While this year has brought us all a series of unprecedented changes, there’s one thing that doesn’t have to change: the way we connect with each other. As the world has gone virtual in the last year, who’s to say that we can’t still come together and host awesome events online?
The only distance we should be worrying about is the distance between us and the screens that work hard to bridge the gaps between loved ones! Virtual events open up a whole new realm of possibilities that aren’t dependant on location—it’s time to let everyone in on the fun!
Without further ado, here are 10 tips for creating an awesome event—virtual edition!
1. Plan your main event. Virtual viewing? Q-n-A session? The online world is your oyster!
First things first, is there an occasion to celebrate? A new movie release? A teambuilding session? A special birthday, perhaps? While having a set occasion provides the perfect excuse to host an event, you could always create an occasion of your own. Haven’t caught up friends or family in a while? Why not get together for an event-filled catch-up session? Every day is a special occasion if you make it one! Whether you’re hosting a movie-viewing with friends and coworkers to celebrate the newest Marvel release or getting your family together for a cooking party to learn grandma’s secret pie recipe, the possibilities are endless!
2. Strategically set the date/time – mind time zone differences and always be specific.
One of the biggest conveniences of virtual events is the ability to tune in to a single place from anywhere in the world. However, with great power comes great responsibility! Don’t forget to set your event date and time strategically to accommodate your guests. Mind the time zone differences around the world and don’t forget to take into account things like children’s bedtimes or work hours. Early evening events or weekend afternoons tend to be popular times—if you’re ever unsure, don’t be afraid to survey around for guest availabilities!
3. Set a theme – interactions and engagement are key!
The best events always have the coolest themes! Hosting a watch party? Set a fun dress code!
Relaxing with a virtual game night? Pre-set themes for each of your teams! Setting a unique theme for your event prompts engagement and allows everyone to take part. Costume parties are a classic among both children and adults—you can even incorporate voting and prizes to encourage attendees to participate!
4. Select your tech and event platform carefully.
Keeping in touch has never been so easy thanks to virtual conferencing platforms! Be it getting in touch with family members abroad or kicking back to relax with a trivia night with friends, there seems to be a platform for everything nowadays—but is there an all-in-one platform that can do all these things and more? We did some digging and here’s what we found!
Cya Live
Cya Live is a multi-way live events platform that brings all event possibilities to life! Cya Live’s technology closely mimics in-person experiences by bringing users 4K quality content while allowing users to simultaneously interact with each other through video chat and text—all in real-time! Click
here to give it a shot.
5. Create an agenda with a list of activities.
Organization is key for any great event—both virtual and in-person! Keep yourself organized and avoid awkward silences by creating an agenda and activity list. Distribute your agenda to guests ahead of time in case any preparations need to be made in advance. Add a couple of extra activities for good measure—did someone say afterparty?
6. Plan your guestlist – invite a guest speaker!
While there are no limits to virtual gatherings, be mindful of your guest list and make sure it’s suitable for your event. Movie-viewings and virtual cook-offs, for instance, would allow for a greater number of guests to partake in the main activity. Spice up your event by inviting a guest speaker—be it a professional chef or a social media influencer, there are no social distancing guidelines when it comes to meet-and-greets on the internet!
7. Send out virtual invitations and set reminders early on. Be crystal clear with instructions.
Give your guests plenty of time to RSVP to your event by sending invites out earlier rather than later. Allow a minimum of two weeks between sending out your invites and your event date. Be sure to include detailed instructions detailing your event date, main activities, and how to tune in. Most virtual platforms have invitation links you can send out in advance, but it doesn’t hurt to get creative with your own custom invites as well! Always be as clear as possible with your instructions and select a user-friendly platform for those who are less tech-savvy.
8. Coordinate a menu and snacks.
Here’s your chance to get creative with your virtual party menu!
If your guests happen to live nearby, arrange for meals and snacks to be delivered or picked up ahead of time. When it comes time to eat, heat up your food and enjoy a warm face-to-face meal!
If your guests are not local, organize a cook-off or cooking party. Send out a list of ingredients in your invites for guests to prepare and have a virtual cooking (and eating) session together!
Feeling takeout? Coordinate delivery with your guests’ local food delivery services and favourite restaurants and have the fun brought straight to their doorstep. This option takes a bit more time and is suitable for smaller gatherings but trust us, your group will love it!
9. Document the event with photos and recordings! Take to social media to let others in on the #virtualfun!
The long-awaited day has finally arrived! Just because your event is virtual doesn’t mean you can’t take fun pics to share. Check with your platform to see if there is a screenshot option or take some of your own! Here are a few screenshot shortcuts:
For Windows users: Ctrl + PrtScn
For Mac users: shift + command + 4
Don’t forget to take to social media to share your new pics. Add some hashtags to draw more traction to your post and inspire others around the web to create their own #virtualevents too!
10. Don’t forget to relax and have fun amidst all the planning.
Planning an event can be hard work, but the payoff is oh-so-worth-it! While your host duties may have taken a toll on you over the last few weeks of vigorous planning, don’t forget to relax and enjoy the event you put together!
BONUS: Virtual event = No physical cleanup! *Pat on the back*
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