Let’s face it… with the Covid-19 pandemic still running rampant, planning for an in-person social event may not come into reality for awhile. Even trying to plan a virtual event in an effort to create a personal connection can be quite stressful, in addition to people who claim to be tech savvy but can’t connect when the event starts. Good news! Virtual event planning is not impossible and here are six tips you can implement.
Ensure Good Internet Connection
First things first…internet. Now, while this may seem to be a no-brainer, you would be surprised that this tip is actually what the majority of people struggle with before, during, and after virtual events. Do an internet speed test to gauge how fast your internet is running. You can check this either through your router directly or from websites such as Speedtest or HighSpeedInternet.com.
Find the Virtual Venue that works for you
Two of the most popular platforms to use for virtual social events are Zoom and Google Meet. Both offer free accounts, but Zoom only allows you to meet for up to 40 min and Google Meet, 1 hour. Now for smaller groups, that may be ok as you can just reconnect, but for larger groups, it can be a bit confusing trying to keep track of everyone trying to log back in.
Pick a Theme
Who says you can’t have a theme for a virtual social gathering? There are many ways to incorporate a theme into a virtual party so that your guests can have an aesthetically pleasing experience worthy of the guest of honor As an example, you could decorate the background of your party space yourself (Harlow & Grey, Bash, Paper Source, and of course Etsy are great spots to shop for party-themed supplies that can be floral, modern, or chic or if you choose to use a virtual venue/platform like Zoom, you can customize or select a theme-based background design).
Create Virtual Invitations (and Thank You’s!)
This should not be too difficult at all as many people have migrated away from the mailing invites to just electronically make one. Some popular ones are Punchbowl, Paperless Post, and Green Envelope. Be sure to also send out Thank you’s to your guests for their attendance and participation.
It may also be helpful to add a tutorial link for those who are virgins to using Zoom or any type of video chat media to help them maneuver during the virtual event. Nothing is more distracting than look at someone’s teeth up close because they can’t identify their camera, or hearing someone ask throughout the event, “CAN YOU HEAR ME?” Zoom users could send this link to their guests to help.
Virtual Party Game Time!
Just because you can’t be around people doesn’t mean that you can’t have fun with them! Try having virtual games to entertain your guests but be mindful of the timing since virtual parties are generally shorter than in-person events. Some ideas to consider:
Virtual Bingo
Bingo is probably one of the only games where no matter where you, everyone from all ages know how to play!
Trivia via Breakout rooms (via Zoom)
Zoom has this cool feature where you can set it up for those attending to split into smaller groups (aka breakouts). You can set the length of your breakouts and the system will will automatically place you back into the large group chat. This feature for virtual parties is good when you have quickly brainstorm an idea, solve trivia, or just simply chat.
Online Pictionary
Online pictionary can be such a fun game not only in-person, but also virtual. When setting up the game, I recommend designating one person to be the drawer and then divided the rest of the group into teams.
Give Party Favors or Prizes Electronically!
Since you’re not investing any money in feeding guests, you could invest money in sending party favors to guests via mail or electronically. Amazon along with individual retail stores online are known for having a variety of e-giftcards that you could send out (you already have their email address from the virtual invitations remember?). For those having events where the number of your guests is smaller and nearby, you could personally deliver party favors to their homes (just leave it on the front porch of course to ensure social distancing!)
***Bonus Tip**
When all else fails, Hire or consult with an Event Planner and let them do the worrying for you!
Now before you even say it, I’m here to tell you it’s simply not true. You are not lazy for considering hiring a planner to assist with a virtual social event. It’s not as easy as it looks, especially if you’re not familiar with the websites aforementioned. An experienced planner can assist you with reorganizing your thoughts, defining event priorities, manage the event the day of and troubleshoot technical challenges so you can sit back and enjoy your virtual party with family and friends.
