AR is exciting, doesn’t it?. But here’s the problem: many client requests are way too fuzzy. People request “digital magic” – and the event agency is left guessing what you mean.
Right here, we’re giving you practical tips for communicating AR needs to planners on AR activations. Whether you’re a brand manager, these pointers prevent misunderstandings.
The Common AR Communication Gap
I’ll be honest with you: The technology isn’t common knowledge yet. They tried those Instagram filters. But that’s like saying “I know cars because I’ve driven one.”
Data from 2024 that over 60% of event planners can’t distinguish between AR, VR, and mixed reality. That’s not their fault – it’s where the industry is.
So here’s the result: A brand wants “immersive tech”. The agency assumes something completely different. Budget gets wasted. Experienced firms deal with this constantly – which is exactly why clear briefs matter.
The Single Most Important Question
Before you mention “face filters,” answer this: “What problem does AR solve?”
Valid reasons include:
- “Our prototype isn’t ready for physical display.”“Our audience is tech-hungry and expects innovation.”“Social sharing is our primary KPI.”
A weak reason is: “Everyone else is doing it.”
Someone like Kollysphere agency will probe your objectives deeply. Don’t be annoyed. They’re not questioning your intelligence and ensuring you don’t waste money on the wrong tech.
Tip Two: Describe the User Journey, Not Just the Technology
Here’s the part where most briefs fail. Someone writes “users point their phone at the logo and get content.” That’s barely a sentence.
Instead: Map out every single step of the attendee experience.
Consider this: “A guest walks up to a seemingly empty space. With a provided iPad, they open our event app. When the camera activates, a digital product floats in space. The product rotates 360 degrees. They can rotate the view by moving their phone. The experience lasts about a minute. The app offers to save a video to social media.”
That specific description is pure value for event organizer kuala lumpur event management malaysia event management company in kl your agency. Experienced AR partners can build from that foundation. Fuzzy requests get you unreliable quotes that change.
Whose Phone Is It Anyway?
This decision dramatically affects price, execution, and happiness.
BYOD means everyone brings their own hardware. Benefits: No hardware rental costs. Disadvantages: Android vs. iOS headaches.
Agency-supplied hardware means each guest receives iPads, HoloLens, or specialty devices. Good points: You control the environment. Downsides: Staff to hand out and collect.
Your document needs to say: “Guests will use their own iPhones and Android devices” alternatively “You will supply all hardware.”
Never be unclear here. I’ve seen where a client assumed BYOD and the planner priced out hardware. Huge mess.
How Does the AR Actually Start?
Let’s talk specifics. The magic doesn’t happen automatically. Common triggers include:
- Printed logos or photos Quick Response codes on everythingGeofenced areas like “when someone enters zone 3” Identifying a specific productFace tracking
Clearly state: “The trigger is the event logo printed on the registration desk.” Alternatively: “The moment guests cross into the exhibit hall, digital content custom corporate events management Kuala Lumpur appears floating in space.”
Here’s a pro tip: If using image markers, try the marker in different lighting. How about reflective surfaces? Shiny laminate on the print can cause the trigger to fail 50% of the time.
Tip Five: Set Realistic Expectations for Scale and Concurrency
Here’s what everyone forgets that causes technical failures. How many people will be using the AR simultaneously?
The scale changes everything between 10 people per hour and a peak-time rush after a keynote.
Give real numbers about busiest 15-minute window. If you say “maybe 100”, the agency will build for 100. But on event day, crowds arrive. The app slows to a crawl. Your boss is furious.
The opposite problem: If you claim huge numbers but actual usage is tiny, you’ve wasted money on massive capacity.
Kollysphere agency will pressure test your estimates. Give them real numbers.
One Day or One Year?
Does the digital content exist for a single day – or will it remain accessible post-event?
This choice affects development approach. A one-day activation can run on local servers. Something that lives on your website needs security patches.
Consider this too: Are you showing different products over time? If you’re launching a new car, the AR needs update capability.
Write this down: “The AR experience must remain active for 6 months post-event.”
What AR Actually Costs (No Surprises)
Here’s the uncomfortable part: Good AR isn’t cheap. Cheap AR is money thrown away.
Your brief should acknowledge that you recognize the value of good development. Where the money goes:
- Design and coding time – anywhere from 80 to 500+ hoursMaking the virtual objects – significant range depending on complexityQA on 20+ phone models – time-consumingContent delivery network – significant for 10,000+ users
Demand detailed breakdowns. If you receive a single line with no detail, be suspicious. Legitimate AR developers will break down the full scope of work.
See Their AR Before You Buy It
Take this advice: Always ask for a demo of a previous activation. Screenshots are useless. Ask to experience something that shipped to real users.
Request this info: “Can you show us a video of your last AR event activation? Can we speak to that client? What went wrong?”
A confident agency will eagerly show reference projects. If they say “confidential” too quickly, be very careful.
Your Role in the Magic
Communicating AR needs on digital overlays isn’t rocket science. The secret is being specific and inviting their expertise.
Top-performing immersive projects come from briefs that start simple and get refined together. You know your audience. They bring the technical know-how. That combination creates something special.
So before you send that brief, go through these eight tips. You’ll spend less money on fixes – and your attendees will walk away amazed.