Pod & Services Pack

This Pod & Services Pack (or “Pack”) sets out the key operational, safety, and usage requirements in relation to our Products. It is referenced in our Terms and Conditions of Business, and therefore by agreeing to and signing our Order Form (which incorporates our Terms and Conditions of Business), you are also agreeing to comply with the terms set out in this Pack.

We may update this Pack from time to time to reflect operational or safety improvements. Material changes will be communicated to you in writing as soon as reasonably practicable after the change has been made. Please note, this Pack is dated and is marked with a version number, so that you can easily monitor updates.

All standard operating procedures and internal policies are maintained as controlled documents and are available upon request or when operationally required. You are required to comply with with any policies we provide to you; they form a part of our agreement with you.

INDEX
#PP001 - Product Overview
#PP002 - Delivery & Installation Overview
#PP003 - Daily Operations + Data
#PP004 - Our Services
#PP001 - Standard Operating Procedure
#PL001 - Health & safety policy

#PP001 - PRODUCT OVERVIEW

Intended Use - #PP001
The pod is a spherical structure intended for one to two users at a time, to be operated by a trained individual. It utilises various technical effects, designed to make the user feel like they are immersed in a different location and environment. Each pod has built in haptics, fans and scent machines which engage and disengage appropriately to the sequence of the VR content being viewed.

Technical Effects - #PP001
Visuals - VR Headset (Varjo), Application (Steam)
Audio
Scent
Wind
Haptics
Temperature

• Seat-based haptic feedback
• Pressurised wind via front-mounted fans
• Scent dispersion via mounted scent machines
• Integrated VR headset adjusted for user comfort
• Surround sound delivered via headphones

Size - #PP001
2.38m H x 2.54m W

Weight- #PP001

Each Panel (int&ext skin) = 60kg approx (9 panels = 515kg approx)

Top Dome (main components) = 55kg
Wooden Components = 10.5kg
Metal Components = 127kg
Misc. Components = 20kg approx.

Total Operational Weight = 720/750kg

The pod is shipped in 2 crates:

Each crate | (LWH): 255cm x 178cm x 155cm

Total shipment weight: 2400lbs

Operating Conditions - #PP001

The pod is designed for use in a clean, clear, indoor environment within a temperature range of 20-24°C (68-75°F) and relative humidity between 30-60%.
The pod requires a clear footprint of 5.06m with a minimum clearance of 1ft on all sides to allow safe use, ventilation, and servicing access.

The pod requires a dedicated operator, fully trained by our team in line with our Standard Operating Procedures and policies which are outlined in this Pack, hard copies can be made available at any time upon request.

Power Requirements - #PP001

240V power supply
Power draw (average & peak if relevant)
Socket type
Dedicated outlet requirement
Surge protection

Wifi connectivity range

POWER USAGE TABLE

xydrobe Pod Power Supply	Input (VOLTS)	Input (Hz)	Input (Amperes)	Output (WATTS)	Output (VOLTS)	Output (Amperes)
Headset	100-240V	50-60Hz	1A	36W	12V	3A
Scent Machine	100-240V	50-60Hz	1A	24W	12V	2A
Wind Fan	100-240V	50-60Hz	1A	24W	12V	2A
Vibration Haptics	100-240V	50-60Hz	1A	60W	12V	5A
PC/Laptop	100-240V	50-60Hz	1.5A	230W	20V	11.5A

Total xydrobe Power Needs:				374W

UK / EUROPE PLUG SOCKER MAX				3,000W
USA PLUG SOCKET MAX				2,400W

The pod must be connected to a stable 240V power supply using a dedicated outlet.
Use with shared or unstable power sources may impact performance and is not recommended.

#PP002 - DELIVERY & INSTALLATION

Our team will manage the safe delivery of the equipment.

The customer site is responsible for ensuring that all agreed site requirements are in place ahead of delivery and installation.

Should customer site requirements not be met at the time of delivery, xydrobe cannot be responsible for any resulting delays or associated fees. xydrobe may engage trusted third-party partners to deliver the pod safely. While we work closely with these providers, xydrobe cannot be held responsible for disruptions outside of our direct control.

Our Commitment To You - #PP002

The pod will arrive on time, ready for the agreed installation date.
A dedicated team will be provided to install the pod safely.
Your team will receive sufficient training on operating the pod.
The pod will be tested prior to live operations, and we will provide as many tests as requested to ensure a seamless experience.

Customer Site Requirements - #PP002

Access via suitable roads with sufficient weight limits and clear routes for delivery vehicles.
Any necessary permits for delivery are in place and ready upon the pod’s arrival.
The installation area is confirmed, clear, and meets all operating conditions (see #PP001).
All delivery costs and delivery methods are verified and agreed upon in writing before delivery.
No modifications or alterations are made to the equipment after installation.
Operating conditions outlined in #PP001 are maintained consistently throughout the Rental Period.
De-rigging or re-installation of the pod may only be carried out by xydrobe’s approved team.
Flooring can safely support the full weight of the pod.
Sufficient time is allocated for the full setup process.
All team members designated to operate the pod must be available on-site for training.

#PP003 DAILY OPERATIONS & OUR SERVICES

Throughout the agreed Rental Period, the customer site is responsible for meeting the requirements outlined in this section to support the safe and effective operation of the pod. The customer site is also responsible for ensuring compliance with all applicable local laws, regulations, and requirements within its territory.

Our commitment to you:

Ensuring the pod is installed safely and professionally.
Providing intuitive, high-quality equipment that is ready for safe use.
Offering ongoing remote technical support.
Carrying out monthly maintenance and equipment health checks.
Delivering clear, documented training for your team in line with our procedures and policies.
Supplying digital checklists to support your team in maintaining safe, consistent daily operations.

The customer site’s role includes:

Ensuring the pod is operated exclusively by xydrobe trained team members.
Supporting day-to-day operations in line with the provided procedures and policies.
Maintaining stable operating conditions, including agreed power requirements.
Preserving the pod in its original condition, without modification, relocation, or fixture changes.
Promptly informing our operations team of any damage, misuse, incident, or technical issue.
Pausing pod operations should safety ever be in question.
Ensuring the pod is used safely and as intended by both guests and team members.
Safeguarding the pod when it is not in use.

Data - #PP003

The pod and our services do not directly collect or determine the use of customer personal data. Where the pod is used for customer-facing sales or engagement, the customer site remains the Data Controller for all personal data collected on its premises.

To support a safe and considered experience, the customer site is responsible for ensuring that appropriate health and safety confirmations are obtained prior to pod use.

Each attendee should be presented with the following confirmation before participation, with responses recorded and retained within the site’s own systems:

“I confirm that I do not suffer from any of the following medical conditions: seizures or epilepsy, implanted medical devices, or scent allergies.”

From time to time, xydrobe may request access to fully anonymised and aggregated data solely for the purpose of generating insights into usage trends, performance benchmarks, and sales conversion analysis.

This data should not identify individual users.

PP004 - SET UP & SERVICES

Set Up Services - #PP004

Full-term lease of all pod technical equipment.
Delivery and handling fully coordinated on your behalf.
A dedicated team to manage professional installation and de-rig.
Comprehensive training for your team at the time of installation.
Thorough testing of the pod experience, with unlimited tests requested during installation to ensure everything is perfect.

Ongoing Services - #PP004

Scheduled monthly maintenance and comprehensive equipment health checks.
Training for additional team members, available by arrangement and subject to an additional charge.
Provision of replacement equipment in the event of a genuine equipment malfunction.
Optional bi-weekly check-ins with our team to support smooth operations and performance.
Remote technical support, available when needed.
Additional content creation, subject to agreed contract terms.

Our Shared Commitment - #PP004

For your safety and to protect the equipment, we kindly ask that the pod is not adjusted or repaired by anyone outside the xydrobe team.
We will coordinate monthly maintenance visits at a time that suits your schedule.
Should any technical support be needed, our xydrobe trained team will be happy to assist.
Please let us know promptly if you notice any issues, unusual behaviour, or damage, so we can resolve it quickly and seamlessly.
To ensure the best experience, the pod’s content and programming should remain unchanged.
Our dedicated remote support team is available and ready to help between 9pm-5pm weekdays.

SOP001 - STANDARD OPERATING PROCEDURE

The effectiveness of this procedure will be evaluated through staff training and formal sign-off, client feedback, and careful monitoring of any operational issues. All relevant documentation will be provided to team members and venues ahead of live operations. xydrobe may update this documentation from time to time; any material changes will be communicated clearly and in advance.

This procedure is for the safe running of the xydrobe pod and its experience and must be adhered to at all times. This procedure covers the safety of the public and team whilst the pod is in and out of live operation.The pod utilises various technical effects, designed to make the user feel like they are immersed in a different location and environment.

Each pod is fitted with haptics, headphones, fans and scent machines which engage and disengage appropriately to the sequence of the VR content being viewed.

Scope of Procedure - #SOP001

This SOP applies to:

All xydrobe operators
All xydrobe pods
All customer sites leasing a xydrobe pod
All users participating in the xydrobe experience

Technical Effects - #SOP001

Seat-based haptic feedback
Pressurised wind via front-mounted fans
Scent dispersion via mounted scent machines
Integrated VR headset adjusted for user comfort
Surround sound delivered via headphones

Safety & Emergency Exclusions - #SOP001

The experience must not be provided to users who declare conditions listed in Health & Safety Policy.

If a user experiences distress, discomfort, or requests to stop:

• The operator must immediately terminate the experience

• The operator must assist the user in removing the headset and exiting the pod safely

In the event of:

• Power failure: Assist user egress once safe to do so

• Fire alarm or evacuation: Terminate experience, assist user in safe exit of the pod and follow venue evacuation procedures

• Equipment malfunction: Cease operation and report immediately, safely guiding the user’s exit from the pod

Incident Reporting & Policy Measuring - #SOP001

Any incident, near miss, injury, or equipment malfunction involving the leased equipment must be reported to the Operations Team as soon as reasonably practicable and recorded in accordance with xydrobe reporting procedures. All injuries must also be entered into the onsite Accident Book and reported in line with the customer site’s own health and safety procedures. This includes incidents arising from incorrect use, unauthorised modification, or failure to follow agreed operating procedures.

Operating the Pod (Step by Step) - #SOP001

The pod has a door, which is used by the operator only for ease of user ingress and egress.
The operator verbally guides the user into the pod, ensuring they step in safely and sit down comfortably.
The operator verbally provides basic instructions, including:

“Please stay seated during your experience.”

“If at any point you feel uncomfortable during your experience please do let me know”

The operator carefully fits the user with the VR headset and headphones.
The operator asks for verbal consent, confirming the user is comfortable and ready for the experience to start.
The operator starts the experience using the keyboard linked to the VR computer.
The operator closes the door but must remain present and actively engaged with the pod and its users at all times.
The operator times the experience and is prepared to smoothly remove the headset from the user when the experience finishes.
The operator resets the pod for the next user, maintaining hygiene by using the approved VR sanitation wipes.

Roles & Responsibilities - #SOP001

User Responsibilities

Follow all instructions from the operator.
Stay seated during the experience.
Not interfere with, misuse, or cause damage to the pod or its equipment. In instances of breach or concern for user safety; the operator reserves the right to end the user’s experience early at their discretion.

Operator Responsibilities - #SOP001

Perform daily setup of the pod following the Digital Checklist to ensure seamless operation.
Monitor the safety of the pod before and during live operations, promptly notifying onsite management of any concerns.
Obtain explicit, documented consent from all users confirming they are safe to engage with VR and other technical effects, in line with our Health & Safety Policy (including considerations for pregnancy, motion sickness, scent allergies, internal medical devices, and epilepsy). This consent should be digitally recorded for clarity and compliance.
Maintain the pod’s interior and exterior in a clean, presentable condition, ensuring it is free from personal belongings.
Actively mitigate slips, trips, falls, and other avoidable accidents in accordance with the Health & Safety Policy.
Conduct a full test of the experience at least one hour prior to live operations, reporting any faults promptly to the technical support team.
Operate the VR experience for users while continuously monitoring their safety, including during ingress and egress.
Secure the pod safely when not in use.
Serve as a professional ambassador for Xydrobe—knowledgeable, approachable, and supportive to both venue staff and pod users.
Treat the equipment with care and respect, proactively mitigating potential damage wherever possible.

Customer Site Responsibilities - #SOP001

Ensuring a safe and well-prepared environment for pod operations, in line with the responsibilities outlined in this Pack.
Guaranteeing the pod is operated exclusively by xydrobe trained operators only.
Avoiding any modifications, unauthorised servicing, or fixture changes to the pod.
Providing a safe, comfortable working environment for operators and the technical team, including appropriate rest breaks, rest areas, and access to basic facilities.
Using the pod solely for its intended purpose as outlined in this Pack, and not for storage, breaks, or other uses.
Preserving the integrity of the pod’s interior, exterior, and contents without modification.
Treating the equipment with care and respect, proactively mitigating any potential damage.
Ensuring operators receive venue-specific safety training, including fire evacuation procedures and other applicable site protocols.

PL001 - HEALTH AND SAFETY POLICY

xydrobe is committed to providing and maintaining a safe and healthy environment for its employees, contractors, clients, users, and members of the public.

This commitment applies across all territories in which xydrobe operates, including locations where equipment is leased, installed, or operated by third parties.

We recognise our responsibility to eliminate or minimise health and safety risks associated with immersive and interactive technologies, including VR, and to comply with all applicable health and safety legislation, regulations, and recognised best practices within each operating territory.

Health and safety is a shared responsibility, and effective implementation of this policy relies on cooperation between xydrobe, its operators, clients, and customer sites.

Scope of Policy - #PL001

This policy applies to:

All xydrobe employees, contractors, and nominated operators.
All leased or deployed xydrobe equipment, including pods, VR hardware, and associated technical effects.
All customer sites, clients, and partners hosting xydrobe equipment.
All users engaging with xydrobe experiences.
All technicians engaged in maintenance, de rigs or installation of xydrobe equipment.

Legal Compliance - #PL001

xydrobe will comply with all applicable health and safety laws and regulations in each territory of operation. Where local legislation differs, apply the higher standard of safety where reasonably practicable. We require clients , contractors and customer sites to comply with relevant local workplace health and safety obligations. This policy is designed to align with internationally recognised WHS / H&S principles, including risk assessment, hazard control, and incident reporting.

Our Commitment - #PL001

xydrobe will:

Maintain equipment in safe working order by conducting monthly inspections and testing.
Prohibit unauthorised modifications, servicing, or repairs.
Provide clear training on safe operations.
Remove equipment from service if it is deemed unsafe.
Provide relevant risk assessments upon request.
Customer sites and operators must report any damage, malfunction, or safety concern immediately.

Continued Improvement & Policy Measuring - #PL001

xydrobe is committed to continuous improvement in health and safety by:

Reviewing this policy regularly.
Monitoring operational feedback and and following any incident.
Updating procedures to reflect new risks, technologies, or regulatory changes.
Consulting with operators, clients, and sites where appropriate.

This Health & Safety Policy will be reviewed:

Annually, or following any significant incident and when operating in new territories or introducing new equipment, it was last updated on 20.01.26

Roles & Responsibilities - #PL001

xyrdrobe is responsible for:

Designing, supplying, and maintaining equipment that is safe when used as intended.
Conducting regular maintenance and equipment health checks to ensure ongoing reliability.
Providing clear operating procedures, policies, and comprehensive product packs.
Ensuring operators are fully trained and competent to use the equipment safely.
Offering refresher training where appropriate to maintain high standards of operation.
Establishing, maintaining, and communicating robust health and safety policies and procedures.
Monitoring safety performance and reviewing any incidents, near misses, and client or operator feedback to continuously improve safety standards.

Operators are responsible for:

Following all Xydrobe health and safety policies, SOPs, and checklists.
Conducting thorough pre-operational checks and testing.
Monitoring user safety at all times during the experience.
Obtaining informed consent from users prior to participation.
Pausing or stopping the experience immediately if any safety concern arises.
Reporting incidents, hazards, or equipment faults promptly to the Xydrobe team.
Ensuring areas around the pod are kept clear of trip hazards and other obstacles.

Customer sites are responsible for:

Providing a safe environment for the installation, storage, and operation of the equipment.
Ensuring the equipment is not modified, misused, or operated without authorisation.
Supplying site-specific safety information, including fire evacuation procedures.
Cooperating with xydrobe to identify and manage site- or territory-specific risks.
Ensuring compliance with all relevant local health and safety legislation.
Suspending pod operations immediately if an unacceptable safety risk is identified

Risk Management - #PL001

xydrobe adopts a proactive risk management approach, we:

Identify hazards associated with immersive experiences (e.g. medical conditions, slips/trips, sensory effects, maintained equipment).
Assess risks prior to deployment and during live operations.
Implement control measures, including engineering controls, administrative procedures, and operator supervision.
Review risks regularly and following any incident or near misses.

To protect users, xydrobe will ensure that:

Operators are provided with clear training instructions.
Known risk factors are made clear to Operators, including but not limited to: pregnancy, motion sickness or vertigo, epilepsy or seizure conditions, internal medical devices, sensory sensitivities (e.g. scent allergies).

To protect users, the custoner site team will ensure that:

Only trained operators operate the pod or cinema.
Consent is obtained confirming fitness to participate.
The operating conditions are met outlined in #PP001.
The equipment is not tampered with or misused.
First Aid trained individuals are onsite.

This pack was updated on 05.02.26 and is Version 2.

Any questions on these terms should be directed to montana@xydrobe.com