Five decisions to make before requesting a VR quote

A useful VR quote starts with decisions, not a wishlist.

I wrote this because many Johannesburg briefs ask for “a VR experience” without defining the working conditions. Studios then spend days estimating several different projects disguised as one request.

What's the problem?

VR costs depend on where, how and by whom the experience will be used.

A five-minute headset demo at a Sandton conference is different from a permanent training installation at a factory. Both might need a 3D environment and tracked interaction. Their staffing, testing, transport and support needs are nowhere near equal.

When these details are missing, a studio must add assumptions. One supplier may quote for a simple prototype. Another may include custom models, headsets, operators and on-site support. The cheaper quote can appear attractive while describing much less work.

That makes comparison difficult for commissioners and risky for makers. It also creates awkward conversations when expected features were never included [everyone enjoys finding those out during setup].

What's the solution?

Decide these five things before requesting a quote. They do not form a complete technical specification. They give a studio enough information to estimate responsibly.

1. Define the user and their goal

Say who will wear the headset and what they should do. “New warehouse staff must practise identifying three safety hazards” is useful. “Create an exciting training experience” leaves the core interaction open.

Include likely user numbers, session length and previous VR experience. A public activation needs simpler instructions than an internal demo for experienced designers.

2. Choose the delivery setting

Name the venue and operating conditions. Is this for an office, classroom, exhibition stand or public event? Will users be seated, standing or walking within a marked area?

Johannesburg venues vary in available space, lighting, noise and internet access. A studio may need to visit the site before confirming its hardware plan.

3. Set the content boundary

List the environments, objects and interactions you expect. Also state what already exists. Brand assets, computer-aided design files, scripts and approved voice recordings can reduce production work.

Be specific about realism. A clean training model takes less time than a detailed digital copy of a real facility. Small visual requests multiply quickly when every object needs modelling, texturing and approval.

4. Decide who supplies and operates the hardware

State whether you own headsets or expect them in the quote. Include the number of simultaneous users. One headset running all day may still require charging plans, cleaning, replacement face covers and an operator.

If equipment must travel across Jozi, ask who handles delivery, setup, security and collection. These are production costs, even though they are not software features.

5. Define approval and delivery

Name the decision-maker, review stages and final deadline. Explain what counts as complete: a working prototype, an installed event build or a packaged application your team can run later.

Also identify the target headset before development begins. Changing devices can affect controls, performance and testing. If you are unsure, ask the studio to recommend one based on the setting and budget.

What's next?

1. Write one sentence describing the user, action and location. Use it as the first line of your brief.
2. Add a simple table listing content, hardware, venue duties and who owns each item.
3. Send the same brief to every studio, then compare assumptions alongside prices.

Share your VR brief with the Jozi community, or ask us where it still needs detail.

The WE ARE VR team