Our Guide To Using Virtual Reality for Events

Virtual reality for events is revolutionising how organisations communicate, showcase their capabilities, and engage their audiences. No longer a novelty reserved for gaming or tech expos, VR is now an essential business tool that creates immersive, scalable, and memorable event experiences across industries.

Whether you're launching a product, running an internal strategy session, or hosting a large-scale brand activation, VR places your audience at the heart of the action. It allows you to go beyond presentation and deliver an experience that resonates.

Here is our guide to what is virtual reality, using virtual reality for events, the types of events best suited for VR and our top considerations on getting starting with VR.

What is Virtual Reality?

Virtual reality, or VR, is a technology that when you put on a VR headset, completely immerses you in a digital world where everything you see and hear is generated by a computer, making you feel truly present within that virtual space.

A VR experience truly makes you feel like your actually inside a different place, unlike watching a video for example. With VR, you can look around, move, and often interact with things inside a controlled, virtual environment.

For events using virtual reality, businesses can use VR in powerful ways. Imagine letting potential customers virtually explore a new product from every angle, or allowing employees to practice complex, potentially dangerous or exaggerated tasks in a safe, simulated environment.

You could even host a virtual event, where attendees log into an event with their own headsets or devices and visit a virtual trade show where they can walk around booths and chat with people, all from their own homes.

VR makes experiences more engaging, memorable, and accessible, opening up exciting new possibilities for how businesses connect with their audience.

Using Virtual Reality In Your Business

At Vision Strike Studios, we help businesses create and build immersive mixed reality experiences using virtual reality which puts you completely inside a digital world and augmented reality which adds digital elements into your real world view.

As a consultancy we engage with your team to build an experience suited to your event but there are a few different ways you can use virtual reality within your business.

1. Building An In-House Immersive Technology Team

For businesses committed to long-term VR integration and maximum control, developing an internal immersive technology team offers unparalleled customisation and continuous innovation.

Key Benefits of In-House Team	Challenges For In-House Team
Total Control: You own the entire process from concept to execution, ensuring the VR experience perfectly aligns with your brand and objectives.	High Upfront Investment: Requires significant investment in hiring skilled professionals (developers, designers, engineers), purchasing high-end equipment, and setting up dedicated infrastructure.
Long-Term Strategy: Ideal for ongoing projects, iterative development, and evolving VR use cases within your business.	Steep Learning Curve: Building expertise in cutting-edge VR technologies takes time and continuous training.
Proprietary Innovation: Your team develops unique, potentially patentable, VR applications that give you a significant competitive edge.	Talent Acquisition: Finding and retaining top-tier VR talent can be competitive and expensive.
Deep Integration: VR solutions can be deeply integrated with existing internal systems and data.	Maintenance & Updates: Ongoing costs and effort for hardware maintenance, software updates, and content refresh.
Cost-Effectiveness at Scale: Over time, for continuous, large-scale VR development, in-house can become more cost-efficient than repeated external contracts.	Scope Creep Risk: Without strict management, projects can expand beyond initial budgets and timelines.

Real-World Example: Walmart built an in-house VR training program that uses headsets to simulate real-world scenarios like busy Black Friday sales or managing unexpected spills. They deploy these experiences across hundreds of their training centers to prepare employees for various challenges, significantly improving readiness and confidence.

2. Engaging an Immersive Technology Consultancy

For businesses seeking expert guidance, bespoke solutions, and efficiency without the commitment of building an internal team, partnering with an immersive technology consultancy is a smart move.

Key Benefits of Immersive Tech Partner	Challenges For Immersive Tech Partner
Expertise on Demand: Access to a team of specialists with diverse skills (VR development, 3D design, UX, strategy) without permanent hiring.	Cost Per Project: While avoiding overheads, individual bespoke projects can be a significant investment, especially for highly complex experiences. Making sure you can calculate your ROI for your events is key.
Bespoke Solutions: Consultancies can build totally custom, cutting-edge experiences tailored exactly to your unique event or business need.	Vendor Dependence: You rely on the consultancy's schedule and capabilities for project delivery and future updates.
Reduced Overhead: You don't always need to purchase expensive tech or maintain staff; the consultancy often provides equipment and management for the project.	Communication Gaps: Clear communication is crucial to ensure the final product meets your vision. Finding a partner that truly understands your needs is essential.
Faster Deployment: Consultancies are set up to deliver projects efficiently, often ideal for one-off events or rapid prototyping.	Less Direct Control: While you guide the vision, the hands-on development is managed externally - you need a partner you can trust.
Leverage Existing Assets: They can often take your existing CAD models or product designs and transform them into engaging VR experiences, especially useful for manufacturers showing off product demos.
Strategic Insight: Beyond development, consultancies can offer strategic advice on how VR fits into your broader business goals.

Real-World Example: Patrón Tequila partnered with an immersive studio to create "The Art of Patrón" VR experience. This allowed users to virtually tour their distillery in Jalisco, Mexico, from the perspective of a bee, showcasing their craftsmanship and production process in an incredibly engaging and unique way without needing to build an internal VR production team.

3. Visiting or Hiring a VR Company

This option offers the lowest barrier to entry, perfect for unique team-building activities, client entertainment, or adding a fun, low-commitment element to an event.

Key Benefits of a VR Experience	Challenges For a VR Experience
Minimal Investment: No need to purchase headsets or develop custom apps; you pay for the experience or the rental service.	Limited Customisation: Experiences are typically off-the-shelf games or pre-set activities, not bespoke to your brand or specific business needs.
Instant Access: VR experiences are ready to go, requiring little to no setup from your end.	Location Dependent: Often requires participants to travel to a VR arcade or for the VR team to bring their setup to your venue, limiting scale for widespread remote audiences.
Zero Technical Overhead: The VR company handles all equipment, software, and technical support.	Less Business-Focused: While fun, these experiences are generally less about direct business applications like product demos or complex training.
Low Risk: Ideal for "trying out" VR or for one-off fun activities without significant commitment.	Scalability for Large Events: Bringing enough headsets and space for very large numbers of attendees can become complex or costly.
Engaging Fun: Predominantly used for team-building games or entertainment, providing a novel and memorable experience for participants.

Real World Example: Many corporations have utilised mobile VR team-building providers or visited local VR arcades for employee engagement days. Instead of a traditional office party, teams might engage in collaborative virtual reality escape rooms or competitive VR sports games, fostering camaraderie and communication in a thrilling, low-pressure environment.

Why Choose Virtual Reality For Events

Using virtual reality for events offers an immersive, engaging and embodied experience, no matter what even your hosting. Attendees don’t just watch. They explore. They move through a space. They interact with people and content in real time. This sense of presence is what makes VR so different.

There’s also a deeper level of personalisation possible. You can tailor environments to each participant’s role or interest. You can allow them to choose where to go, what to see and how to engage.

All this combined can make your event feel less like a broadcast, lecture or one-sided sales pitch and more like a conversation.

When used strategically, this flexibility turns passive viewers into active participants.

Types of Events Using Virtual Reality

VR opens up new avenues for interaction and participation, making events more dynamic and memorable than ever before. Here are just a few of the diverse event types where VR is proving to be a game-changer:

1. Product Launches & Demonstrations

Forget static presentations or glossy brochures. VR allows you to literally immerse your audience in your product.

Imagine showcasing a new car, a complex piece of machinery, or a revolutionary software interface, not just on a screen, but as a fully interactive, 3D experience.

Attendees can walk around it, explore its features, and even "use" it in a simulated environment, gaining a level of understanding and excitement traditional methods simply can't replicate.

This is particularly impactful for B2B tech, manufacturing, and automotive industries where showing, rather than just telling, is paramount.

In-Person Example: At a physical product launch event, attendees could try out a new product VR demo which guides them through the experience, such as virtually stepping inside a new car model or viewing a piece of industrial machinery.

Online Example: For a global online product launch, registered attendees receive a link to download a custom VR app compatible with common standalone VR headsets (like Meta Quest). On launch day, they open the app from home, enter a virtual showroom, and can freely explore a 3D model of the new product, interact with its features, and watch embedded video presentations, all within the virtual space.

2. Conferences & Trade Shows

The limitations of physical space and geographical barriers dissolve with VR. Businesses can host fully virtual conferences and trade shows, complete with immersive exhibition halls, breakout rooms, keynote stages, and dedicated networking lounges.

Attendees from anywhere in the world can don a headset and feel like they're truly present, interacting with exhibitors, participating in live Q&A sessions, and engaging in face-to-face conversations with other attendees' avatars.

For hybrid events, VR can even offer a unique "layer" within a physical booth, allowing companies with limited space to showcase a much broader range of offerings.

In-Person Example: A company at a physical trade show could host a "VR Zone" within their booth. Visitors could put on headsets to experience a virtual extension of their booth, showcasing a wider range of products or services than could physically fit. They might virtually walk through a factory floor, view a large product display, experience an interactive scenario or even experience using the product in real-time.

Online Example: Attendees log in from their homes using VR headsets or even desktop computers. Navigating a detailed virtual conference center, choosing to enter a main auditorium for live keynotes, visit virtual exhibitor booths with interactive displays, or join small group discussions in virtual breakout rooms, all via their avatars.

3. Training & Workshops

From onboarding new hires to upskilling seasoned professionals, VR offers unparalleled opportunities for immersive training. Instead of abstract concepts on slides, place your trainees directly into realistic scenarios.

Imagine a medical student practicing surgery in a virtual operating room, an engineer troubleshooting a complex machine, or a customer service representative handling a difficult client interaction – all within a safe, controlled VR environment.

This experiential learning significantly boosts retention and practical skill development, particularly valuable in high-stakes industries like healthcare, aviation, and manufacturing.

In-Person Example: A company could set up a VR training experience to practice for example navigating a simulated warehouse and encountering unexpected obstacles to learn about the hazards in real-life.

Online Example: Similar to the in-person example, a company could set up a training experience that only requires a smartphone compatible VR experience or even a demonstration of factory floor or machinery to train those in a remote location.

4. Internal Meetings & Team Building

"Zoom fatigue" is real. VR provides a refreshing alternative for internal meetings and team-building exercises, creating a shared virtual space that fosters collaboration and connection.

Teams can work together on projects in a digital whiteboard environment, explore virtual strategy rooms, or engage in interactive problem-solving games that build camaraderie and communication skills.

For dispersed teams, VR breaks down geographical barriers and allows for a more natural, engaging form of interaction that strengthens team cohesion and company culture.

In-Person Example: Team-building days hosted in Virtual Reality arcades are increasingly popular with games and team building exercises for small and large groups.

Online Example: Hosting team building sessions or internal meetings using avatars are emerging now too with the Zoom Fatigue culture. This is where team members can use a virtual whiteboard to sketch ideas, pull up 3D models of campaigns, and move freely around the space, making the interaction feel more natural and engaging than a typical screen share.

5. Virtual Tours & Site Visits

Whether it's a sprawling manufacturing plant, a luxury hotel, a new real estate development, or even a university campus, VR enables breathtaking virtual tours.

Potential clients, investors, or students can explore these spaces at their leisure, getting a true-to-life feel without the need for physical travel.

This application is incredibly powerful for industries where visualizing a space is crucial for decision-making, offering a highly convenient and cost-effective alternative to traditional site visits.

In-Person Example: Especially for businesses that deal with larger items, machinery or property, creating a VR station or VR experience to show clients at a client meeting can really make an impact. In scenarios where it would benefit the audience to view the items, machinery or property, having a full VR experience will have a huge impact on engagement and is sure to help that business stand out from competitors. Prospective buyers can put on a headset and take a guided or self-guided tour of multiple properties that are either under construction or geographically distant, allowing them to compare features and layouts instantly.

Online Example: Similarly, being able to immerse your audience online with a immersive tour or visit will help engagement too, for example an estate agent could host a virtual open day for prospective buyers without crowding the property all at once. Buyers could be sent a link to a VR application to their home headset, allowing them to virtually walk through the property, see a display of specific information like room sizes and facilities as well as open up a Q&A with the estate agent.

6. Experiential Marketing & Brand Engagement

Want to create buzz and leave a lasting impression? VR is your secret weapon.

Businesses can design interactive VR experiences that tell their brand story, allow customers to virtually "try before they buy" products (like virtual makeovers or car test drives), or even transport them to unique brand-themed worlds.

These engaging activations at pop-up events, retail spaces, or even online can drive significant brand awareness, capture leads, and foster deeper emotional connections with your audience.

In-Person Example: For brands and businesses that provide experiences or even those that want to create a "feeling" for their customers with their product or service, hosting an exclusive brand engagement event to share those experiences or feelings through an immersive VR scenario can build serious buzz around the brand.

Online Example: A retail product launches with a virtual "try-on" experience accessible via a web browser (for basic 360-degree views) or a dedicated app for VR headsets would be a great use to really engage potential customers and create more of an experience for the brand. 

By embracing virtual reality for events, businesses aren't just hosting events; they're crafting unforgettable, impactful experiences that transcend traditional boundaries and unlock new levels of engagement and ROI.

Getting Started with Virtual Reality in Your Next Event

Thinking about incorporating virtual reality for events in your business? It's an excellent way to elevate engagement and create truly memorable experiences for your attendees. Bringing VR into your event doesn't have to be daunting; with careful planning and the right approach, you can unlock its full potential.

Here are the key things you should consider when starting to incorporate VR into your next event.

1. Define Your Event Objectives

Before diving into the exciting world of VR content creation, clearly define what you want to achieve with VR at your event.

Are you aiming to:

• Increase leads or sales? (e.g., via interactive product demos)

• Enhance brand awareness and engagement? (e.g., through immersive brand storytelling)

• Improve training effectiveness? (e.g., with realistic simulations)

• Boost attendee satisfaction and create a "wow" factor? (e.g., via entertaining VR games)

• Expand your event's reach to a global audience? (e.g., with a fully virtual conference)

Your objectives will directly influence the type of VR experience you need, the budget you'll allocate, and the technology you'll use. Without a clear "why," your VR initiative risks becoming a novelty rather than a strategic asset.

2. Design Effective VR Environments

Once your objectives are clear, the next step is designing the actual VR experience.

This is where creativity meets technology.

• Content is King: High-quality, engaging content is non-negotiable. Whether it's a realistic 3D model of your product, a detailed virtual tour of a facility, or an interactive training scenario, the visual and auditory fidelity matters. Work with experienced VR developers and designers to ensure your virtual environment is intuitive, visually appealing, and directly supports your event objectives.

• User Experience (UX) First: Think about the user's journey. Is it easy to navigate? Are the interactions clear? How long should the experience be to maintain engagement without causing fatigue or long queues? Short, impactful experiences are often best for high-traffic events, while longer, more detailed ones suit training or bespoke client demos.

• Sensory Considerations: Beyond visuals, consider sound design. High-quality spatial audio can dramatically enhance immersion. Think about haptics (vibration feedback in controllers) to make interactions feel more real.

3. Make Sure It Works On The Day

Implementing VR at an event requires careful logistical planning, especially for in-person experiences.

These are our top delivery considerations to help your experience run as smoothly as possible.

• Space & Safety: Designate a clear, safe area for your VR stations. Ensure enough room for users to move (if required by the experience) without bumping into obstacles or other attendees. Clear floor markings, barriers, and attentive staff are crucial.

• Throughput & Queues: VR experiences are often one-to-one, meaning only one person can use a headset at a time. Plan for attendee flow. If you anticipate high demand, consider multiple VR stations, shorter experiences, or providing "spectator screens" that mirror the VR view to engage those waiting in line.

• Hygiene & Charging: For in-person events, cleanliness is paramount. Have a clear protocol for sanitizing headsets and controllers between uses. Assign staff to manage charging stations, ensuring headsets are always powered up and ready for the next user. Having charged backup units is essential.

• Technical Support: Always have trained staff or VR technicians on hand. They can assist attendees with putting on headsets, troubleshooting minor issues, and guiding them through the experience, ensuring a smooth and positive interaction.

4. Choose the Right Headset

The VR headset you choose will depend on your budget, the specific experience, and your target audience's technical comfort.

Not only that but choosing a headset that actually does what you need it to is paramount.

• Standalone Headsets (e.g., Meta Quest 3, Pico 4): These are all-in-one devices that don't require external computers or wires. They're excellent for ease of setup, portability, and minimizing tripping hazards, making them ideal for high-traffic event floors or mobile activations.

• PC VR Headsets (e.g., Valve Index, HTC Vive Pro): These offer the highest visual fidelity and processing power, as they're tethered to powerful computers. They are best for highly complex, graphically intensive experiences or detailed simulations, but require more setup and space. These are also a great option to incorporate augmented reality elements to your display.

• Entry-Level/Cardboard Viewers: While less immersive, these can be a cost-effective way to distribute simple 360-degree video experiences widely, often used as promotional giveaways. However, they offer a very basic VR experience and are usually a little less interactive.

• Other Considerations: Think about comfort for extended use, ease of cleaning, and available content for each platform.

5. Measure Your Success

To understand the return on your VR investment, establish clear metrics with the team before your event begins. When the event is happening too, gather as much information as you can to inform your next event and provide data on the impact it has had. The after the event is over, prove that your experience actually worked.

Here are a few common metrics to follow up on.

• Engagement: Track how many attendees use the VR, average time spent in the experience, and completion rates for interactive elements.

• Feedback: Collect direct feedback through surveys or short interviews after the experience. Ask about their enjoyment, understanding, and whether the VR enhanced their perception of your brand or product.

• Lead Generation/Conversions: If applicable, measure how many leads were generated directly through the VR experience, or if it contributed to sales or sign-ups.

• Social Amplification: Monitor social media mentions, shares, and user-generated content related to your VR activation. Spectator screens can encourage attendees to film and share others' reactions.

By thoughtfully approaching each of these areas, you can ensure your next event effectively harnesses the power of virtual reality to achieve your business goals and leave a lasting impression.

Need Support With Virtual Reality For Events?

Vision Strike Studios helps businesses harness the power of immersive technology by working with your team to build specific mixed reality experiences, product demonstrations, and training scenarios to improve engagement with your audience.

Whether its an internal training initiative, upcoming exhibition or trade show or brand engagement event, we can help you build, facilitate and deliver a powerful immersive experiences using VR, AR and MR.

Get in touch with our team to learn more.