Preparing for an event or class day

For: Instructors, facilitators, and event staff

A career day or an all-day event puts more strain on a headset fleet than a normal class period does. This is what to do the day before, the morning of, and during the session.

Before the event

• Charge every headset the day before. Confirm the battery icon reads 100% before a learner starts. Expect roughly 2 to 3 hours of use from a full charge. If your event runs all day, plan to rotate headsets so some are charging while others are in use.
• Test your casting setup in advance. Casting has more moving parts than anything else in the room, and testing early leaves time to fix it — see How do I cast a headset to a TV, browser, or screen? If you cannot test beforehand, bring a mobile hotspot as a fallback.
• Check network readiness with your IT team. Headsets need to reach Transfr's endpoints — see What ports and URLs does Transfr need allowlisted? If you are using Trek VR, consider using Temporary Offline Mode to circumvent prospective Wi-Fi issues.
• If this is one of your first events, ask your Customer Success Manager for practices that suit your specific setup.

Day of the event

• Arrive early. Connecting every headset to Wi-Fi and drawing the play boundary on each one takes longer than people expect. If the venue Wi-Fi is limited, use a mobile hotspot.
• Set up the training space. Allow 4 to 6 ft diameter floor space per learner, and use 6 ft where the room permits.
• Choose Roomscale, not Stationary, when the headset walks you through boundary setup — if you have enough space. In Stationary mode some objects in a simulation can sit outside the boundary, which makes them unreachable. For the full walkthrough see setting up the play boundary.
• Have a power source available if the event runs beyond three hours.
• Set up a cleaning routine with supplies to hand — see Cleaning guidelines and procedures.
• If you collect feedback, hand learners the survey link or QR code right after they finish, while the experience is fresh. Your Customer Success Manager can supply your QR code.

How long should each learner be in the headset?

Plan no longer than 30 to 45 minute sessions, with a 10 to 15 minute break afterwards. If anyone feels dizzy or motion sick, have them close their eyes and take the headset off straight away. Sitting down, water, and a stretch usually settle it.

Read VR Safety Warnings with your group before the first session.

If a controller stops responding

Check that the headset and both controllers carry the same headset label. It is on the left side of the headset and on each controller, and every piece in a set shares the same number. Controllers swapped between sets will not work, because the headset does not recognise them — at an event with several sets out of their cases at once, this is the most common cause of a dead controller.

If the labels match, try new batteries — see Changing Controller Batteries.

Still need help?

Contact our support team — Monday–Friday, 8am–8pm ET, 646-466-2600, technicalsupport@transfrvr.com.