This is the event-day checklist for running a VR training station with many headsets — the same setup our co-founder Artur Kamiński uses to run 20 headsets solo for a full day. Watch the walkthrough, then follow the steps below.
What you need
Standalone Meta Quest 3S headsets, a clip-on external battery and charger per headset, a chair per station, a wipeable silicone face insert on every headset, and cleaning wipes. No PC, no cables.
1 — Set up the room first
Arrange the chairs before you unpack anything. Keep at least 1.5 m between each chair and from walls or neighbouring stations — people move their arms in VR more than they expect. The chair marks the centre of each play area and gives the participant something to reach for.
2 — Lay out and check every headset
Place a headset and its gear at each station and power them all on. On each headset, confirm:
- a silicone face insert is fitted (this is what you wipe between users);
- the strap adjusts quickly for different head sizes;
- the external battery is clipped into its port.
New headsets that are not signed in yet? First connect the headset to your organization and review the VR headset setup.
3 — Power for a full day
A standalone headset will not last eight hours on its own, so run a battery rotation:
- 1Clip the external battery on. It charges the internal battery first, so the pack on the back drains first — about 2 hours.
- 2When it empties, the headset warns you and switches to its internal battery — about 2 more hours (~4 hours total).
- 3Pull the empty external battery, put it on charge (~1–1.5 h to full), and clip on a fresh one.
Charge two at once
A twin battery charger tops up two packs together, so you always have a charged battery ready. With one on the headset and one charging, a station runs eight hours and beyond.
4 — Set the boundary
Set each headset's guardian to room scale, or to large stationary when chairs are close together. Stationary keeps the experience centred on the seat instead of inviting people to walk.
5 — Prepare the headsets in the panel
Before the event, spend five minutes in the panel:
- 1Decide whether results have to count. For a demo or an open day, turn on Allow guest play for the event headsets — people can play without selecting a trainee. For a training that must be recorded, keep it off. How: Device settings.
- 2Restart the app on every headset after changing settings — headsets fetch them at start.
- 3During the event keep Devices → Device list open on a laptop. Set Status to Online to see which headsets are running.
From the same list you can start a lesson on several headsets at once, finish a lesson with its score or send a headset back to the menu — without putting it on. See Remote control of VR headsets.
6 — Between every participant
- Disinfect. Wipe the silicone face insert after each person — it takes seconds and reassures the next in line.
- Check the scenario restarted. It should be waiting on its start screen. If it has not reset itself, use the in-app watch on the wrist to restart it, or click Discard and exit for that headset in the panel.
- Position the next person by their chair before handing over the headset.
Ready to scale
Once this rhythm — brief, on, run, off, wipe, reset, next — is going, one person keeps a 20-headset station running all day. Browse scenarios in the course catalogue.
FAQ
Do participants at an event need trainee accounts?
Only if their results have to be recorded. For a demo, turn on guest play on the event headsets. A guest session is not credited to anyone and cannot be used for a certificate.
How do I see which headsets are running?
On the Device list, the Headsets online tile shows the number, and the Status filter set to Online shows the headsets themselves.
A headset shows "Not reporting" in the panel. Can I still use it?
Yes, training works. Only the status and remote control need a newer version of the VR app — update it on the headset before the event.