"It's on, Can you Hear Me?" Planning an Engaging Virtual Event
Friday Nights Out became game nights on Zoom. The weddings and showers in your calendar became intimate gatherings to be enjoyed from the comfort of your own bed. These virtual gatherings still brought their own beauty, and in some ways, they allowed us to attend events on the other side of the world, at the click of a button. But we have all been to those virtual events that feel dry and disconnected, prompting us to turn off our video and mute the audio.
London-based Event Planner Praneeja Roy, Roy Events, shares her top tips on planning a professional and engaging Zoom event for all audiences.
If someone had told me 8 months ago we will be hosting virtual weddings and baby showers, I would have given them a confused look. However as we live through these unprecedented times, they have brought in a wave of new celebrations from zoom weddings, birthdays, baby showers to drive-through weddings.
The journey from in person events to virtual events and weddings was a challenge for us but an exciting one!
We design events ranging from luxury weddings, soirees, birthdays, and corporate events. We run a Luxury Event Design and planning company where we design, plan and execute events such as destination weddings, weddings, baby showers, milestone events and curated luxury experiences.
Planning and organizing events has always been my passion and have been organizing events ever since I can remember. When COVID-19 hit we knew we had to act fast and come up with an innovative solution which would allow clients to still interact with their loved ones to celebrate those milestones.
Virtual platforms have become a go to place whether it was to interact with colleagues or family across the globe. So we knew we had to try and come up with new ideas and an unique way to use this platform to celebrate events and occasions.
When organizing virtual events there are a lot of new elements to consider compared to an in-person event. Initially we had our challenges and constantly wondered whether people were enjoying themselves or not. To tackle that challenge we just had to remember to tailor it to each individual and the purpose of the event and take it from there.
1) What are your top three tips for organizing a successful virtual event?
You need a plan of action just like an in person event. We create a basic timeline even for a 1.5 hour zoom event. We just find it flows better!
Get the timing right - a super long zoom event can be disengaging for the attendees. Keep it simple, short and sweet with enough facetime for the occasion
Keep it unique, if you are celebrating a mum-to-be or throwing a team building event for your colleagues. Know your audience and organise activities based on that.
Remember to have fun!
2) What was some of the feedback you got from clients about your virtual events?
“thank you so much for the most memorable virtual baby shower ever!!! You were an amazing host and I loved it so much!
The dress code, activities and everything was so perfectly planned that it’s gonna be a memory to cherish for life!
Thank you for all the efforts you guys have put in to make my lockdown baby shower so so so special! Lots of love to you”
3) What do you believe the future of events and weddings will look like for the next year?
As we try and get out of these unique times, the future of events and weddings are going to be completely different! Countries all over the world are at different stages of COVID19 and will be transitioning out at a different pace.
In the UK, small weddings of up to 30 are allowed, in India and America 50. More and more couples will realise the importance of a smaller intimate guest list and sharing the special moment with selective few.
Smaller number, intimate celebrations and attention to detail is where the event world is headed.
Thank You Praneeja for sharing your insight with our empowered women’s network! We are excited for the next virtual event!
Want to channel your inner Audrey Hepburn beauty at the next Zoom party?