VR headsets for trade shows: rent or buy?
For trade shows, renting usually makes more sense. For sales afterward, buying one or two headsets of your own pays off. At a trade show, you need several devices for a few days, set up, tested and with a spare. In sales, you need one or two headsets that are always at hand. Headsets of your own start at about €360. For applications we developed, you can rent VR headsets with setup and support.
Renting vs. buying: the comparison
| Renting | Buying | |
|---|---|---|
| Cost | per event, depending on number of headsets, duration and support | one-time, about €360 to €819 per headset, plus accessories |
| Setup and updates | handled by the rental company, the application is installed and tested | your team, via USB cable for up to five headsets, beyond that with device management software |
| Spare device | included | you buy and keep one yourself |
| Support at the booth | if you want it, the rental company briefs your staff or is there in person | your booth staff |
| Number of headsets | flexible, even many headsets for a few days | as many as you bought |
| Between events | no effort | store, charge, update |
| Best for | a few trade shows and events a year | ongoing use in sales and training |
In short: renting buys you time and peace of mind at the booth, buying gives you availability day to day.
What a trade show booth with VR headsets needs
At a trade show, one to five headsets are usually in use at the same time, plus at least one spare. One headset handles eight to twelve visitors an hour. If one person looks after both visitors and headsets, we recommend no more than two devices. With one person dedicated to the headsets, up to five are possible. You’ll find the calculation in the article VR headset at the trade show booth: process, staff and space.
Sample calculation for buying: A booth with three headsets and one spare needs four devices. With the Meta Quest 3 at €619.99, that comes to about €2,500, without accessories. After three days at the show, the headsets sit in a cabinet until the next one. If your sales team keeps using one or two of them afterward, part of the investment keeps working between shows.
The case for renting
Renting covers exactly what a trade show needs: many headsets for a few days. The headsets arrive set up, the application is installed and tested, and a spare device is included. If you want, the rental company briefs your booth staff on operation and cleaning or is at the booth in person.
Here’s how we handle it: for applications we developed, we provide the headsets ourselves, from our own stock of Meta Quest 3 and Pico 4 Enterprise devices. For larger numbers, we work with partners. We quote the price together with your application. We don’t rent out devices for other companies’ applications. Whether an application still runs on the third day of the show depends on the software, and we only vouch for our own. If you only need hardware, an event equipment rental company is the better choice. More about renting from us
The case for buying
A VR application built for a trade show keeps working afterward: in sales meetings at the customer’s site, at in-house shows, in training. That’s why it pays to have one or two headsets of your own. They’re always at hand, and your sales team knows how to use them.
| Device | Price | Good for |
|---|---|---|
| Meta Quest 3S | from about €360 | affordable entry point, larger numbers |
| Meta Quest 3 | €619.99 | most projects in training, trade shows and sales |
| Pico 4 Ultra Enterprise | €819 | operation without private accounts, central management |
The article How much does a VR headset cost? compares more devices, up to the Apple Vision Pro.
When buying pays off
Buying pays off if at least one of these applies:
- Regular use: The headsets aren’t just used at trade shows, but continuously in sales, at in-house shows or in training.
- Few devices: You need one or two headsets, not five for three days.
- Someone takes care of them: There’s a person on your team who sets up, charges and updates the devices.
For two or three trade shows a year with several headsets, renting is usually the better choice. You only pay for the show days and don’t have to worry about anything in between.
What to watch for when buying
- Plan for accessories: A carrying case, spare face pads, cleaning supplies and a charger for each headset. How to clean VR headsets properly
- Decide how to manage them: With up to five headsets, you install updates via cable. With more devices, device management software helps. How do I manage multiple devices?
- Charge regularly: If the headsets sit unused for a few months, charge, turn on and update them now and then.
- A spare device: If you head to an important meeting with just one headset, you have no backup if the battery fails.
Our recommendation
Rent as many headsets for the trade show as your visitor numbers require. Buy one or two devices of your own for use afterward. That way, you have enough devices with a spare at the show, and no expensive equipment sits unused in day-to-day business. The calculator on our page VR headset rental and support works out how many headsets your booth needs.
