BeThere Immersive — Day-Before VR Event Checklist

Beginner‑Friendly • ~30–45 min. This guide walks you through a simple day‑before routine so your VR demos run smoothly on event day. No tech jargon—just clear steps and checkboxes.

What You’ll Need

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VR headset + controllers (in case you use them)

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Charger + USB‑C cable and wall plug

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Power strip + extension cord (venue outlets are rarely close)

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4–6 spare AA batteries (for controllers)

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Cleaning kit: alcohol‑free face‑pad wipes, 2 microfiber cloths for lenses, disposable face covers (optional)

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Protective carrying case + lens cover

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Table signage and a paper or tablet sign‑up form (no QR codes) + pens

Success Checklist (Your “Done” Picture)

✅ Headset fully charged; controllers charged / fresh AA in each; spares packed

✅ App opens from the taskbar (fallback: Library → Unknown Sources works)

✅ Mode = Career Fair and Play 2D Video = OFF in the app

✅ The Go button is centered after you recenter

✅ Dry‑run reset loop is ≤ 30 seconds (Start → Exit → Reset)

✅ Seated option, hygiene kit, and Stationary Guardian verified

✅ Lead‑capture form visible with pens/tablet; quick script rehearsed

✅ Contingency items packed (AAs, power, wipes, microfibers, lens cover)

Tomorrow morning you’ll only need a 1‑minute quick check: power on, recenter, volume, wipe, start.

1) Gear & Power Pre‑Flight

[ ] Headset at 100%; controllers charged or fresh AA installed

[ ] Pack 4–6 spare AA batteries

[ ] Pack power strip, extension cord, USB‑C cable, and wall plug

[ ] Cleaning kit ready: alcohol‑free face‑pad wipes, two microfibers (lenses), optional disposable covers

[ ] Protective case packed; lens cover installed when not in use

[ ] Table signage and paper/tablet sign‑up form (no QR) + pens

2) Headset & System Settings

[ ] Power on the headset

[ ] Run any updates today (don’t update at the venue)

[ ] Set Stationary Guardian while facing a wall that matches the aisle direction

[ ] Recenter while facing that wall (hold the Meta button on the right controller; with hands, use the system menu and select *Recenter*)

[ ] Set brightness to comfortable, volume to mid‑high (you’ll fine‑tune on site)

Why face a wall? It keeps your app’s Go button pointing toward the aisle so guests don’t turn their backs to traffic.

3) App & Content Setup

[ ] Open Library → BeThere Immersive 360

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• If you don’t see it: Library → Unknown Sources → open once, then pin it to the taskbar

[ ] In Settings: set Mode = Career Fair

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• Use Demo mode only when traffic is very light

[ ] Play 2D Video = OFF (ensures immersive VR)

[ ] Confirm the Available Experiences list shows the correct name/track

[ ] Land on the Go screen; recenter so Go sits in the middle while facing your “aisle” wall

4) Controls & Navigation (Hands First)

[ ] Hand Tracking = ON (Quick Settings → Hands & Controllers)

[ ] Practice opening the Universal Menu (right palm up → pinch the icon) and Library

[ ] Verify controller assist works (A/Trigger = select, B = back, Meta = menu)

[ ] Lighting check for your booth spot: even light, no harsh backlight from windows/doors

Tip: Even lighting makes hand tracking and inside‑out tracking more reliable.

5) Run a Full Dry‑Run (5 Loops)

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Goal: Start → Exit → Reset in a smooth loop. Do it 5 times and time yourself.

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Start

[ ] Hover on Go → pinch (hands) or press A/Trigger (controller)

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Exit

[ ] Left palm up → Exit Video (or press the left menu / hamburger button)

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Reset (≤ 30 seconds)

[ ] Wipe face pad + lenses

[ ] Recenter facing the aisle wall

[ ] Quick volume check

[ ] Confirm Go is centered

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Include these in your 5 runs:

[ ] One loop uses a controller for a tiny on‑screen button

[ ] One loop is seated (comfort rehearsal)

[ ] Save a 15–30s clip of your smoothest loop (confidence check)

6) Safety, Accessibility, & Hygiene

[ ] Seated option ready (stable chair); default to seated for older or anxious visitors

[ ] Wipe face pad after each visitor; microfiber on lenses only; let the pad air‑dry

[ ] Sunlight safety: keep lenses covered when not in use; avoid direct sun through windows/doors

[ ] Stop rule rehearsed: “You can stop anytime—left palm up → Exit Video.”

7) Lead Capture (No‑QR)

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Place your form where the operator can reach it without leaving the guest.

[ ] Paper or tablet sign‑up form ready and labeled

[ ] Rehearse this quick prompt:

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“Could you picture yourself in that role?”

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[ ] If **yes**, ask:

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“Great—may I note your name and best contact for next steps?”

8) Roles & Simple Scripts

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Assign three lightweight roles (one person can wear two hats if needed):

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* Greeter (invites the line)

Script: “Two‑minute VR tour—hands only. Pinch Go to start.”

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* Operator (runs headset flow)

Script before start: “Stop anytime—left palm up → Exit Video.”

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* Lead Capture (collects contact info)

Script: “If this fit your goals, can I get your name and best contact for next steps?”

[ ] Print a small contact sheet: event lead, venue contact, support contact

9) Troubleshooting Readiness

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Memorize this order (fast to slow):

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1. Exit Video

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2. Quit app

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3. Recenter

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4. Relaunch app

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5. Restart headset (last resort)

[ ] Keep an “Escalate” note on your phone: issue, where it happened, steps tried, repeatable?, short clip, lighting/environment notes

[ ] Spares within arm’s reach: AA batteries and wipes

10) Venue & Logistics

[ ] Booth spot chosen: even lighting, steady traffic, no backlight

[ ] Power access confirmed; extension cord allowed; tape down trip hazards

[ ] Table height set; signage readable; lead‑capture form at front‑right

[ ] Transport plan + arrival time confirmed; parking/load‑in known