Virtual Reality Events

The priority of VR experiences is to connect people with companies. United Events is a company specialising in games for events, and one of our star products is virtual reality experiences for events or parties.

We provide a full service in which we bring screens so that not only the player can enjoy the experience, but also the guests looking around can see what the player is doing in the virtual world.
We also deliver all the equipment and handle the set-up and dismantling, free of charge in Barcelona.

With the virtual reality machine we include a technician for 3 hours who can solve any problem that may arise and guide the event guests on how it works and answer their questions; for more hours, please enquire.

Basically, the VR simulator experience is about immersing yourself in a fictional world with the best virtualisation equipment on the market for hire, where you can interact in this fantastic world.

We have two options in our VR equipment hire service: one is exploring a virtual world chosen by the client, and the other is virtual reality games for events where guests can interact in the environment with specific objectives.

We have different VR simulator equipment from different manufacturers, which we offer depending on the client's needs or demand. We have both PS4 VR and HTC VIVE PRO, which are detailed further in the links below.

With every virtual reality machine hire we provide 55-inch screens with the connections needed for each system, metal floor stands for large screens, and the hire also includes 3D glasses, positioning modules, charging bases for the VR controllers, cable covers and technical staff for 3 hours.

Total space required for virtual reality hire: 150x230x200cm. (Length x Height x Width)

Virtual reality systems ( PS4 VR or HTC VIVE PRO )

Positioning and control controllers for virtual reality machines

Transformer 220v-120v for screens and VR equipment

The hire VR headsets can only be connected to one virtual reality machine, so a virtual reality hire made up of the VR glasses hire and virtual simulator hire makes up the VR equipment hire service, and only one guest can play at a time.

If you want more players to be able to play at the party, more virtual reality machines must be hired. We have up to a total of 8 VR simulators from different brands.

The set-up of the virtual reality glasses hire depends on several aspects explained below, but for an event with suitable conditions it can take between 30 and 60 minutes.

The aspects that can delay the installation are the following:

1.- Suitable parking spot for our vehicles for loading and unloading.

Having a place where we don't have to worry about parking makes the installation easier, as we won't have to look for one far from the event or need one of our technicians to watch the vehicle while we unload the equipment. It is also important for the parking spot to be as close as possible.

We usually arrive in large vans 240cm high, so we normally cannot access underground car parks.

2.- Route between parking and event free of obstacles and stairs

The easier the route to the place where the Virtual Reality hire is to be installed, the less time we will spend transporting the equipment at the event or looking for solutions to any problems that block our access.

3.- Living space for the VR glasses hire for the best VR experience.

Virtual reality experiences for events need a minimum space of 200x150cm free of obstacles. If at the time of set-up there are sofas, furniture or similar in the space for the 3D glasses hire, we will spend time clearing the whole area the virtual reality simulators need.

4.- Installation of VR headsets and virtual reality machines

In a normal installation of virtual reality equipment we need approximately 30 minutes because we have to set up the positioning area for the base stations with tripods, calibrate the VR headsets and connect the VR lenses, VR equipment and VR projection screens.

Virtual reality party events need an obstacle-free space to place two 230cm-high tripods, which are the positioning stations, in two corners of the perimeter with a maximum distance of 5 metres.

We can immerse ourselves in virtual reality seated, standing or moving around; depending on the client's needs we will always choose one format or another, but all formats require this installation of perimeter stations.

In short, we would need 200cm x 150cm as a minimum for the set-up.

The average time a guest spends playing a virtual reality game at the event depends 100% on the game the client wants to put on the VR machines.

Some games can last hours and others just a few minutes; we always advise the client to find the configuration that best suits their needs.

Whatever the game, it can always be adapted with our hostesses so that they calculate the play time per player.

We recommend setting up games with a duration of 2-3 minutes.

It is necessary and mandatory to have at least one hostess at a virtual reality event, since virtual reality glasses hire is very delicate and virtual reality games for events can also be complex, so someone who knows the game is needed to guide the guest to get the best VR experience.

We have staff used to virtual reality equipment hire, whom we can add to the quote price on an hourly basis.

Virtual reality headset hire mainly needs a space of 200cm x 150cm as a minimum and 6 standard power sockets for the virtual reality glasses, the guests' screen, the technicians' screen and the virtual reality equipment.

The player is immersed in the virtual reality world through the VR headset hire, while all the other guests can see what the player is doing on an extra 55-inch screen in front of the player. For this reason, the best place for the client's branding is right below the screen.

The branding area measures 125x100cm (width x height) and customising the virtual reality is quoted separately; it is a 3mm Eurolight PVC print on a wooden support.

Lead time to book

Virtual reality hire can be booked one day in advance if desired, if it is a VR hire in Barcelona. If it is outside Barcelona, we need more time to organise ourselves and check availability in good time. If it is not a virtual reality simulator in Barcelona and you want to hire virtual reality elsewhere, such as Madrid, we also need a minimum of 7 hours for the journey from Barcelona to Madrid.

It is advisable to book the virtual reality glasses hire at least one month in advance to be able to block the dates. If you need to customise the virtual reality equipment, we need 2 extra weeks for printing the graphics.

The virtual reality equipment hire is reserved at the moment we receive the first payment and deposit of the quote.

How to make the booking

The minimum requirement to book the virtual reality headset hire is to make a first payment of 50% as a reservation; the remaining 50% is paid no later than the day of the party or event.

To make the deposit payment, we issue an invoice with the following details:

• Day and time of set-up of the virtual reality for events
• Day and time of the start of the event
• Contact person to call on arrival
• Exact location of the event venue
• Tax details for invoicing

Virtual Reality event cancellation?

100% will be refunded when the client cancels for reasons beyond their control, such as global cancellation of the event, or the impossibility of providing the VR experience due to weather problems such as rain that make it impossible to install the virtual reality machines.

If the date needs to be moved to another day, advance notice is required; in this case nothing extra will be added to the quote.

The price of virtual reality machine hire depends on several aspects, such as whether it is a hire in Barcelona or Madrid, whether the hire is needed for several days or weeks, the number of hours staff are needed for the VR glasses hire, or whether the virtual reality VR equipment needs to be customised.

The quickest way is by phone to ask for a price and quote, or by e-mail describing the points mentioned.

-Event location
-Days and hours needed (with approximate times)
-specify whether customisation is needed