You’re On Mute

How to plan virtual events that stick the landing

“We can’t hear you, I think you’re on mute,” said every colleague ever. Sound relatable? That’s because we have been working from home for the past year (!). And let’s be honest, it has been challenging in so many different ways, but something that has helped our company get through these times is through fun and interactive remote events. As the official Freeletics party planner, I have learned a thing or two about how to plan these events from start to finish. You can find some of my favourite tips and tricks below…

Understand your Why & Know your Audience — Before you plan any event, listen to your team. Determine their needs and plan accordingly. Are they trying to get to know new team members? Perhaps plan a team building event. Do they need a way to relax and unwind on a Friday evening? Maybe try to organise a trivia night or happy hour. What do you want them to get out of it? Always consider the people that are joining and map out some goals for the session.

Be Prepared– Organisation and preparation go a long way in hosting a successful event. Some of my favourite events have been cooking or cocktail making classes because participants are able to be active and learn something new. However, these types of events require a lot of preparation beforehand. Do the participants need to buy any ingredients or will you be providing them? Are there any food allergies to be aware of? The list goes on. It is also important that the chef has a good camera setup, two cameras at best — one for the food preparation and one for him/her — and a good sound system. In my opinion, cooking events, courses and workshops make sense with maximum 15 people. Having too many cooks in the kitchen is a recipe (puns intended) for confusion and chaos.

Find a Partner — Over the past year, we have worked with a few partners to bring our remote events to life. Bringing in experts helps ensure a smooth takeoff and landing of your event. They add new levels, perspectives, and can help advise you on which technology or conversation tools will help maximise the success of your event. When it comes to researching a partner, feedback and reviews always come in handy. Use your network!

Plan Stretch Breaks — Don’t forget to schedule breaks during the event. Since these events happen over the computer (sometimes after a long working day), it is important to give people the time to rest from their screen. Group stretching breaks or moving sessions can also help wake up the attendants if needed.

Breakout Rooms are your Friend — More than five people make it hard to have conversations. One easy way to solve this is to put the participants into smaller breakout rooms. Changing the arrangements of the breakout rooms throughout the event makes it easier to talk with everyone. I also recommend starting the breakout rooms with a good icebreaker. Chatting with people remotely isn’t always natural, especially with new colleagues, and it is very helpful to give them topics to talk about or tasks to do to set the mood.

Promotion is Everything — For remote events it is important to get people excited to attend. It’s okay if remote events don’t work for everyone, but with good promotion you can generate a hype even for people who are sceptical.

Remote events are different. Sometimes they are not easy to organise. But are they worth it? 100% I encourage you to be open and try them out. You might find that you learn a new skill or get to connect with a new colleague in the process.