We have event-ready simulators and event-ready staff. Now we just need to make you event-ready! But before we get to that, you need to know your needs.
We are here to outline the key considerations for event planning regarding the size of your event, the type of event you’re hosting, the expected number of attendees, and the package and services we can offer to meet these needs. Such an endeavour involves many moving parts, so let’s get started on planning your next big event.
Simulator Equipment and Package Components
The focal point of your event, the sim rig, typically features high-performance components, including a pedal set with load cell or hydraulic brake pedals and a professional-grade direct-drive wheelbase. Attached to our beautifully crafted high-grade aluminium chassis frames, they offer an authentic, close-to-reality experience of being in an actual race car.
Photo by SimStaff
Two main package variants are available: one rig featuring an F1 seating position with elevated racing pedal positions and another focusing on GT seating arrangements, which resemble race-spec versions of sports cars you might see on the street. The entire setup becomes an easily manageable part of your larger event puzzle, with ultra-wide single screens that optimise space while enhancing the sense of speed by enveloping the driver’s field of view. A third add-on, the Leaderboard Package, creates a dynamic competitive atmosphere by encouraging attendees to beat a constantly evolving stream of lap times, driving repeat visits and offering a valuable, GDPR-compliant way to collect contact info for post-event networking.
Where the simple standalone “Sim-” rental part ends and the premium “-Staff” part begins is when you start considering aspects like tech support, logistics, event management, and commentator services — a complete package that can be tailored to your exact event.
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Specialist Staffing and Event Support
“Machine is man’s best friend,” someone famous once said… or are we remembering that wrong? No, wait. Maybe it was “man is machine’s best friend.”
We’ve been around too many sim rigs, so it’s hard to tell anymore. Whether your best friend has four legs or two pedals, the point still holds, especially when it comes to our on-site staffing services at your event.
To make our sim rigs plug-and-play, technicians are needed. That’s why we go straight to the source: the sim racing community. Our technicians have four-digit hour counts in one or more simulator titles, deep experience with sim gear, and hands-on knowledge of several brands’ software that ties it all together. They are the most qualified individuals to assemble, calibrate, and actively monitor the rigs, ready to respond quickly if problems arise, informed either by their own trial-and-error experiences with sim racing gear or from the extensive knowledge bank that SimStaff has aggregated on known issues.
The entire process begins before the event, when technical staff set up and calibrate the racing rigs, including wheelbases, pedals, software, and ergonomic preferences tailored to the average event-goer’s needs. The staff also ensures that every system is fully updated in advance. Game-breaking, surprise mandatory updates that could drop at midnight before the event are anticipated and downloaded ahead of time, disarming their show-stopping potential when it’s time to roll.
Furthermore, you will need guest support staff to create a welcoming atmosphere and address every attendee’s needs and questions. Support staff will welcome event-goers, manage registrations and queuing, and oversee lap time leaderboards, ensuring an optimal user experience. This includes assisting guests entering and exiting the simulators and adjusting ergonomics and controls for an optimal experience.
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The event manager oversees the entire process, from initial planning to execution and wrap-up. They act as the on-site connection between clients and staff, keeping brand objectives and stakeholder interests in mind while ensuring efficient resource allocation within budget limits. Coordination of logistics is where it all begins, ensuring everything is ready for when the event starts. This involves facilitating effective communication among SimStaff, clients, and venue staff, ensuring that every component of the event engine functions harmoniously.
Additionally, racing instructors can help your newcomer attendees have the best driving experience possible, bridging the experience gap with guidance that every sim racer would have wanted when they started. Should your event be centred around competition, we also offer expert racing stewarding services to make sure that every participant competes under a consistent and up-to-date ruleset so that competition remains captivating for both drivers and spectators. On top of this, our commentators can also help elevate your event with engaging commentary that keeps spectators involved in the action. Acting as real-time storytellers, they build hype and excitement throughout the competition while seamlessly integrating sponsored messages into the viewing experience. If you’re interested in this add-on, click here to learn how commentary can help your business goals.
In addition to our commentary services, we offer production and broadcast options for those looking to stream their event, with our behind-the-scenes team guaranteeing a stream that operates smoothly, integrating perfectly with your YouTube or Twitch channel.
Scaling and Customising to Event Goals
A primary concern is the number of staff needed on-site as the size of your event and anticipated foot traffic increase. More simulators may be required, which calls for additional support personnel. Our standard guideline is that for every two simulators, there will be one support or tech staff member managing them. Furthermore, each simulator can accommodate approximately eight to ten guests per hour, based on a six-minute experience format (three laps on track) for each guest. To gauge the expected traffic, we can use events such as Goodwood or the British Grand Prix as examples, each of which required three staff members for five simulators due to the increased traffic at both events.
Photos by SimStaff
To make all this possible, you should also consider the rented avenue and ascertain the space needed, including power/network availability (our sims use standard 2 x 13a sockets). Also, account for on-site handling costs. SimStaff will manage handling with our logistics partners where possible.
Delving further into the dimensions of your booth, you should also aim to optimise the layout and manage the flow of attendees. Taking up a 10ft x 10ft area each, the simulator setup should be positioned prominently to help guide people’s gazes toward your stand. As the saying goes, popularity breeds more popularity; watching someone else use a simulator and observing their performance closely makes this participation-driven component appealing, serving as both a brand activation tool and a source of entertainment for spectators and participants alike. Ensuring you have enough space for people to gather and queue is critical so they don’t block the rest of your stand. Additionally, giving attendees something to engage with while queuing could be a good idea. For example, an iPad directly linked to your website could help entertainment-seekers connect your brand with the sim experience more easily.
Photo by SimStaff
Both with style and function in mind, you should also consider which simulator types should be included in your fleet mix to best resonate with your brand. The strength of the Formula-style seat is that it provides attendees with an exclusive, ‘elite’ feel. As a partner of Formula 1, our client Pirelli selected this setup to align with the sport’s popularity. Many can only imagine sitting in an F1 car, so offering a chance to get close to that is a highly attractive proposition. However, the seating position is lower and more enclosed, requiring more time for guests to enter and exit, so keep this in mind when planning for optimal attendee flow. Another client, TP-Link, chose the GT-style cockpit to create a more homely, relaxed atmosphere. This seating style resembles familiar driving positions from everyday life, making it suitable for high-traffic events like award evenings, where it facilitates easier entry and exit, which improves attendee flow.
Photo by SimStaff
Another way to facilitate this brand/experience link is the optional Branding Package add-on, which integrates your visual identity directly onto the simulators. Custom chassis wraps and in-game car liveries can be customised to your specifications to achieve this goal, linking the thrilling experience directly with your brand identity.
One effective way to lift your brand presence from IRL to social media is by adding our in-house photographers, who excel at capturing highlights of your guests’ interaction with the simulators. With your brand consistently featured in the coverage, you will preserve a brief yet unforgettable experience for all to see. Photos taken will be provided to you for use in marketing materials and other promotions, helping extend the buzz around your event.
All SimStaff packages are priced on application (POA), depending on your event’s scope, complexity, and level of customisation. While daily rental and staffing costs remain consistent, services like branding, leaderboard integration, and delivery are one-off fees. Branding is charged per simulator and per event and depends on the complexity of the design and customisation. The leaderboard is charged per event and varies based on the complexity of data capture. Pricing on photography is also dependent on the specific coverage required. In other words, the longer the event, the more value you gain from the simulators. We also offer reduced rates for rentals that last longer than a month.
Photo by SimStaff
Whether your goal is to spark engagement, generate leads, or boost brand exposure, SimStaff is here to help you achieve it with packages tailored to your specific needs. Combining exceptional hardware, expert support, and flexible service options, our simulator packages are designed to make your event unforgettable long after the final lap has concluded.
Plan, plug in, calibrate, press play. That’s the SimStaff way.
