An organized VR storage system simplifies operations, reduces the risk of equipment failure, and increases the visibility of your VR solution. This guide covers the best practices for storing, charging, and deploying your VR fleet.

Operator Responsibilities

Whether managed by IT or a dedicated VR team, operators are responsible for:

• Charging the devices
• Cleaning and sanitizing devices after use
• Deploying and organizing the equipment safely

Storage Solutions

1. Stationary Shelving Systems

For managing a fleet in a dedicated room, a sturdy stationary shelving system is highly recommended. This setup provides real-time visibility into device status and requires a strong internet connection for remote management.

General Guidelines for Stationary Shelving:

• Capacity: Plan your shelving based on the size of your fleet. Ensure there is adequate space to house not only the VR headsets but also earphones, individual storage boxes (if used), and charging hubs.
• Accessibility: Position the shelves at a comfortable height for operators to easily reach and return devices without risking drops.
• Organization: We highly recommend using dedicated hooks or holders attached to the shelves to hang individual headsets securely. If utilizing drawers for accessories, install them at the base of your shelving unit to maintain a lower center of gravity and ensure stability.
• Spacing: Ensure there is sufficient vertical space between shelves to allow for easy removal and placement of the headsets without tangling cables.

2. Labeling and Managing Your VR Device Fleet

Properly labeling your VR devices ensures easy troubleshooting, prevents misplacement, and streamlines deployment. We recommend a color-coded numbering system.

The Color-Coded Numbering System

Devices should be arranged sequentially on your storage shelves. To easily identify which device belongs where, implement a row-based color system.

For example, if storing 5 devices per shelf row, assign a distinct color to each position (e.g., Yellow, Red, Green, Pink, Blue).

Shelf Labels (2 cm stickers)

Place a single small (2 cm diameter) colored and numbered sticker on the hanger or hook corresponding to each device's designated spot.

Device Labels (4 cm stickers)

Each VR headset should be assigned a unique number. Print three large (4 cm diameter) stickers for each device in its assigned color.

Recommended Sticker Placement by Device Type:

• Pico G2 4K & Pico G3 4K:
  • Place two stickers on the sides of the headset (covering the manufacturer brand logo).
  • Place the third sticker on the back of the rear head strap.
• Meta Quest 2 & Meta Quest 3:
  • Place two stickers on both sides of the rigid strap.
  • Place the third sticker squarely on the top part of the device chassis.

By matching the device's colored number to the shelf's colored number, operators can instantly identify missing or misplaced headsets.

3. Mobile Storage Stations

For transferring devices between classrooms or training spaces, mobile carts are ideal.

• Wheeled Deployment Cart: Standard utility carts with storage bins are excellent for simply moving devices securely.
• Wheeled Storage & Charging Cart: For an all-in-one solution, look for lockable, wheeled carts that feature built-in charging docks to keep devices powered during transit and storage.

4. Power and Cable Management

To enable remote file transfers, application installations, and continuous readiness, devices should remain plugged in and connected to a live network between sessions.

• Cables: Equip each device with a dedicated USB-C cable.
• Power Hubs: Utilize multi-port USB-C chargers (we recommend hubs with at least 5 ports) to keep cables organized and minimize the number of wall outlets required. Ensure your shelving or cart solution has adequate space to mount or safely place these power hubs.