Considerations for Operating Large Numbers of HMDs at Events
This article is a translated version of my original post on Qiita. Original (Japanese): https://qiita.com/segur/items/29179f59e47107820cd4
This article is part of the STYLY Advent Calendar 2023 on December 12th.
Considerations for Operating Large Numbers of HMDs at Events
In 2023, I engaged in managing several events using a significant number of HMDs!
Notably, during the AIR RACE X – SHIBUYA DIGITAL ROUND Finals on October 15, 2023, I operated 50 PICO4E units at SHIBUYA QWS!
|
|---|
| Event using a large number of PICO4s (Example from SHIBUYA QWS) |
Handling large numbers of HMDs comes with its own set of challenges. I've compiled some tips and considerations!
Who is this article for?
This article is intended for people who:
- Are familiar with handling HMDs but inexperienced in event management.
- Are curious about potential issues when managing events with numerous HMDs.
Device Setup
Issuing Device ID Numbers and Attaching Stickers
Assign a Device ID and attach stickers to HMDs and controllers for easy identification!
 |
|---|
| Attaching Device ID stickers to PICO4 controllers |
Imagine a scenario where you have numerous HMDs and controllers without identification.
It's easy to see how they could get mixed up during an event!
Make sure to label HMDs and controllers with stickers!
Ensuring Sufficient Personnel for HMD Setup
How long does it take to set up a single, unopened HMD unit?
Consider the following tasks that typically accompany setup:
- Attaching ID stickers
- Setting play area
- Configuring WiFi
- Updating OS
- Updating firmware
- Enabling developer mode
- Installing required apps
There's a lot to do, right!? If you're not familiar, setup for one unit can easily take an hour. Even if you're experienced, expect around 15 minutes per unit.
Now, what if you have 50 units?
Trying to do this alone could take a week!
Get in touch with colleagues or supervisors to secure personnel in advance!
Venue Setup
Investigating Methods for Transporting HMDs to the Venue
For transporting significant amounts of equipment, you'll often need to apply for transport permits.
There are usually restrictions on where and when you can bring them in, so ensure you verify this with event organizers beforehand!
Also, coordinate with logistics companies to confirm specifics like the timing and route of delivery!
Preparing Power Supplies for the Same Number of HMDs
Regardless of the model, HMDs have rapid battery depletion (faster than smartphones!).
Thus, creating a robust charging setup at your venue is crucial.
Prepare enough power supplies so that you can charge all HMDs simultaneously at any time! It's wise not to skimp here!
Specifically, you'll need:
- Power strips
- Chargers
- Charging cables (e.g., USB-C)
 |
|---|
| Preparing sufficient power strips to charge 50 HMDs simultaneously |
 |
|---|
| Preparing enough chargers to charge 50 HMDs simultaneously |
If electrical outlets are sparse, having extension cables is beneficial!
Preparing Pocket WiFi
You should prepare pocket WiFi.
Common Pitfalls
- During rehearsals, the venue's existing WiFi worked with few issues, but network speed drastically fell during the event.
- Connectivity was fine during tests with 2-3 units but failed for 50 units.
While events often have guest WiFi, it's likely intended for general guest use, which could clog during peak times. It's prudent to bring separate pocket WiFi for HMDs.
Verify the maximum simultaneous connections for your WiFi and prepare multiple units if necessary!
Preparing Tables or Shelves for Numerous HMDs
With many HMDs, organization prevents confusion during an event.
Common Pitfalls
- Misplacing the correct controller for an HMD!
- Charging cables fall and get tangled on the floor!
To avoid this, organize equipment and supplies on designated tables or shelves!
|
|---|
| Arranging 14 PICO4Es on a long table (Example from GINZA SIX) |
Label tables and shelves with device ID stickers to fix specific spots for each HMD.
 |
|---|
| Labeling shelves to designate places for HMDs |
Attach charging cables to tables or shelves with tape to prevent them from falling and becoming tangled.
During the Event
Replace Troublesome Units with Spares
No matter the meticulousness of preparation, equipment issues can and do occur during events. Operating 30 units at once once resulted in issues with about 10 units.
With waiting customers, there's no luxury for troubleshooting!
Swiftly replace troubled units with spares!
Managing People Who Remove HMDs
There are more people than you might imagine who can’t tolerate wearing an HMD for long periods.
If content doesn’t start until a specific time, some can’t help but remove their HMDs even before content begins.
Customer removes the HMD and places it on a table → HMD loses position → Replace with a spare
I've witnessed this scenario repeatedly.
Alert customers to keep their HMDs on, or announce countdowns to content start times.
Ensure experience design not to delay customer wait times! (Note to self)
Ensuring Sufficient Personnel for Operating Multiple HMDs
Managing all tasks mentioned on the event day alone is impossible.
Rally colleagues and consult supervisors to arrange necessary support staff!
Training Personnel for the Event Day
If you hire temporary staff, it's likely they won't be accustomed to handling HMDs, so conduct pre-event training!
Handling HMDs requires skills!
While it takes a simple "open the settings menu" for the experienced, for those unfamiliar, it requires "point the beam from the controller at the floating gear icon and press the index finger button."
Common Pitfalls
- Someone failed to open the settings menu as instructed, which later revealed they couldn't perform subsequent settings either.
- Voiced "press the trigger button," but the individual wasn't sure which button that was.
- Support staff was increased last minute, causing confusion due to unfamiliarity with operating HMDs.
Many feel embarrassed if they alone can't do something that seems manageable for others, leading to hesitation in asking questions publicly.
Alongside group training, offer individual support sessions as well!
In Conclusion
Thank you for reading to the end!
It should be evident that handling many HMDs at events involves numerous tasks!
For those readers considering hosting an event using many HMDs, pause for thought.
Is it truly necessary to prepare dozens of HMDs?
For experiences like haunted houses run sequentially, you might not require that many units.
Preparing and operating large quantities of HMDs necessitates considerable manpower!
Assess if it truly matches the cost, and I hope this article helps reconsider your approach!
Advertisement
Psychic VR Lab is hiring Unity and server-side engineers! We look forward to your applications!
https://www.wantedly.com/projects/1360135
https://www.wantedly.com/projects/1360123
![](\"https://qiita-image-store.s3.ap-northeast-1.amazonaws.com/0/221845/a4e07e02-16ff-d736-2432-3be1efc1da5e.jpeg\")
|\n|:---:|\n| Attaching Device ID stickers to PICO4 controllers |\n\nImagine a scenario where you have numerous HMDs and controllers without identification. \n\nIt's easy to see how they could get mixed up during an event!\n\n**Make sure to label HMDs and controllers with stickers!**\n\n## Ensuring Sufficient Personnel for HMD Setup\n\nHow long does it take to set up a single, unopened HMD unit?\n\nConsider the following tasks that typically accompany setup:\n\n- Attaching ID stickers\n- Setting play area\n- Configuring WiFi\n- Updating OS\n- Updating firmware\n- Enabling developer mode\n- Installing required apps\n\nThere's a lot to do, right!? If you're not familiar, setup for one unit can easily take an hour. Even if you're experienced, expect around 15 minutes per unit.\n\nNow, what if you have 50 units?\n\nTrying to do this alone could take a week!\n\nGet in touch with colleagues or supervisors to **secure personnel in advance!**\n\n# Venue Setup\n\n## Investigating Methods for Transporting HMDs to the Venue\n\nFor transporting significant amounts of equipment, you'll often need to apply for transport permits.\n\n**There are usually restrictions on where and when you can bring them in,** so ensure you verify this with event organizers beforehand!\n\nAlso, coordinate with logistics companies to confirm specifics like the timing and route of delivery!\n\n## Preparing Power Supplies for the Same Number of HMDs\n\nRegardless of the model, HMDs have rapid battery depletion (faster than smartphones!).\n\nThus, creating a robust charging setup at your venue is crucial.\n\n**Prepare enough power supplies so that you can charge all HMDs simultaneously at any time!**\nIt's wise not to skimp here!\n\nSpecifically, you'll need:\n\n- Power strips\n- Chargers\n- Charging cables (e.g., USB-C)\n\n| ![](\"https://qiita-image-store.s3.ap-northeast-1.amazonaws.com/0/221845/0f650112-0751-9610-b770-a5a567fff532.png\")
|\n|:---:|\n| Preparing sufficient power strips to charge 50 HMDs simultaneously |\n\n| ![](\"https://qiita-image-store.s3.ap-northeast-1.amazonaws.com/0/221845/de903d40-25a3-6281-87d1-1011e6b82c51.png\")
|\n|:---:|\n| Preparing enough chargers to charge 50 HMDs simultaneously |\n\nIf electrical outlets are sparse, having extension cables is beneficial!\n\n## Preparing Pocket WiFi\n\nYou should prepare pocket WiFi.\n\n###### Common Pitfalls\n- During rehearsals, the venue's existing WiFi worked with few issues, but network speed drastically fell during the event.\n- Connectivity was fine during tests with 2-3 units but failed for 50 units.\n\nWhile events often have guest WiFi, it's likely intended for general guest use, which could clog during peak times. It's prudent to bring separate pocket WiFi for HMDs.\n\nVerify the maximum simultaneous connections for your WiFi and prepare multiple units if necessary!\n\n## Preparing Tables or Shelves for Numerous HMDs\n\nWith many HMDs, organization prevents confusion during an event.\n\n###### Common Pitfalls\n- Misplacing the correct controller for an HMD!\n- Charging cables fall and get tangled on the floor!\n\nTo avoid this, organize equipment and supplies on designated tables or shelves!\n\n| ![](\"https://qiita-image-store.s3.ap-northeast-1.amazonaws.com/0/221845/7b801bef-4980-33ba-7334-bf8c6254aa3e.png\")
|\n|:---:|\n| Labeling shelves to designate places for HMDs |\n\nAttach charging cables to tables or shelves with tape to prevent them from falling and becoming tangled.\n\n# During the Event\n\n## Replace Troublesome Units with Spares\n\nNo matter the meticulousness of preparation, equipment issues can and do occur during events. **Operating 30 units at once once resulted in issues with about 10 units.**\n\nWith waiting customers, there's no luxury for troubleshooting!\n\n**Swiftly replace troubled units with spares!**\n\n## Managing People Who Remove HMDs\n\nThere are more people than you might imagine who can\u2019t tolerate wearing an HMD for long periods.\n\nIf content doesn\u2019t start until a specific time, some can\u2019t help but remove their HMDs even before content begins.\n\n**Customer removes the HMD and places it on a table \u2192 HMD loses position \u2192 Replace with a spare**\n\nI've witnessed this scenario repeatedly.\n\nAlert customers to keep their HMDs on, or announce countdowns to content start times.\n\nEnsure **experience design not to delay customer wait times!** (Note to self)\n\n## Ensuring Sufficient Personnel for Operating Multiple HMDs\n\nManaging all tasks mentioned on the event day alone is impossible.\n\nRally colleagues and consult supervisors to arrange necessary support staff!\n\n## Training Personnel for the Event Day\n\nIf you hire temporary staff, it's likely they won't be accustomed to handling HMDs, so conduct pre-event training!\n\n**Handling HMDs requires skills!**\n\nWhile it takes a simple \"open the settings menu\" for the experienced, for those unfamiliar, it requires \"point the beam from the controller at the floating gear icon and press the index finger button.\"\n\n###### Common Pitfalls\n- Someone failed to open the settings menu as instructed, which later revealed they couldn't perform subsequent settings either.\n- Voiced \"press the trigger button,\" but the individual wasn't sure which button that was.\n- Support staff was increased last minute, causing confusion due to unfamiliarity with operating HMDs.\n\nMany feel embarrassed if they alone can't do something that seems manageable for others, leading to hesitation in asking questions publicly.\n\nAlongside group training, offer individual support sessions as well!\n\n# In Conclusion\n\nThank you for reading to the end!\n\nIt should be evident that handling many HMDs at events involves numerous tasks!\n\nFor those readers considering hosting an event using many HMDs, pause for thought.\n\n**Is it truly necessary to prepare dozens of HMDs?**\n\nFor experiences like haunted houses run sequentially, you might not require that many units.\n\n**Preparing and operating large quantities of HMDs necessitates considerable manpower!**\n\nAssess if it truly matches the cost, and I hope this article helps reconsider your approach!\n\n# Advertisement\n\nPsychic VR Lab is hiring Unity and server-side engineers! We look forward to your applications!\n\nhttps://www.wantedly.com/projects/1360135\n\nhttps://www.wantedly.com/projects/1360123";
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