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How to Host a Virtual Event

The future is here! 🌐 With everything moving to the online sphere, it’s important to find new and creative ways to stay connected with your remote team.

Article by Natalia Shen | Feb 1, 2021

Virtual events are just IRL events with more room for possibilities. Here are some tips and ideas on how to organize and host a successful event and maximize the fun virtually:

💪 Pre-Event: Getting Ready for the Big Day

Get feelers 

Gather ideas from your team, and ask them what they think would be fun! Based on their answers, put together a monthly, quarterly, or yearly calendar of fun. Announce the calendar during an upcoming meeting and encourage new hires to sign up and participate. 

Spread the word 👄

The more, the merrier. Get the word out with custom-designed invites. Use them to capture the unique theme and feel of your event, while including important details like date, time, and Zoom info. Feel free to get creative! 

Now that you’ve sparked interest, send out a basic calendar invite to get a more accurate headcount. Include all video conferencing information so everyone can hop on the call easily when it’s time! 

Gather information 🕵️

Avoid last-minute hiccups by collecting all participant information you might need. Depending on the type of event you’re planning, you might want to send out a sign-up sheet if you’re playing a game which requires dividing into teams, or gather addresses with a form if you’re shipping out goodies. 

PRO-TIP: Due to COVID, a lot of people are moving around week to week. Make sure to use the most up-to-date address information for a smooth and successful event!

All things tech

Designate a tech-savvy host to create the Zoom meeting and invite others to join by sharing a link. This person will facilitate the event, manage all Zoom functions, and make sure everything runs smoothly. 

PRO-TIP: This role is best for someone who’s good at maintaining a fun vibe with banter and commentary!

A few days before your event...

Send out a short & sweet message to get everyone hyped! 

When all packages are expected to have been received, make sure participants double-check their mailboxes to ensure they have all the necessary materials on hand.

PRO-TIP: When sending packages, logistical issues like lost, stolen, or missing packages are normal and expected. Before sending a new kit, it’s best for the participant to:

1. Check the address they submitted was correct

2. Check the mailbox/front desk

3. Check with their housemates and neighbors

🌟 Event Day: Make It Fun! 

To avoid any pre-event chilliness, warm up with icebreakers to get the conversation flowing. These are light, fun, and silly questions designed to get to know your team members in a more personal way. You might be surprised when the quietest person in the office reveals secret plans for an elaborate heist. 😈 

We suggest using breakout rooms to divide the meeting into smaller groups, as well as initiating Zoom polls, to increase engagement and get everyone talking. 

Set the mood 

Make it the event that you want it to be! Dress up and curate your space with fun decorations that reflect your theme, or display an image or video on your Zoom background.

You can also put on some music to liven up the space! You can do this on Zoom easily: go to “screen share,” click “advanced,” and share your computer audio to get the tunes flowing.

Food & drink

A little chip and dip goes a long way. In addition to any planned activities, keep your guests entertained with food and drink. And while you don’t need alcohol to have a good time (though it doesn’t hurt), sending snacks is a great way to boost attendance and keep everyone happy. 

Lastly, make it an event to remember. Take a screenshot, and share it with everyone after the event!

😌 Post-Event

Get feedback, adjust, repeat steps 🔁

Ready for your next event? Don’t forget to ask for your team’s feedback. This will give you more leverage when you ask your boss for more fun budget. 😉

💭Get Brainstorming! 

Now that you know how to plan and host like a pro, here are a few ideas and activities for training leadership skills and developing strong and effective teams:

Game night - Everyone loves and knows how to play classic games like Charades, Taboo, or Pictionary. Pick a funny and engaging host from your team. For a fun twist, customize questions and prompts based on your brand. 

Classes & workshops - Bond over a shared activity like a painting class with BYOB, a cooking class with a specific dish or theme, or an origami workshop with custom foldings. 

Networking events - Invite friends, colleagues, and others to a networking mixer where they can play team building games, short ice-breaker activities, or simply chat and share resources over a virtual lunch party.

Workspace - Use an on-demand office to get together with nearby coworkers for the virtual festivities. We recommend OnePiece Work if you're in California!

Shippables - Got all of your activities planned out but still feel like you’re missing a little something? Sprinkle in some extra add-ons like or competitions.

Need a hand? Choose from tons of fully customizable, pre-planned events at Confetti

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