How to organise a virtual reality experience at an event safely
a VR experience at an event is safe if you have a clear, marked-out space, trained staff who assist each user, hygiene procedures between uses, short sessions, clear information about contraindications and a plan for managing queues and the unexpected.
1. The space
- An obstacle-free zone: define a clear area, with a margin around the user.
- A visible boundary: tape, a carpet or low barriers so that the public does not enter the zone.
- A stable floor: no loose cables or changes in level.
- Lighting and noise: moderate lighting helps headset tracking, and loud noise makes communication harder.
- A waiting area, separate from the area in use.
2. The staff
Each VR station needs, as a minimum, one person responsible who:
- Briefly explains what is going to be done.
- Helps to fit and adjust the headset.
- Watches the user during the experience.
- Can interrupt the session at any moment.
- Manages the queue and cleans the equipment.
Train the team before the event and prepare a welcome script.
3. Information for the user beforehand
Tell people verbally, and with a sign, that:
- They may feel motion sickness or disorientation, and that they can stop whenever they want.
- They should say if they have relevant health problems (epilepsy, vestibular problems, advanced pregnancy, frequent dizziness, according to the manufacturer's recommendations).
- The experience is for people over the age recommended by the headset manufacturer.
- They must not move objects or run inside the experience.
4. Hygiene
- Clean the surfaces that touch the face between one user and the next, with suitable products.
- Use disposable covers or washable covers.
- Offer alcohol hand gel.
- Keep spares of covers and wipes.
5. Duration and comfort
- Keep sessions short, usually a few minutes at events.
- Avoid sudden movements in the experience: they are the main cause of motion sickness.
- Let the user sit down if needed.
- Offer an on-screen version for anyone who cannot, or does not want to, use a headset.
6. Queue management
- Calculate the total time per user (fitting + session + cleaning).
- Use turns or bookings at peak times.
- Offer something to watch for anyone waiting: an on-screen video of the content, for example.
- Capture leads while they wait.
7. Contingency plan
- Reserve equipment: headsets and batteries.
- An alternative connection if the content depends on the internet (ideally, it should not).
- An incident procedure: what to do in the event of motion sickness, a fall or a complaint.
- Suitable civil liability insurance.
- Emergency contacts and the venue's first aid.
Quick list
- [ ] A marked-out, clear zone.
- [ ] A person responsible for each station.
- [ ] An information and contraindications sign.
- [ ] Cleaning products and covers.
- [ ] A defined duration and turns.
- [ ] Reserve equipment.
- [ ] Insurance and an incident protocol.
Key ideas
- A clear, supervised zone avoids most of the risks.
- Trained staff are as important as the technology.
- Hygiene should be visible and constant.
- Short sessions and smooth movements reduce motion sickness.
- Always have a plan B.
Frequently asked questions
Can children use it?
Each manufacturer states a recommended minimum age. Respect it, and check the venue's regulations.
What do I do if someone gets motion sickness?
Stop the session, take off the headset, ask them to sit down and offer them water. If it persists, alert the event services.
Do I need specific insurance?
Check with your insurer and with the trade show organiser about civil liability cover.
How many people can one station serve?
It depends on how long the experience lasts, but plan turns to avoid excessive queues.
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