Remote and hybrid work is here to stay for many companies. And although gathering virtually started as a band-aid solution during COVID-19, it has become a crucial ingredient to the future of work.

So how do you organize a virtual gathering that is actually engaging and leaves participants energized rather than depleted?

It starts with purpose.

Planning with Purpose

Before you plan your event, you must ask yourself a few questions to plan a successful event.

What is the purpose of hosting this virtual event? Take the reasons you think you are gathering and then ask yourself again --- what is the real reason? Keep going until you hit a belief or value.
What are you hoping participants will get out of the event?
What is your desired outcome?

Planning with purpose requires a lot of research and attention to detail before moving on to the next steps. Evaluating the reason for creating this event is one of the most critical steps. This includes figuring out why you’re planning this event and who your demographic will be.

Hosting a virtual event is complicated and requires thoughtful planning and execution. By now, we should all know that replicating an in-person event online, just doesn’t work. Remember those Zoom birthday parties in the early days of covid-19 where everyone just talked over each other and you left with a headache?

Consider the functionality of the virtual platform you're using and the size of the group, and then figure out how to plan an activity that will actually keep people engaged.

Assign a Confident Host

Hosting a virtual event isn't easy and it is essential to assign a confident, strong host who your attendees can rely on for purpose and direction.

Make Inclusivity a Priority

In your pre-event registration process, include an accessibility checklist to gauge any special requirements that your attendees might have, such as session interpretation or dietary needs. Knowing people's needs in advance will ensure you have ample time to ensure everyone is accommodated and, as a result, feel a sense of belonging when attending the event.

As an example, for a culinary event, it is essential to ensure each person's dietary needs are accommodated. Your event attendees could have cultural, religious or health-related diet restrictions, and you need to make it easy for them to participate. Our Care/Of team takes pride in accommodating all dietary needs - from Halal to Kosher to Gluten-Free.

Other accommodations to look out for:

Physical and Mental Health
Cultural, Language, and Geographical Considerations

Consider a hands-on activity to ensure engagement

A fantastic way to maintain engagement during a virtual event is to create an experience that is shared among the participants. A hands-on activity allows participants to be physically present where they are while providing a tool for participants to connect virtually.

Depending on the theme and direction of the event, some examples of shared experiences can include cooking, wine tasting, pottery class, group games or seasonal activities such as Secret Santa.

If budgets are limited and you don't have the financial resources to send everyone a package, consider creating the event around items people may already have at home.

Here are a couple of ideas and games to consider:

Cooking workshop with a local chef
Hire an artist to lead an art workshop
Host a trivia night
Create a unique virtual competition based on the unique attributes of your team
- Do participants love their pets? host a virtual dog/cat show
- Photo contest
At-home scavenger hunt

Remember the purpose of your gathering as you're deciding on what activities to include. A Christmas party will look very different than a retirement send-off!

Hosting a retirement party for a colleague? Consider hosting a cooking workshop that celebrates one of their favourite foods.
Planning a leaving party for a loved colleague? What about a trivia night celebrating their many quirks and work stories.
Want to celebrate the end of a big project? Consider a cocktail and mixology hour led by a mixologist to help your team celebrate their many wins.

Another way to maintain engagement within a large group of people is to divide the group into smaller clusters or breakout rooms. Not only does this encourage teamwork, but it also creates a call to action for every individual participating in this event. When the shared experience requires teamwork, everybody will have the chance to contribute in some way even if they don’t want to participate within the larger group.

Professional Event and Technology Support

If you’re still having issues hosting a virtual event, find a professional who specializes in virtual events to help you. Not only can they alleviate the stress you may experience, but these are professionals who will understand the dynamics of a virtual event.

Due to the nature of virtual events, it is vital for your technology to be tested in advance of the gathering. If you prepare and understand how the platform works, it’ll prepare you for any troubleshooting that may occur during the event. Don't hesitate to seek professional support if you feel like you may require assistance.

Finally, remember to have fun! Gatherings are meaningful when designed with warmth, humour, and intention.

Virtual Office Party Ideas