Onboarding Roadmap

Zero Latency VR Operator Onboarding Roadmap

A step-by-step timeline for new venue operators, from welcome to launch and beyond.

Purpose & When to Use

This article maps the full onboarding journey for new Zero Latency VR operators, detailing key milestones, responsibilities, and support available at every stage. Use this to stay aligned with your project timeline and know what to expect next.

Step 1: Welcome & Account Setup (Months 0–1)

Key Focus: Initial introductions, venue assessments, and setting up essential accounts.

What You’ll Do

• Meet your Zero Latency team: Project Manager and Client Services Team
• Set up access to the Zero Latency Portal, Slack, Zendesk, ClickUp and Brandfolder
• Review business goals, lease risks, and your vision
• Learn about grassroots marketing strategies

How We’ll Help

• Assign your dedicated Zero Latency contacts
• Advise on venue selection, lease terms, and early marketing
• Provide a communication roadmap

Expected Outcome: Clear understanding of your project scope, tools, contacts, and next steps.

Step 2: Venue Selection & Lease Negotiation (Months 1–3)

Key Focus: Finding the right location and securing favourable lease terms.

What You’ll Do

• Assess locations for foot traffic, demographics, and competitor proximity
• Negotiate lease terms and align the venue layout to Zero Latency specs
• Start building your marketing plan and hire contractors

How We’ll Help

• Connect North American venues to our real estate partner, Morrow Hill
• Provide technical venue review and layout feedback
• Guide marketing strategy and contractor selection

Expected Outcome: A secured venue that meets commercial and technical needs.

Step 3: Venue Design & Permits (Months 2–6)

Key Focus: Finalizing layout and branding, and securing permits.

What You’ll Do

• Approve final floor plans
• Align interior design and signage with brand guidelines
• Apply for all necessary permits (fire, construction, zoning)
• Complete Portal training and set up booking, CRM, and marketing tools

How We’ll Help

• Optimize your floor plan for player flow
• Provide branding assets and guidance
• Support permit application with best practices
• Deliver hands-on Portal training

Expected Outcome: A finalised venue design, permits in hand, and team trained on operations.

Step 4: Construction & Ticket Sales (Months 6–10)

Key Focus: Venue build-out and activating early bookings.

What You’ll Do

• Manage contractors to complete build
• Launch ticketing and open bookings
• Execute social and local marketing campaigns
• Hire and train venue staff
• Confirm shipping and logistics for hardware

How We’ll Help

• Advise on construction best practices
• Set up ticketing and pre-launch marketing support
• Share hiring tools and training material
• Coordinate shipping, customs, and logistics

Expected Outcome: Completed venue, live bookings, and a trained team.

Step 5: System Installation & Final Preparations (Months 10–11)

Key Focus: Equipment install, staff dry-runs, and marketing push.

What You’ll Do

• Receive and set up your VR systems
• Calibrate and test with Zero Latency support
• Train staff on gameplay, support, and safety
• Launch final marketing campaigns and PR outreach
• Confirm compliance with licensing and insurance
• Share venue launch images with HQ

How We’ll Help

• Remote support for system calibration
• Complete training kits and onboarding resources
• Marketing review and final optimisation
• Operational advice to ensure compliance

Expected Outcome: A fully operational system and team ready for launch.

Step 6: Grand Opening & Beyond (Month 12)

Key Focus: Launch, customer engagement, and growth planning.

What You’ll Do

• Host your grand opening event for media and influencers
• Track KPIs, gather customer feedback, and improve processes
• Keep the marketing momentum going
• Conduct business reviews with your ZL team

How We’ll Help

• Share launch performance dashboards
• Support continued marketing growth
• Provide ongoing optimisation advice

Expected Outcome: A successful launch and steady stream of new customers.

Step 7: Post-Launch Support (Month 12+)

Key Focus: Long-term support, iteration, and expansion planning.

• Get updates on new game releases and platform improvements
• Refine pricing, operations, and customer flow based on data
• Plan for additional locations or new experiences

Expected Outcome: A future-ready business supported by Zero Latency’s global team.

Need Help? Submit a ticket via Zendesk or contact your Project Manager directly for immediate support.