To set up a racing simulator for a corporate event, agree on the goal with whoever owns the event, size the number of rigs to your headcount and schedule, pick a team format, then work through venue logistics: load-in, floor space, power on separate circuits, and the venue's insurance paperwork. SimsForHire delivers, sets up, staffs and tears down, so your team's job is the plan, not the equipment.
Step 1: Agree on the goal
An internal team-building day, a client appreciation night and a sales kickoff need different setups. Team building points to relay teams and mixed departments. Client events point to short turns and a leaderboard prize. Decide what you will measure afterward (see "Measuring the return" below) before you book.
Step 2: Venue logistics checklist
- Load-in. Ask the venue for the loading dock or entrance, elevator size and access times, and share them with us.
- Space. A flat, level floor with room around each rig for getting in and out and for spectators. Ask us for the dimensions of the rigs you book. Keep guest paths open; the 2010 ADA Standards use 36 inches as the minimum clear width for accessible walking surfaces.
- Power. Count circuits, not outlets. Electrical code limits a single piece of cord-and-plug equipment to 80% of the branch circuit's rating, as EC&M explains, so rigs usually need to be spread across circuits. Our power guide has the details.
- Insurance. Ask whether the venue requires a vendor certificate of insurance. SimsForHire is fully insured in the United States and provides certificates on request.
Step 3: Choose a team format
- Team relay. Teams of three or four drive one after another; combined lap times decide the winner. Mixing departments on each team gives people a reason to talk to colleagues they do not usually work with.
- Driver and spotter. One person drives while a teammate calls the corners. It adds communication to the challenge.
- Time-trial leaderboard. Everyone drives the same car and track; fastest lap wins. Good for drop-in sessions during a reception.
- Bracket final. Take the top qualifiers into head-to-head races at the end of the night.
Step 4: Plan around the bar
SHRM's guidance on office parties recommends limiting alcohol, arranging rides home, and planning activities so the night is not only about drinks. A simulator competition fits that advice. Decide with HR in advance whether guests who have been drinking may take a turn, and tell the group before the competition starts.
Step 5: Branding
Custom branding starts at $500, plus tax and insurance. Tell us your logo, colors and the event name, and ask what can be branded for your date. More examples are on our brand activations page.
Measuring the return
Pick one or two numbers and record them on the day:
- Participation: how many attendees took a turn.
- Feedback: a one-question post-event survey.
- For client events: contacts captured at the rigs and meetings booked afterward. If you email those contacts, the FTC's CAN-SPAM guide applies, and it makes no exception for business-to-business email.
On cost, IRS Publication 463 says entertainment expenses are generally nondeductible, with exceptions that include recreational expenses for employees such as a holiday party. Ask your accountant how your event is treated.
Cost
Full-motion rigs are $2,750 per rig per day, with a $2,000 event minimum, all plus tax and insurance. Volume discounts run from 5% off two to three rigs up to 25% off ten or more. Staffing is included for up to four rigs; from the fifth rig it is $1,500 per day for every three additional rigs. Delivery is free within 50 miles of Miami. See pricing and our corporate events page.
Call (754) 228-5654, email hello@simsforhire.com, or check your date. We reply within 24 hours, and we can book with as little as 24 hours of notice.