VIRTUAL HOLIDAY EVENT PLANNING: SIMPLE 6-STEP CHECKLIST FOR STRESS-FREE TEAM CELEBRATIONS

This checklist helps you efficiently plan virtual holiday events for a memorable and festive team experience.

Planning a virtual holiday event can feel like a lot, especially when year-end deadlines and celebrations all hit at the same time. Between choosing a fun activity, coordinating shipping, and making sure your global team feels included, it’s easy to get overwhelmed.

We know how challenging it can be. That's why we've come up with a comprehensive, simplified free guide on your virtual holiday event planning. We believe you don't have to be alone in the struggle to bring the festivities to a digital screen!

In this article, you will find a six-step framework that we've put together from the moment you consider a memorable virtual holiday team building event to post-event.

The Checklist That Works for Any Virtual Holiday Event Planning

1. Initial Planning

2. Virtual Event Details

3. Kit Shipment

4. Final Preparations

5. Day of the Virtual Event

6. Post-Event Follow-Up

   
   

Part 1: Initial Planning

Before anything else, your virtual holiday event planning must start with a solid foundation. Otherwise, it's only gonna rain frustrations and unnecessary costs. This stage is about answering questions such as what does your team plan on achieving? How much should be spent on this holiday team  building event? 

• Identify Event Goals

  • Define the main objectives, such as team bonding or cultural appreciation. Determine the desired outcomes, like boosting morale or enhancing cross-cultural understanding.

  
  

• Establish Event Budget

  • Set a clear budget, accounting for hosting fees, materials, and shipping, including international kits. Ensure all expenses are covered to avoid surprises during planning.

    
    

• Research for Virtual Event Planner

  • Find virtual event partners that offer unique, diverse experiences with inclusive kits. Ensure they can handle global shipping and align with your specific objectives, such as cultural awareness.

    
    

• Submit Inquiries and Request Quote

  • Schedule a call with potential virtual event partners to discuss options, get recommendations, and obtain quotes. Share your objectives, budget, and a brief team description to ensure alignment.

    
    

• Determine Event and Finalize Partner

  • Conduct a quick survey or ask your remote and hybrid team what type of virtual event they prefer. Consider past successful team experience and choose one that aligns with your goals. Finalize your virtual event partner, ensuring they can handle any shipment restrictions, and book an all-inclusive kit that fits your budget.

Part 2: Virtual Event Details

Now that you've answered the questions, you can move from the what and the why to how. One of the biggest challenges in virtual events is combatting zoom fatigue and ensuring that your team will truly experience creative interaction and high engagement. Remember, a successful team building  experience is nailed down to be more about the quality of the event, time, platform/technology used, entertainment, and the overall impact.

• Book and Finalize Virtual Event Date & Time

  • Choose a date that works for your team, keeping global time zones and holidays in mind. Schedule the team building celebration  at least 2 weeks ahead for timely kit delivery, and 3 weeks for international shipments to avoid delays. Remember, customs and carriers are busier during the holiday season, especially in December!

• Settle Payment and Invoice

  • Process the virtual event payment and/or purchase order according to your company’s requirements. Confirm the payment terms and methods accepted by your virtual event partner to avoid last-minute complications.

• Collect Guest Registrations

  • Collect registration details, including dietary restrictions or preferences. Create your own form to collect addresses or ask for support from your virtual event partner.

• Coordinate Meeting Link

  • Once registration has closed, create your own event link or ask the virtual event partner to create one, depending on your preference or company policy. Ensure the virtual event partner has host capabilities for the event.

Part 3: Kit Shipment

For the teams in the remote world, event kits are what connects them. It serves as a physical bridge to connect and be present for the virtual event. This phase is crucial, too, as it leads to the success of your  virtual holiday event planning and skimp on last-minute headaches and a terrible team experience. 

• Get Access to Tracking Numbers

  • Having tracking numbers readily available ensures you can monitor the status of each kit shipment. While virtual event partners usually track these shipments, having your own access allows for quicker resolutions if issues arise.

• Answer Shipping Questions

  • Stay informed about any shipping-related questions or issues that may come up. Collaborate with your virtual event partner to address and resolve kit problems efficiently, especially with time sensitive concerns and non-responsive guests.

• Check Kit Delivery Status

  • Ensure all kits are on track by verifying delivery through tracking numbers and confirmations. This step helps prevent last-minute issues and guarantees that all guests have their materials before the day of the team building event.

• Confirm Kit Receipt

  • Engage with guests to personally confirm they've received their kits. This proactive approach helps identify and resolve any delivery issues early, ensuring everyone is prepared for the virtual event.

• Plan for Possible Reshipments

  • Be prepared for potential reshipments due to late registrations or address issues. Aiming for guests to receive kits 3 days before the virtual event allows time to address these challenges, ensuring all receive their materials on time.

Part 4: Final Preparations

Even when the major decisions have been made and your DIY kits are shipped to you and your team across the world, it's not yet the time to sit back and relax. The final preparation stage is your last line of defense against challenges that may arise on the day of the virtual event like technical glitches, scheduling mishaps, and sometimes, even communications.

• Schedule Partner Pre-Event Call (optional)

  • Confirm goals and objectives with your virtual event partner, ensuring the meeting link is correct. Address any concern kit shipment, run of the show or custom requirements.

• Settle Outstanding Balance

  • Ensure all outstanding payments are settled according to virtual event company procedures. This avoids any disruptions on the day of the team building event or potential late fees.

• Test Technology

  • Verify that all guests can access necessary technology, such as Zoom and breakout rooms. Run a test with the host and instructor to guarantee a smooth technical experience, if they are unfamiliar with a virtual event platform.

• Communicate Guest Reminders

  • Send a final reminder to guests, confirming they’ve received complete and damage-free kits. Remind them of any pre-event instructions, such as shopping items or tools needed, and include these details in the meeting calendar invite.

Part 5: Day of the Virtual Event

The big day has finally arrived! After all the virtual holiday event planning, it's to get things moving with management and event execution. Your team will only focus on the final outcome of the event. Focusing on a seamless, smooth launch with an expert host and instructor is the key to an impactful virtual team building event. 

• Meet with Host and Instructor

  • Meet with the host and/or instructor 15 minutes before the event for audio, video, and interactive features. If using a new platform, ensure a demo has been provided beforehand to confirm hosting capabilities.

• Engage with Guests

  • Ensure the virtual event partner will warm up the group, promote active participation, and engage everyone through the activity demo. Additionally, ask them to take pictures and capture key moments during the event.

• Enjoy the Virtual Holiday Event

  • Be present and enjoy the team building yourself, as this is the culmination of all the planning. With a trusted virtual event partner managing the details, you can relax and fully engage in the experience, knowing everything is under control.

Part 6: Post-Event Follow-Up

Often overlooked, the post-event follow up phase is crucial for ensuring the objectives of the virtual holiday team event are met. It shows appreciation to your team, measuring impacts, and sharing future team building events with your corporate remote team. Above all, it is also an opportunity to gather data on what should be done for a better virtual holiday event planning for the next year. 

• Send Thank You Notes

  • Send personalized thank-you emails to all guests including a group picture and key event highlights. Share relevant resources such as recipes, blog posts, and video recordings.

• Gather Feedback and Review Outcomes

  • Distribute a post-event survey to collect feedback on the event’s success and areas for improvement. Compare the virtual event’s results against your initial goals, documenting successes, challenges, and lessons learned for future planning.

• Provide Vendor Review and Feedback

  • Share feedback with the virtual event partner, highlighting what worked well and offering constructive suggestions for future events. This helps them improve their services and tailor future collaborations to your needs.

How Do You Choose Your Best Virtual Holiday Event  Partner? 

This is often the point where organizers decide whether to manage the entire planning internally or partner with an expert to handle the complex fulfillment and execution.

Choosing the right partner for your virtual holiday event is crucial to a successfully executed event. What criteria should you consider? Let’s explore the 6 essential factors that ensure your holiday planning partner like Kits by Food Craft is the perfect fit for your team.

1. Inclusive Kits with Global Shipping

   We are a a small  business, providing all-inclusive kits shipped globally, ensuring every guest can fully engage without extra shopping required and no matter their location.

2. Unique and Culturally Diverse Experiences:

   Our virtual events are designed to celebrate global cultures, creating opportunities for your team to bond through shared, meaningful, and diverse activities. Each team building is equipped with interactive trivia and fun engagement to promote diversity.

3. Seamless Event Management:

   From guest registration and kit tracking to real-time tech support, we handle all the logistics, allowing you to focus on enjoying the virtual event with your team.

4. Expertise in Corporate Events

   With extensive experience managing corporate virtual events, we understand the challenges and nuances of fostering team engagement, especially in diverse and global teams.

5. Personalized, Hands-On Service:

   We work closely with you to customize every detail, ensuring the virtual event aligns with your team’s goals and values while offering exceptional customer support.

6. Support for a Woman of Color-Owned Small Business:

   By choosing us, you're supporting a Filipina-American owned small business with a mission to create joy and connection through culturally rich events! Learn about our story here.

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At Kits by Food Craft, we provide innovative and engaging virtual teambuilding experiences. We've helped over 1000+ dream teams globally foster stronger connections and boost morale through our unique virtual events. 

As an AAPI woman-owned small business, Kits by Food Craft is passionate about promoting cultural awareness and diversity through food, drink, and craft experiences. We believe that shared experiences bring people together, making workplace celebrations more meaningful and inclusive. Learn more about our story here.

Get Started Today:

• Schedule Free Event Planning: Let’s create a custom experience tailored to your team’s interests.

  
  

• Explore Other Virtual Events: Discover more ideas and if you can't find what you are looking for, contact us!

  
  

• Subscribe to Crafter Club: Subscribe to consistent, diverse and budget-friendly virtual events with kits delivered. Claim your $200 onboarding credit!