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Immersive Experience Exhibition Recommendations

Document TypeGuidelines
Issue Date21/02/2023
Revision Date28/02/2023
AuthorAndrea Venturini


This article provides a set of recommendations for organizers and host staff of exhibitions or cultural venues to help viewers have a smooth and comfortable immersive experience, according to their level of knowledge and ability.

By following these tips, organizers and host staff can ensure that visitors are able to fully engage with the content presented and enjoy a truly memorable immersive experience.

Tips for Organizers

Provide specialized support: Even though virtual reality platforms have now reached greater levels of stability and the release of high-performance standalone head-mounted displays has facilitated the viewing of immersive content even in exhibitions, having technicians with specific skills in this field is the first key to success for an event.

Provide host assistance: In addition to providing information, instructions, help wearing devices and sanitizing them after each use, hosts must continuously monitor the viewers to prevent them from leaving the playing area with the risk of getting hurt or damaging the devices. The importance of hosts is often underestimated but having the right host staff is one of the keys to the success of an exhibition.

Train hosts adequately: As well as being trained in general device use and handling specific immersive experiences being exhibited, hosts should be able to solve simple issues such as restarting the experience or addressing more complex issues to technical staff.

Assign hosts: Assign hosts to particular experience types based on their experience level and aptitudes. For example, a host with a passion for gaming will be better suited to more complex experiences like those that require more interactivity.

Avoid rotating hosts: Avoid rotating hosts between experiences as much as possible. A host’s lack of familiarity with the experience leads to inevitable issues that don’t allow for smooth experiences. During shifts or breaks it is advisable to replace the host with one who already knows the experience or assigned to one of a similar type.

Collect feedback: It’s important to collect viewer feedback from hosts to improve immersive experiences in the future. This feedback can be used to identify areas that need improvement or adjustment.

Tips for Hosts

Test the experiences: Hosts must be familiar with the experience(s) to which they have been assigned. This will allow then to provide correct and timely instructions to viewers at any moment of the experience, as well as being able to identify any problems that may arise. For this reason it is essential that the host has tried the experience(s) several times if necessary.

Provide a brief introduction: In addition to providing information on the type and content of the immersive experience, hosts should also provide information on how to report technical issues or discomfort during the experience.

Provide clear instructions: Hosts should provide information on using any controllers required for the experience and, where applicable, how to move within the 3D environment, freely within the space allowed, and how to recognize boundaries to avoid going out of play area.

Offer different levels of information: Hosts should be prepared to offer different levels of information and guidance based on viewer knowledge and experience. Providing too much information or suggesting a more complex path to a viewer new to these experiences could disorient and make it more difficult to continue, creating frustration and compromising the experience itself.

Ensure accessibility: Ensure that the immersive experience is accessible to viewers with disabilities or mobility issues. Provide accommodation through appropriate staff as necessary.

Provide a comfortable viewing position: Starting the experience in the correct position is very important for proper functioning and enjoyment. According to the requirements of the experience, indicate the correct starting position and direction to the viewer. For seated experiences, make sure the seat is positioned and oriented correctly.

Encourage viewer engagement: Especially people taking their first steps in immersive experiences, may be afraid to move freely or try to interact with objects and characters within the virtual environment, greatly limiting the understanding and enjoyment of the experience. It is recommended to encourage viewers to engage with the experience, ask questions and express any concerns.

Monitor viewers: During the entire experience, it is very important for the hosts to keep an eye on the viewers to ensure that they do not get tangled up in any cables or leave the play area and risk getting hurt. Hosts should monitor viewers for signs of motion sickness or discomfort and offer assistance or accommodation as necessary.

● Do not scare viewers: During most immersive experiences, viewers are isolated from the external environment as they cannot see what is around them and often cannot even hear external voices. If there is a need to alert them it is important to get their attention properly so they do not get scared (e.g. by gently tapping a shoulder and then speaking loudly enough to be heard with headphones).

Avoid personal comments: Hosts should avoid making personal comments or judgments about the experiences presented. It should not be forgotten that journalists, jury members and creators may be present.

Disclaimer: All information in this website is provided "as is", with no guarantee of completeness, accuracy or timeliness.

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