4 Steps to Integrating AR and VR Into Your Event

October 5, 2017

Scott Schoeneberger

Scott Schoeneberger is the executive vice president of marketing and a board member at Bluewater Technologies, a company devoted to helping enterprising brands bring innovation, experience and messaging to life.

Augmented reality and virtual reality sound like something out of “2001: A Space Odyssey,” right? Or, if you’ve been paying attention, perhaps you’re well aware of how virtual reality glasses are becoming a hit among younger generations, with 15-year-olds clamoring to get a pair for video game sessions. However, augmented and virtual reality are becoming a very real part of life, and it’s time to consider adding them to your event agenda.

By the year 2020, it’s estimated that the virtual and augmented reality market will be worth close to $120 billion and be accessible to more than 350 million people. With this projected rise in popularity, our visual society will be expecting to engage with VR and AR technology on a frequent basis. Given that this technology still won’t exactly be a household name by tomorrow, why not incorporate it into an event today and give the attendees an experience to remember?

Many industries are already getting behind the VR and AR hype. The art world has embraced it, with New York City’s New Museum opening an exhibition titled “First Look: Artists’ VR.” The Arlington Science Focus School in Arlington, Virginia, is using VR lenses for virtual field trips, taking its students to the Smithsonian Museum virtually rather than having to deal with Washington, D.C.’s gridlocked traffic.

As VR and AR start making waves in top industries, it’s time to consider how you could incorporate it into your own. Here are steps to take when you decide to add it to your event repertoire:

1. Determine whether this technology is a good fit. There is nothing worse than using technology for technology’s sake. Consider the options before jumping into AR or VR simply because both are the latest buzzwords. Remember, the public can smell a phony from a mile away.

2. Create a strategy for how you will use the technology. Will it be used to supplement storytelling? Will you use it to showcase products that are difficult to travel with, too large to display or too expensive to move? Will it be used to give a behind-the-scenes or inside look at something? Understanding how you intend to use this technology will help map the development process and reduce costly changes down the road. In most cases, you will also want to connect to a real business key performance indicator.

3. Enlist support. Find a partner who specializes in AR and VR development and work with him or her to create the scope of work. Make sure you include what's required onsite in terms of support and that he or she can provide that for you at the event. Developing this technology is only half the battle; making sure you have technical support available to get it set up and ensure it stays operational is the other.

4. Understand the timelines. If you're looking to activate this kind of technology at your next event – and your next event is a few weeks away – you may want to consider a backup plan. It takes time to create these types of experiences. A lot of customers assume it comes with a quick turnaround time but right now that simply isn’t the case. While this application is rapidly developing, it's still in its infancy as far as technologies go.

All in all, remember that AR and VR are about to be as expected as a cheese plate at an event. Not everyone is employing it just yet, so take the time to hone and perfect it to make your event more memorable than the typical slideshow presentation. The experience will give your audience a better grasp of your brand, your story and your eye for the future.

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Overview: The award-winning Orange County Convention Center (OCCC) goes the extra mile to make every day extraordinary by offering customer service excellence and industry-leading partnerships. From their dedicated in-house Rigging team to their robust Exhibitor Services, The Center of Hospitality brings your imagination to life by helping you host unforgettable meetings and events. With more than 2 million square feet of exhibit space, world-class services and a dream destination, we are committed to making even the most ambitious conventions a reality. In October 2023, the Orange County Board of County Commissioners voted to approve allocating Tourist Development Tax funding for the $560 million Phase 5A completion of the OCCC. The Convention Way Grand Concourse project will include enhancements to the North-South Building, featuring an additional 60,000 square feet of meeting space, an 80,000- square-foot ballroom and new entry to the North-South Building along Convention Way. “We are thrilled to begin work on completing our North-South Building which will allow us to meet the growing needs of our clients,” said OCCC Executive Director Mark Tester. “As an economic driver for the community, this project will provide the Center with connectivity and meeting space to host more events and continue to infuse the local economy with new money and expanding business opportunities.” Amenities: The Center of Hospitality goes above and beyond by offering world-class customer service and industry-leading partnerships. From the largest convention center Wi-Fi network to custom LAN/WAN design, the Center takes pride in enhancing exhibitor and customer experience.  The OCCC is the exclusive provider of electricity (24-hour power at no additional cost), aerial rigging and lighting, water, natural gas and propane, compressed air, and cable TV services. Convenience The Center is at the epicenter of the destination, with an abundance of hotels, restaurants, and attractions within walking distance. Pedestrian bridges connect both buildings to more than 5,200 rooms and is within a 15-minute drive from the Orlando International Airport. The convenience of the location goes hand-in-hand with top notch service to help meet an event’s every need. Gold Key Members The OCCC’s Gold Key Members represent the best of the best when it comes to exceptional service and exclusive benefits for clients, exhibitors and guests. The Center’s Gold Key memberships with Universal Orlando Resort, SeaWorld Orlando and Walt Disney World greatly enhance meeting planner and attendee experiences offering world-renowned venues, immersive experiences and creative resources for their events. OCCC Events: This fiscal year, the OCCC is projected to host 168 events, 1.7 million attendees, and $2.9 billion in economic impact.  The Center’s top five events during their 2022-2023 fiscal year included:  AAU Jr. National Volleyball Championships 2023 200,000 Attendees $257 Million in Economic Impact MEGACON 2023 160,000 Attendees $205 Million in Economic Impact Open Championship Series 2023 69,500 Attendees $89 Million in Economic Impact Sunshine Classic 2023 42,000 Attendees $54 Million in Economic Impact Premiere Orlando 2023 42,000 Attendees $108 Million in Economic Impact