How To Host a Virtual Event
2020, the year of endless zoom calls. Log on. Mute. Try to look like you’re paying attention. Chat. Goodbye.
Been there, done that.
Wanna switch things up, continue having celebrations with your favorite people, and make memories you’ll be glad you didn’t skip? Us too! Even though large events may be on hold- life isn’t. Our friends are still having babies, there are birthdays to be celebrated, and Thanksgiving and Christmas are just few weeks away. There is hope!
We had the honor of hosting a virtual baby shower for my best friend this Fall and we actually had a blast!! Throwing a successful online event gave me hope for the holidays. With social gatherings still limited to just 10 people in Hawaii, we won’t be having our traditional family get togethers with 30+ people and potluck style meals that cover 3 tables. And while it’s can be discouraging to think that won’t happen this year, let’s simply shift to what CAN happen. Something new and fun! Even for your technologically challenged Grandma, I promise. (If she can handle Facebook, Zoom is easy!).
Send an invitation: this is not your average zoom call. Send out a festive online invitation to your guests email with time, date, zoom link, and any notes. (attire, how to prepare, etc).
Take it up a notch by mailing out activity boxes or gift sets to each home: since this is a small investment, you can ask each house to pitch in $20-30 to split the cost and as the host you can curate a unique box for the call. For the baby shower we hosted with Nichole Shin of Nichole Weddings and Events, she hired The Papaya Exchange to assemble a mini box with a can of champagne, chocolate bar, and a mini candle for each guest. Guests were instructed to place the box in the fridge and resist from opening until the party. The girls loved the element of surprise and being able to cheers together online!
Create a timeline and agenda for your call: If there’s one major key to a successful zoom call, it’s organization. There’s nothing worse than everyone staring awkwardly at each other in silence wondering what’s next or worse 5 people trying to talk over one another. For a one hour call, I suggest something along the lines of
Introduction (5-10 min): everyone says hello
House Rules (2 min): reminder to say muted unless you’re talking or called upon by host. Encouragement to use the chat box and have fun with it. Explain how to change the speaker view if guests want to see one person larger than the rest or all guests at once.
Gift Opening (5 min): Announce everyone may open their box. Cheers or explain what each item is and when it will be used.
Activity (10 min): Play one or two games with each other as an ice breaker or just to have a laugh. Pinterest has some great ones for easy printables or simple activities to try. Here’s a few ideas:
Pictionary
Create a cheese board or cocktail together
Trivia
Door prizes (ex. Last one to not say the word “Christmas” by the end of the call gets the prize.)
Just Dance app
One on One Sharing (15-20 min): Take turns checking in with each guest as prompted by the host. This is the time to get the scoop on their life, what’s new, how are the kids, show us your home etc.
Thank you/Wrap Up (5 min): As the host, this is your time to thank those who deserves credit or simply leave the call on for hanging out if there is no time restraint. If it is a formal party vs family, an end time is a nice closure for those who need “permission” to say goodbye.
via Palisades Canyon
I hope you found those tips helpful and try it out over the holidays this year! I’d love to see how you celebrate so please tag us on Instagram if you do something fun. There’s nothing that would give me more joy than to see you creating fun moments with your favorite people!
Wishing you good health and joy this holiday season,
Marina and the Roam Rentals Team