friendly staff encourages active participation and keeps the energy high always.
Wrap-Up
After the event, we handle all equipment dismantling, thorough inspection, and careful packing.
Ensuring a Seamless Experience: Important Details
We believe in transparency and want to ensure you're fully informed:
Each VR station needs at least a 2m x 2m area. We’ll help you plan the layout.
A stable electricity supply is essential. We’ll specify the requirements based on your package.
While we provide our own Wi-Fi setup, a strong internet connection enhances certain experiences, especially multiplayer games.
VR equipment is sensitive to sunlight. For outdoor setups, a fully enclosed marquee tent with sides is necessary to protect the equipment and ensure optimal functioning.
Participants must be 12 years or older due to headset manufacturer guidelines.
For safety, we cannot allow intoxicated individuals to use the VR equipment.
Our standard package covers up to 8 hours. Need more time? Let us know, and we’ll accommodate.
- Out-of-area events: Events outside Johannesburg require at least 7 days’ notice for logistical planning.
- Venue access: If your venue requires special accreditation or passes, please arrange these ahead of time for our team.
If you choose not to hire our Activation Specialists, a refundable deposit is required to cover the equipment’s security.
While rare, technology can be unpredictable. Our team is trained to handle issues promptly, but we appreciate your understanding should unforeseen problems arise.
We’ll test any client-provided content beforehand to ensure compatibility, but cannot guarantee 100% functionality due to potential technical limitations.
Frequently Asked Questions
Ready to Elevate Your Event with VR?
Discover the Future of Entertainment! Click “Contact Us” now for more information about Virtual Reality Rental. Let’s bring cutting-edge VR experiences to your next event – where imagination meets reality!
