Introduction
This guide helps booth staff run the HakoBio XR experience on Meta Quest 3 smoothly, safely and hygienically at biopharmaceutical events.
Virtual and Mixed reality is one of the most effective ways to show a biopharma audience what would otherwise be difficult to bring to a booth: a cleanroom, a fill-and-finish line, a bioreactor suite or a full GMP training scenario. In a few minutes, visitors can step inside a process, interact with equipment and understand your solution more effectively than a brochure or video can.
Trade shows offer an exciting opportunity to showcase XR experiences in a dynamic, fast-paced environment. With multiple visitors sharing headsets throughout the day, and busy booths requiring quick transitions between demonstrations, a well-prepared setup is key to delivering a smooth and engaging experience. By planning ahead for battery management, boundary settings, app navigation, and headset hygiene, teams can ensure seamless demos and make the most of every visitor interaction.
This guide is written for the people on the stand, whether or not they are XR specialists. It is organized into three parts:
- Must-haves: what you require to run the booth.
- Nice-to-haves: extras that make the experience smoother and more impressive.
- Checklists: what to prepare before the event and what to do each day on site.
Read it once before the event, and keep the checklists handy at the booth.
Must-haves
Having these in place will help ensure the booth runs smoothly throughout the event.
Equipment
| Item | Recommended quantity | Why it matters |
|---|---|---|
| Meta Quest 3 headsets | One per demo station, plus one spare | A spare lets you swap a headset instantly if one fails or runs low. |
| Controllers + spare AA batteries | One pair per headset + one pack of spare batteries | Controller batteries can run out mid-event. |
| Charging cables and USB-C power adapters (min. 18 W) | One per headset | Standard phone chargers charge too slowly. |
| Multi-socket power strip | Minimum one | Booth power outlets are often limited. |
| Head straps adjusted for quick fitting | One per headset | Visitors must be able to put the headset on in seconds. |
| Glasses spacer or enough room for glasses | One per headset | Many visitors wear glasses and will not remove them. |
Battery management
Plan headset rotation: Quest 3 batteries last around 2–2.5 hours. Recharge between sessions, rotate with a spare, and start each day with all headsets fully charged.
Hygiene
In a biopharma environment, hygiene is essential. Keep the following items available at the booth:
- Face cover: If possible, use a wipeable silicone or PU leather face cover instead of the original foam cover provided by Meta, or disposable face masks for each visitor.
- Cleaning: Use non-abrasive antibacterial wipes for the face interface, strap and controllers, after every visitor.
- Lenses: Use only a dry microfiber cloth. Never use alcohol, liquids or wipes on the lenses.
- Hand sanitizer: Keep some handy at the demo area, both for visitors and staff.
Offline readiness
Assume the event Wi-Fi will fail. Make sure all applications and content are fully installed and work offline before leaving for the event, and test them with Wi-Fi switched off.
Nice-to-haves
These extras are not essential, but they make the booth more attractive and much easier to run.
- Casting to a large screen: Stream what the visitor sees in the HakoBio experience to a TV or monitor. It draws a crowd, lets colleagues follow the demo and helps staff guide the visitor. Test casting on your own network beforehand.
- Dedicated Wi-Fi router or 4G/5G hotspot: Use a private network for casting and MDM updates that operates independently of the event Wi-Fi
- UV-C cleaning cabinet: Disinfects headsets in a few minutes and visibly reassures a hygiene-conscious audience.
- Hand tracking: Ideal for simple experiences, as it removes the need to explain how to use the controllers. However, always keep the controllers available as a fallback.
- Floor marking or a demo mat: shows visitors exactly where to stand and keeps the play area clear.
- Lead capture: Use a tablet or QR code next to the demo to collect contacts right after the experience, when interest is highest.
- Lockable storage: Make sure to keep your headsets safe overnight and during breaks.
Recommended charging and comfort accessories
| Accessory | What it does | Best for | Link |
|---|---|---|---|
| BoboVR S3 Pro battery strap | Ergonomic halo strap with a 10,000 mAh magnetic hot-swap battery and a built-in fan; adds about 3 to 4 hours of use (547 g with battery). | Comfort for many visitors a day, longer sessions, quick battery swaps without docking the headset. | Galaxus · review |
| Meta Quest Compact Charging Dock | Drop-in wireless charging for both Touch Plus controllers (rechargeable batteries included) plus an extended cable for the headset. Works with Quest 3 and 3S. | Setups using third-party straps such as BoboVR, since the headset charges by cable. | Meta Quest Station de Charge Compacte Meta Quest Compact Charging Dock for Quest 3/3S Headsets |
| Meta Quest 3 Charging Dock | All-in-one wireless dock that charges the headset and both controllers at once; doubles as a display stand. Not compatible with Quest 3S. | A clean, branded look on the stand when using the standard or Meta Elite straps. | Meta · review Meta Quest 3 Charging Dock |
| Multi-headset charging case (e.g. OD1N Studios VR Case) | Stores and charges up to 5 Quest headsets from a single cable, on wheels for transport. | Fleets of several headsets travelling from event to event. | Products – Smart’Case Multistandalone VR headset charging case for Quest |
| Hard-shell transport case | Protects the headset, lenses and controllers from shocks and scratches during transport to the booth. | One per headset | Large Carrying Case for Meta Quest 3S/3, Hard Travel Case |
Check compatibility before ordering: the official Quest 3 Charging Dock is designed for Meta’s own straps, so with a BoboVR strap the headset may not sit on it correctly. In that case, pair the BoboVR strap with the Compact Charging Dock and keep one or two spare charged B100 batteries on the stand. Use a 45 W USB-C power adapter with any dock: it charges the headset noticeably faster than the standard 18 W charger.
Tips for a successful event
A good XR booth is prepared in advance and run with the same routine every day. Follow these tips in order, from preparation to closing time.
1. In advance: prepare and test everything
- Update every headset. Install the latest Meta system update on each Quest 3 at the office. Tip: updates can take 20 to 30 minutes and may restart automatically, so never leave them for the event morning.
- Install the final HakoBio version via the MDM or the Meta-Store. Push the exact version you will demo to every headset and check the version number on each one. Tip: freeze the content a few days before the event; no last-minute updates.
- Test the whole experience offline. Switch off Wi-Fi and run a full demo from start to finish. Tip: event Wi-Fi is often overloaded; assume it will not work.
- Test casting with your own router. Connect the headsets and the screen to your dedicated router and check the image is smooth. Tip: label the router and write its password on it.
- Check and label all equipment. Number each headset, its controllers and its charger (e.g. “Q3-01”). Tip: labels avoid mixing up cables and make it easy to report a faulty unit.
- Brief the booth team. Walk everyone through a full demo, the safety briefing and the basic fixes (restart, recenter, redraw the boundary). Tip: every staff member should complete the HakoBio experience at least once themselves.
2. Every morning on site: set up before the doors open
A booth that is ready when the doors open never has to catch up!
- Check that every headset and controller is at 100%. Tip: charge them overnight at the hotel if booth power is cut at night, which is common at venues.
- Redraw the boundary on each headset. Booth layouts move slightly overnight, and lighting changes when the hall lights come on. Tip: redraw it with the hall lights at full brightness.
- Run one complete test demo per headset. Launch HakoBio, go through the experience and check sound and tracking.
- Clean all headsets and controllers and lay them out ready to use.
3. During the day: welcome each visitor well
- Give a quick brief before visitors put on the headset: Explain what they will see, how long it lasts, how to interact, and that they can stop at any time.
- Help visitors put on the headset: Adjust the strap from the back first, then the top. Tip: ask visitors with glasses to keep them on and slide the headset on from the front.
- Stay beside the visitors throughout the experience: Watch the play area, guide them with the casting screen, and keep passers-by out of the zone.
- Turn the demo into a conversation: Use the casting screen to comment on what they see and ask about their own process.
- Watch for discomfort: If a visitor looks dizzy or unsteady, help them sit down and end the session calmly
4. Between each visitor: the one-minute reset
- Wipe the face interface, strap and controllers with an antibacterial wipe.
- Clean the lenses only with a dry microfiber cloth, if needed.
- Check the battery: below 20%, swap the headset or the BoboVR battery.
- Return HakoBio to its start screen.
- Loosen the strap to a neutral size for the next visitor.
Tip: If possible, perform the reset in front of the next visitor. Seeing the headset cleaned builds trust, especially with a biopharma audience!
5. Quick fixes for common problems
| Problem | Quick fix |
|---|---|
| Image drifts or is off-center | Hold the Meta button on the right controller to recenter. |
| Boundary lost or tracking unstable | Redraw the boundary; check for direct sunlight, mirrors or glass walls nearby. |
| Controller not responding | Replace the AA battery, switch to hand tracking, or pair your controller. |
| App frozen or headset stuck | Restart the headset by holding the power button, then relaunch HakoBio. |
| Casting not showing | Check the headset and screen are on the same network; restart casting. |
| Headset warm or battery draining fast | Swap it with the spare and let it cool on the charger. |
6. End of each day: get ready for tomorrow
- Clean and dry all headsets and accessories.
- Put everything on charge, including spare BoboVR batteries and controllers.
- Write down every incident (headset number, problem, time) and send it to the HakoBio support team.
- Store the equipment securely in a locked cabinet or case, or take it with you
- Share quick feedback with the team: what worked, what questions visitors asked, and how many demos you ran.