How to Run a VR Christmas Party for 20, 50 or 100 People
The question we get asked most is some version of "we've got about sixty people, how many headsets do we need?"
It's a fair question and it has an actual answer, because VR at a party is a throughput problem before it's anything else. Here's the maths, and then three worked examples you can just copy.
The one number everything hangs off
A good party VR round is 3 to 4 minutes. Add about a minute for swapping over – headset off, strap adjusted, quick wipe down, next person in – and you land at roughly 4 to 5 minutes per person, per headset.
So one headset gets through about 12 to 15 people an hour.
That's the number. Everything below is just that number multiplied out.
| Headsets | Turns per hour | Turns over 2 hours |
|---|---|---|
| 1 | 12–15 | 25–30 |
| 2 | 25–30 | 50–60 |
| 3 | 36–45 | 70–90 |
| 4 | 48–60 | 95–120 |
| 5 | 60–75 | 120–150 |
The other thing to know: not everyone wants a go
This surprises people, and it saves you money.
At a typical work function, somewhere around 60 to 70% of the room will put a headset on. The rest are happy watching, holding a drink and heckling. That's not a failure – the watchers are having a good time too, especially if you're casting to a screen.
So size for the people who'll play, not the headcount on the invite.
20 people
| Headsets | 2 |
|---|---|
| Likely players | 12–14 |
| Time to get through everyone | Under an hour |
| Floor space | About 2m x 2m per headset, plus standing room |
| Staffing | One person keeping an eye on it |
One headset will technically cover 20 people across an evening, and if budget is tight, it does work. Two is better because the queue never really forms, people can have a second go, and you can run a head-to-head between two players, which is where the noise comes from.
A lounge, a boardroom with the table pushed back, or a small function room all work fine.
50 people
| Headsets | 3, or 4 if you want it brisk |
|---|---|
| Likely players | 30–35 |
| Time to get through everyone | About an hour with 3, 40 minutes with 4 |
| Floor space | Roughly 6m x 3m of clear area |
| Staffing | One person dedicated to it |
This is the most common size we send out for work functions, and three headsets is the sweet spot. It's enough that nobody waits more than about ten minutes, and it's enough to run a small leaderboard, which changes the energy completely – people come back for a second attempt to beat someone.
At this size, cast to a TV. Thirty-five people waiting for a turn with nothing to look at is a long evening. Thirty-five people watching a colleague get ambushed by something invisible is the party.
100 people
| Headsets | 5 or more |
|---|---|
| Likely players | 60–70 |
| Time to get through everyone | Around an hour with 5 |
| Floor space | Two separate zones works better than one big one |
| Staffing | Two people, one per zone |
At a hundred people, the thing that breaks isn't the headsets, it's the crowd management. One long queue at one station kills it. Split into two zones in different parts of the room, each with its own screen and its own person running it, and it flows.
This is also the size where a custom experience starts to earn its keep – something branded with your company in it, and a shared leaderboard across both zones. We build those as browser-based WebXR experiences now, which has brought the cost down a long way.
Space, power and Wi-Fi
Floor space. About 2m x 2m of clear floor per headset. Clear is the operative word – the play area needs no tall bar tables, no glassware, no chairs and no pot plants. Players cannot see the room.
Power. One power point near the play area is enough. Headsets are wireless and hold a couple of hours, and we send spare batteries, but you'll want somewhere to rotate them onto charge.
Wi-Fi. Games are preloaded so they'll run without it, but casting to a TV and anything multiplayer needs a connection. Venue Wi-Fi is worth a test run rather than a leap of faith. A phone hotspot is a perfectly good backup.
Screens. A Chromecast comes with our hires. If the venue has a TV with an HDMI port you're sorted – there's a walkthrough of casting here.
Running it well on the night
- Start early. Before dinner, before the bar has done much damage. Balance and merriment don't combine well, and early VR works as the icebreaker instead of the afterthought.
- Put a timer on turns once the queue forms. Three minutes, called out loud, and nobody takes it personally.
- Pick short games. Anything with a tutorial is the wrong game. Our party game list is chosen on that basis.
- Nominate a runner. One person whose job it is. Not the organiser, who will be dealing with the caterer.
- Wipe between users. Cleaning products come with the hire. It takes five seconds and people notice.
Booking and freight
Work functions and corporate events are quoted per event rather than off standard hire pricing – the headset count, hire length and freight all vary. The expos and events page covers how that works, and the hire gear page shows the equipment. Please note pricing on our website is for residential hires only. Please contact us for a quote.
Two practical notes for December. Couriers don't deliver at weekends, so a Friday or Saturday function needs the hire starting Thursday. And December freight across New Zealand is the slowest of the year, so we send with a buffer. You're only charged for the days you booked. We deliver nationwide.
Frequently asked questions
How many VR headsets do I need for 20 people?
Two. One will technically get through 20 people across an evening, but two means almost no queue, people can have a second go, and you can run head-to-head games. Expect around 12 to 14 of the 20 to want a turn.
How many VR headsets do I need for 50 people?
Three, or four if you want it moving quickly. Around 30 to 35 of 50 guests will put a headset on, and three headsets gets through that in about an hour with waits of under ten minutes.
How many VR headsets do I need for 100 people?
Five or more, split into two separate play zones rather than one. Expect 60 to 70 players out of 100. At this size crowd management matters more than headset count – two zones with a screen and a runner each works far better than one long queue.
How many people can one VR headset get through in an hour?
About 12 to 15. A party round runs 3 to 4 minutes, and changeover – headset off, strap adjusted, wipe down, next person in – adds roughly another minute, so budget 4 to 5 minutes per person per headset.
What percentage of guests use the VR?
Usually 60 to 70% at a work function. The rest prefer to watch, which is why casting to a TV matters – it keeps the non-players entertained rather than idle. Size your booking for the people who'll play, not the full headcount.
How much floor space does each VR headset need?
About 2 metres by 2 metres of clear floor, plus standing room for spectators. The play area must be clear of tall tables, glassware, chairs and anything breakable, because players cannot see the room around them.
Do we need power and Wi-Fi?
One power point near the play area is enough for charging, and spare batteries are included. Games are preloaded so they run without Wi-Fi, but casting to a screen and multiplayer both need a connection. A phone hotspot is a fine backup.
How long should the VR run at a Christmas party?
Around two hours inside a longer evening, starting early rather than after dinner and drinks. Two hours is enough to get everyone through at most group sizes, and interest naturally tapers once most people have had a turn.
When do we need to book for a December function?
As early as you can, ideally by the end of October. The first two weeks of December are the busiest of the year and Thursday and Friday nights go first. Couriers don't deliver at weekends, so a Friday or Saturday function needs the hire starting Thursday at the latest.
Not sure which row you're in?
Send us the date, the headcount and the city and we'll tell you how many headsets we'd send, even if that's fewer than you were expecting.
Contact page, or email info@virtualrealityhire.co.nz.