Best Practices for Hosting a Virtual Event

Posted August 25, 2020

These last few months have dramatically altered the way team meetings and other events take place. Thankfully, apps like Zoom, Microsoft Teams, Houseparty, and other online platforms have made it easier to connect and keep in touch with family, friends, and co-workers. The new alternative for numerous organizations is to host virtual events.

Is your organization about to host a team-building event? You’ve probably wondered how you can produce a high-quality digital experience that’s close to or maybe even better than an in-person event. Whether you’re hosting an event for two or 2000, here are some of the best practices you’ll want to observe to have a successful virtual event.

  1. Create a Strategy: Your virtual event should start with a concept and a key goal. Start planning ahead of time to get the results you want. Here are some questions to answer before hosting a virtual event:
    • What kinds of experiences do you hope to deliver and get from the event?
    • Will the event be live, or will it be more of an on-demand event? Will it be both?
    • When is the best time for the event?
    • How do you plan to promote the event? Work emails? Text, calls?
    • Will there be an archive of the event so that participants can view it later?
    • Do you plan to track the data? Do you expect to meet any KPIs? Is the event to solely bring remote teams closer together?
  1. Choose the Right Platform and Provider: Be sure to select the right virtual events provider, like AdVenture Games! You’ll also need to choose the right platform. There are lots of different platforms out there, and you want to be sure to pick one that can carry out the vision for your event. Zoom and Microsoft Teams are two of the best platforms out there at the moment.
  1. Set a Timeline Everyone Can Make: You’re going to want to book your event in advance, say 8 to 10 weeks ahead of time. Setting a do-able timeline in advance allows co-workers to save the date in their calendar. Before sending out any “save the dates” there are some other things to consider. For instance, if the teams are spread out across the country or world, recognize the time zones. Pick a time that works for all. Also, be sure that the event is not competing against any major holidays or events.
  1. Make it an Immersive Experience: Let’s face it. Traditional team meetings and video conference meetings can turn into a snooze fest. You’re going to want to make a lasting impression on the participants. You also want to choose an event that’s going to be memorable and produce long-lasting results. Team-building virtual events are excellent solutions. Not only will the participants immersive themselves in a virtual team-building activity, but they’ll likely also come away with memories and great times.
  1. Promote the Event: Teams are busy getting work done, and even with “save the dates” on their calendar, they might let the date slip by. It’s a good idea to promote the event. You can use a company-wide email blast, or you could even use the company’s social media page to spread the word.

Book Your Virtual Event

We know these are challenging times. We also know how beneficial team-building events can be during times like these. The good news is that AdVenture Games, Inc. can do most of the legwork for you. We make it easy to book the appointment and have several exciting team-building activities that are sure to bring out the laughs, uplift, and engage co-workers with various skillsets!