Event Kit List

Below is a comprehensive list of product recommendations needed to ensure a safe, successful, and exciting Jenson8 VR experience!

For All On-site Events

Headsets – Oculus Consumer Quest 2 / Meta Quest Pro / Meta Quest 3 / Pico Neo 3 / Pico Neo 4. Ensure a sufficient number of headsets are supplied to cover all participants, plus at least two spares.
Earbuds plus spares – these will be plugged into the headset to ensure that there are no audio interruptions or overlap for participants in the same room as others playing at the same time. Refer to the Earbud Guide for more specific information regarding appropriate earbuds.
Facilitator and participant laptops (See minimum specs here). If participants are using their own laptop, ensure they are able to download and access Jenson8 applications by running a connection test beforehand. Note that laptop users cannot participate as an A player in Apollo.
All laptops should have an external mouse (trackpads are difficult to use), and a set of headphones with a mic to ensure no audio feedback develops over in-game communication channels.
A separate, dedicated Wi-Fi network should be established to ensure the headsets maintain an adequate connection during the event. Run speed tests in multiple locations within the space for your event to make sure all areas are covered by the network (https://speed.cloudflare.com/). More information on network requirements here.
Smartphones - If an application is being used which requires participant access to the dashboard, ensure participants bring their smartphones to the event. These will be used to access the dashboard and complete items such as personal assessment and reflection questions. Remind participants to charge their smartphones prior to the even
Mobile Router - Jenson8 recommends that you bring your own Wi-Fi as a backup. Take your own 5G Routers with relevant cables to cover the event space. Ensure you test that the 5G reception onsite provides adequate bandwidth for the number of headsets and desktop participants in your event.
Label maker – Create labels for each headset which provides a unique number and a relevant activation code which correlates with the one which will be used in the session. Then label each handset with the unique number to ensure handsets do not get mixed up with other headsets.
Extra cables for charging devices, headsets and USB-C charging banks.
USB-C charging bank / USB Hub – these give the event staff an area to charge the headsets. J8 does not recommend having power banks plugged into the headsets while they are being worn and used.
Floor markings – purchase some large, numbered Velcro dots, enough to cover each cohort. These should go in the center of the guardian boundary. Then, use non-transparent tape to mark out the corners of each Guardian Boundary, ensuring that no boundary overlaps with another. Allocate each participant a space with a corresponding floor number and pin Code against their name.
Tape Measure - For measuring guardian boundaries.
Print outs or digital copies (Tablets are ideal) of pin codes and participant lists against floor space allocation.
Antibacterial Wipes and a Microfiber cloth - Provide antibacterial wipes to clean headsets between rounds, particularly if players are rotating, and use the microfiber cloth to defog headset lenses, ensuring the cloth is clean so that the lenses do not get scratched.
Spare AA batteries - To replace batteries in hand controllers is required.

For Hybrid Events

Central screen – This should be set up in the event space for the facilitator and remote individuals to join and participate remotely. Ideally, this should be located in a separate space not being used for VR.
Conference microphone/speaker system - These devices are fitted with omnidirectional microphone systems which are designed to pick up and isolate speech in larger spaces, this is essential for ensuring that remote participants can hear all on-site participants. Many conference rooms will have these facilities already, however it is best practice to bring one which can be easily plugged in and used if needed, such as the Jabra Speak 510.
Dedicated AV laptop - having a laptop which runs the conference call without running the facilitator application is useful to ensure you can provide tech support to remote participants throughout the entire event.

For Remote Participants

Headsets – Oculus Consumer Quest 2 / Meta Quest Pro / Meta Quest 3 / Pico Neo 3 / Pico Neo 4.
If you are shipping a headset (owned or rental) to a participant, ensure that there is enough time to perform a tech check before the event.
Facilitator and participant laptops (See minimum specs here). If participants are using their own laptop, ensure they are able to download and access Jenson8 applications by running a connection test beforehand. Note that laptop users cannot participate as an A player in Apollo.
All laptops should have an external mouse (trackpads are difficult to use), and a set of headphones with a mic to ensure no audio feedback develops over in-game communication channels.
Wi-Fi – An adequate Wi-Fi connection should be established for each participant prior to the event. Instruct participants to run an internet speed test in the location they will be in for their session (https://speed.cloudflare.com/).