First published October 2026

What a VR setup needs at your venue: shelter and one plug

When organisers call, the first three questions are always the same three: how much space, what about power, indoors or outdoors. The whole answer fits in one sentence - shelter, one standard 220V socket, and about 2.5 m × 1.5 m per headset - so the rest of this guide is that sentence, unpacked.

The full list

• Shelter. A hall, a marquee or a covered patio. Roofed, not open sky.
• One standard 220V socket. The kind every venue and most homes have. The extension leads are ours.
• About 2.5 m × 1.5 m per headset. A corner of most venues does the job, and multiple headsets sit side by side when the room allows.

That is the list. We bring the headsets, screens, extension leads and an experienced operator with every headset.

One more planning fact: hours are 09h00 to 17h00. Book the function inside them and everything else on this page fits.

Venues it has already worked in

Conference centres, office parks, marquees and covered patios are the regulars. Expo stands are the proving ground - multiple headsets running at once, with a queue, in the footprint of a stand. Branded deliveries have gone out for the SureTravel Conference 2025 (units carrying Emirates, Hollard, Amadeus and TIC panels), SANParks Vision 2040 and AMEX Tennis Town.

The layout conversation

Before the day, we plan the layout with you: where the headsets stand, where the screens face, where the cables run. It is a short conversation that removes the surprises. If your room has a quirk - a pillar, a step, a DJ booth in the wrong place - this is where it gets solved, on the phone and not on the day.

Weather

The setup requires shelter, which in December is a feature. A marquee in the garden or a covered patio keeps the headsets out of the sun and the rain, and the guests with them. If your guests are dry, the headsets are happy.

If that list fits, the rest is a date

Curious what the day looks like once the rigs are up? Here is what happens at a VR year end function. Still choosing between formats? The full menu is in year end function ideas for Johannesburg companies.

These guides follow VR into venues and living rooms. Pointing it at a crowd of strangers instead? The guides on vractivation.co.za cover expo and trade show stands.