VR Expos & Events

VR for expos and events — frequently asked questions

What's included in an event setup?

A typical setup includes Meta Quest headsets and controllers, one or more 65" LED TVs on commercial stands, Chromecast for casting gameplay to the screens, sanitised lenses with cleaning products and antibacterial wipes, protective covers, health and safety signage, and experiences pre-installed and tested before the day. We deliver, set up and test everything on site.

Do you run the stand for us, or do we manage it ourselves?

Either. We can provide an on-site team member to guide participants, reset experiences, manage the queue and keep things running, or you can take a self-managed setup and run it with your own staff. Most expo clients take the staffed option because it frees their people up to talk to visitors.

How much space do we need for a VR stand?

As a minimum, allow about 2m x 2m per player plus room for people to watch. For scale, our setup at Matariki Vibes in Auckland used a 12m x 6m marquee for three VR lanes. Tell us your floor space and we'll tell you honestly how many lanes will fit comfortably.

How many headsets or lanes do we need?

It depends on how many people you expect, how long the event runs, and whether visitors take short turns or longer sessions. We recommend one TV per VR lane so spectators can follow along. Give us your expected numbers and hours and we'll recommend a setup rather than guess.

Can we brand the stand with our logo?

Yes. We can display your company logo or advertising banners on the TV screens between rounds, so you get brand visibility while people are watching the action and waiting their turn.

Can we use our own custom VR content?

Yes. We've installed and run custom software for clients before — at the Texel Australasia launch we ran a Boeing-built experience that walked participants through a guided tour of the airline and its loading process. We can also produce 360° virtual tours of your own premises, product or site to show at the stand.

Can other people watch while someone is in the headset?

Yes, and it's what makes VR such a good crowd magnet. Gameplay is mirrored onto the TV screens, so a queue forms around the stand. The moment someone puts on a headset, people gather to watch.

Is it suitable for all ages?

Yes. We choose experiences to match your audience. At the Wellbeing & Housing Expo at Waikato University we ran scuba diving, safari tours and visits to temples in Cambodia, and many of the attendees who enjoyed it most were seniors. For youth events we'd pick something more active.

What about health and safety?

We provide health and safety signage, protective covers and sanitising between users, and our staff supervise the lanes and keep play areas clear. We can also help with ticketing, crowd control and briefing your own team if you're running it yourselves.

What kinds of events have you done?

Corporate expos and conferences, youth and cultural festivals, university and community events, product launches, Christmas and end-of-year parties, and brand activations. Recent examples include Matariki Vibes in Auckland (10,000+ attendees), BeastMode at Claudelands Event Centre in Hamilton, the Wellbeing & Housing Expo at Waikato University, and the Texel Australasia launch.

How much does it cost?

Event pricing is quoted per job, because it depends on the number of lanes, whether you want staffing, how many days you need, the venue and the location. The prices on our website are residential hire rates and don't apply to expos and events. Contact us with your dates, venue and expected numbers and we'll give you a straight quote.

How far ahead should we book?

As early as you can, particularly for anything between November and February — that's our busiest stretch, and staffed events need the team as well as the gear reserved.

Call Nik on 09 242 3369 or email info@virtualrealityhire.co.nz to talk it through.