Is Your Next Event Virtual Reality Ready?

Virtual Reality (VR) immersive technology has been around for a few years. It is currently being used effectively for training departments, product launches, and introducing prototypes. The VR world has certainly come a long way since the first next-generation headsets were released not too long ago.

virtual reality concept

But what about meetings and trade shows? Is this the year it will gain momentum? The answer is…it depends. Much is dependent on your attendees, exhibitors, and suppliers. Here are the most important things you need to know, especially if this is the first time you’ll be introducing VR to your audience.

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Why VR?

VR has been proven since its release to be more memorable and engaging than traditional methods used for training, product launches, and gaming.

Not to mention, it can also be a valuable cost-saving measure, especially in the training and development world.

How Will You Know if VR is Right for Your Event?

  1. Poll your presenters, sponsors, and exhibitors to see if they have VR applications on their shelf.
    You may be surprised to find out that VR content already exists. All you have to do is find the right space and rent the right equipment to make it happen at your event.
  2. Find Virtual Reality Space.
    You will need a room or area for participants to play. Depending on how many will wear headsets or gather around monitors will determine the amount of space you’ll need.
  3. See if attendees want to play games.
    Your participants, especially if they are young, may prefer to game rather than do traditional networking.

What Do You Need?

At a minimum, you’ll need to rent VR goggles (i.e., Gear VR, HTC Vive, Oculus Rift, or Samsung HMD Odyssey) and quite possibly controllers that hook into a high speed, high capacity computer. For more complex applications, users may need to wear headphones and microphones.

virtual reality headset selection from

If you want passive attendees to see what a VR user sees as they move through the application or game, you’ll need to rent large televisions.

For an all-inclusive experience, you can rent a VR booth, which melds the VR experience for the user and audience members into one device.

What’s Required to Provide Original VR Content?

If you want to produce your own story, you will need to shoot video through a specialized 360 camera. Once the footage is shot, it will need editing and “stitching.” This process can take several weeks to months to complete depending on the length of your story.

While your staff can complete the camera shoot, editing and stitching usually require specialized professionals.

Who is Successfully Using VR?

Progressive Insurance has The Progressive Lake dash, an immersive, fun game that includes a steering wheel, throttle, and sensors that maps out a course for which the users compete for first prize.

All Nippon Airways (ANA) markets their 777-300ER cabins by creating a virtual reality tour of ‘The Room,’ ANA’s new business class cabin.

Samsung worked with NASA to create an immersive 4D lunar gravity VR experience. Users step into a flight suit and harness while wearing a VR headset. This experience recreates a moon mission.

Volvo allows users to test drive their XC90 SUV.  It puts them in the driver’s seat and takes the person on a pleasant ride through the country.

Merrill allows a person to walk over rickety bridges, climb walls, and fully experience the outdoors through their VR app.

TOMS uses a VR experience to allow viewers to tag along on one of its shoe giveaways in Peru.

“The great thing about VR is its ability to make learning experiential,” said Andy Trainor of Walmart U.S. Academies. “When you watch a module through the headset, your brain feels like you experienced a situation. We’ve also seen that VR training boosts confidence and retention while improving test scores 10 to 15 percent – even those associates who watched others experience the training saw the same retention boosts.” They have trained over one million associates worldwide.

How Works with You to Ensure a Seamless Experience

First, send us your VR space specs.
We’ll need to know the approximate dimensions of the space to make the proper equipment recommendations.

Second, we’ll dialog with you about system requirements.
Based on your needs, our staff will recommend the proper headsets, computers, controllers, monitors, and apps. Please check out our Virtual Reality Headset page for more details.

Third, we’ll send you a quote with the right configuration based on need and budget. We offer basic VR kits and advanced kits. Also, we have many other offerings for your meeting, convention, or trade show.

Fourth, we’ll ship or deliver to any location nationwide. If you’d like, our technicians will set up your configuration to ensure everything is working smoothly. If you have any problems, we have a 24/7 hotline for technical support.

In conclusion, will be keeping up with the VR trends this year and for many years to come. We will continue to offer a broad range of state-of-the-art equipment that we can deliver to you on time, every time.

Rent With Tony

Tech Travel Agent Tony

Are you thinking about renting Virtual Reality headsets for your company? Tech Travel Agent Tony Cipollone specializes in technology solutions including virtual reality headsets, laptops, gaming PCs, workstations, and more–for large events. Tony can answer any questions you have about VR headsets and other necessary equipment, as well as the renting process. Contact Tony today at 1-800-736-8772 ext. 241 or fill out a fast, easy online quote form.


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*We are a Business to Business (B2B) rental firm. All rental orders must be placed by an authorized representative of a qualified business. First-time business customers are screened for compliance to ensure the order is legitimate and authorized. In short, you must be a business that has been established for a minimum of 2 years with an email address connected to a corotate domain and a ship to address that also meets our requirements. To see the full requirements, visit our Requirements to Rent page.

**Are you part of an eSports team or gaming community? If so, keep in mind we would love to help supply the gaming hardware for your next event, however, we are strictly a business to business rental firm. Since gaming teams, clubs, and comminutes of gamers would not qualify as a business, simply ask your corporate sponsor if they are willing to place the order for your gaming event on your behalf.

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