Virtual reality doesn’t have to be a individual experience. Syncing up multiple VR headset and having multiple participants view the same content at the same time is a great way to make it more social.  Maaing sure that large VR event runs smoothly can be a daunting task. In this article we’ll provide you with a checklist so you can easily organize a large synchronized VR event with a minimum of effort for a maximum impact.

The steps we’ll cover are.

• Choosing the right content

• Choosing the right VR headsets

• Choosing additional hard and software

• Briefing the staff

• Preparing the location

• Executing the event

Choosing the right content

The type of content is often pre-determined by the cliënt but sometimes you’ll have to select it in line with the theme or target audience. When synchronizing the VR experience is required we advise 360 video content. This can be played on smaller, cheaper and more scalable VR headsets. Having a selection of nature, sports, racing and cinematic 360 content makes selection really simple. This content can be found and downloaded from YouTube.

If you use your own software you’ve probably checked it before. When the provided with content always make sure it works properly, has the right specs and no editing flaws.

Choose the right VR headset

Large synchronized VR events use almost exclusively mobile VR headsets. These need no additional hardware and can be easily synchronized with for example our VR Sync software. We advise using the Oculus GO. At a price point of just 220 euros it’s by far the cheapest mobile headset while offering a great resolution, battery live and comfort level.

The Samsung Gear VR would be our second choice. It’s a more expensive and is technically less impressive than the GO buit suits your need for 360 playback.

It’s also an option to use branded VR Cardboards with Android phones. While the experience will be less due it offers more brand exposure and Cardboards serve as a great give away.

When you’ve chosen the hardware always check if each headsets works, is able to charge and has no errors when playing 360 content. Also make sure the client has approved the hardware. Showing them the content of the device is the best way to do sio

3. Choosing additional hard and software

After you’ve chosen the right content and VR headset you sometimes need additional hard or software for your synchronized VR event. Most importantly you would need software to manage your devices and content, sync op headsets and playback the content during the event.

We’ve developed a piece of software for this purpose called VR Sync. It enables you to easily upload you content and push it wirelessly to all your devices. During the event you can control playback with just the push of a button and monitor the status of each device.You might need additional hardware or a stand alone WiFi network. Relying on the event location itself is often tricky. Our software offers the option to use a Sync box which is a local network which included access points. You would just need power to easily manage your synchronized VR event.

Other hardware might included chargers, power chords and/or power banks to keep your devices supplied with enough power. Also, don’t forget backup units. We advise around 10% of the total devices use.  From a hygiene stand point having cleaning supplies and/por so called VR covers might be useful.

4. Briefing the staff

Selecting proper hardware and using synchronization software are essential but the staff also play a critical role. You should brief them on the following:

• Who the client is and what the goal of the event is
• Who is in charge and how to get in touch
• The amount, type and duration of the content
• The hardware used and what to do if anything failed
• What to do if someone has issues

Your staff should now how to handle issues. Explain the hardware, how to troubleshoot and when to replace the hardware. We alway tell participants to raise their hands when something is wrong. This way the staff can jump in and help out.

5. Preparing the location

The location should be properly prepared and you should have enough time to do a dress rehearsal. Installing the hardware and testing your Sync solution is the first step. Make sure your network has enough coverage and that back up units are within reach. Place all your VR devices in the vicinity of the participants so you can easily start the show.

5. Executing your VR Sync event

If you’ve followed all the steps executing the event should be easy. If it’s possible it’s always smart to instruct participants how the VR devices, what to do if they don’t feel well or when the hardware malfunctions. Playing the content itself should be the easiest when using our Sync software. The final step is enjoying the show and seeing the crowd having a great  experience.

Content

• Content has been verified or provided by client
• Content has the right specifications
• Content has no editing errors

Hardware

• Hardware has been approved by client
• VR Devices can chargeVVR Devices has all accessoires
• VR Devices can play the selected content
• Back up units are availableCharges are available

Optionals

• Cleaning supplies are available
• Power banks are selected
• Sync Box is powered
• Devices can connect to Sync box

Staff

• Staff know the client and content
• Staff know who’s in charge
  Staff now hot to troubleshoo

Location

• Hardware is connected and tested
• Back up units are within reach but out of sight
• VR Devices are within reach of participants

Execute

• Crowd has been instructed