How Experiential Moments Can Create That Wow Factor Your Virtual Event is Missing
Whether we are producing a multi-day conference, a non-profit gala, or a holiday party blowout, clients all ask for the same thing: that WOW! factor. That certainly has not changed with virtual events.
After 20 years of business, we have an enviable Rolodex full of incredible vendors as well as a plethora of ideas for live events. When we shifted into virtual events, we had to take a beat and reassess what would translate well for a digital experience. One thing we knew right away: this was definitely not an apples-to-apples situation. We would need to do some deep digging and vetting to find the best options for our clients. What we were thrilled to discover was that many of our favorite vendors were coming up with brilliant ways to translate their talents into the virtual experience.
When you have the privilege of working with creatives, it’s a pleasure to collaborate with them to build incredible guest experiences. Here are just a few of the many ideas that stood out to us.
Activities
One of the first events we transitioned from a live event to a virtual was a 500-person company picnic. We had already contracted with several vendors for the on-site event, and we wanted to find ways to honor our engagement with them. This is where collaboration was clutch.
Our mini weaving craft table turned into kits that we shipped to guests’ homes. When they logged into the event online, they could click a link to watch the artist give them a step-by-step tutorial. We sent a video production team to the artist’s backyard to safely and professionally film her tutorial then edited the content to make it sharp and concise.
How do you feature a returning favorite, like a reptile petting zoo, virtually? Originally, the plan had been for guests to be able to hold a python for a thrilling photo op; instead, we had our reptile wrangler create a show-and-tell video of his collection of reptiles and the kids loved it!
For the in-person event, the plan had been for guests to make flower crowns, but the logistics of shipping flowers for 500 people was a wilted disaster waiting to happen. The pivot took us to a new activity while working with the original florist. We shipped succulent terrarium kits to all of the guests, which provided another great hands-on activity option and alleviated the worry over potentially damaged floral shipments.
While there won’t always be a perfectly parallelled activity transitioning from in-person to virtual, we are able to make certain that the intent of the activity is translated well for the virtual realm. If an in-person activity isn’t going to work well as a virtual option, we’ll pitch you three new ideas that will work!
Entertainment
As we’ve been learning about new vendors that work well for virtual events, we were particularly surprised and delighted by a demo from a mindreader. Of course, we were skeptical at first but immediately won over by the performance. This type of entertainment works well on a virtual platform because the performer can engage with individuals and attendees will see their genuine shock-and-awe in real-time. (Our Creative Director Marianne legitimately geeked out over the mindreader.)
One of the easiest, most effective, and affordable entertainment options for your virtual event is games. Our team has a growing list of go-to vendors and the options out there range from silly to competitive to downright hilarious. We urge any client who’s considering holding a social virtual event to let our event experts help you incorporate a facilitated game experience. While not everyone can be a winner, it is a win-win because your guests are sure to have a wonderful time and it will take your attendee engagement to the next level.
Culinary
Our friends in catering were some of the hardest hit by COVID, but they are also the most creative and tenacious in the events industry so it’s no surprise to see what they’ve developed for virtual events. Some clients are seeing a big opportunity for savings by no longer having a bar and catering for their events, but to discount that as part of the attendee experience at a virtual event would definitely be a missed opportunity.
One of the greatest successes we’ve seen is facilitated mixology where guests are shipped cocktail kits and everyone is guided through making a cocktail together with an expert—not to mention charming—bartender. Once your guests have a cocktail in hand, they can break off into smaller groups to banter. During COVID, people are desperately missing opportunities for socializing and this allows them to share a toast with their colleagues.
Another great way to show your guests you love them is by shipping them a customized snack box. We have a vendor we adore who is killing it with thoughtfully curated, custom-branded boxes that are filled with the most delectable treats. Receiving a box of this caliber is enough to make any virtual event a true culinary experience.
Content Enrichment
Did you know that you can hire a celebrity to make a pre-recorded clip that you can incorporate into your program? We know this first hand because our team surprised our CHO with a personalized recording by one of her favorite queens from RuPaul’s Drag Race. Not only does this make a fun addition to your event, but the selection is quite extensive with prices to fit any budget. Just imagine having Chevy Chase introduce your keynote session… (By the way, he’s totally available for $500, just sayin’).
We always advise our clients to bring some surprise and whimsey into their programming, especially within the virtual realm where engagement is key to keeping those attendee eyes on the screen. Whether you opt for speakers wearing costumes or a surprise sing-a-long with your discussion panel, that unexpected element is not only going to delight your guests in the moment but it will also keep them talking about your event long after the last screen goes dark.
Recently, Kennedy Events produced a fundraising event for a local humane society; we brought in a live auctioneer (a fan favorite from the previous year’s live event) and of course, made sure the benefactors of the fundraising effort were front-and-center by having the emcee hold puppies for the aww factor. Any opportunity to make people smile, especially during a year like this one, provides invaluable additions to your content and your event.
Are You Ready to Take Your Virtual Event to the Next Level?
One thing the team at Kennedy Events excels at is incorporating opportunities to delight into every event. We’re currently offering a free 30-minute consultation with a virtual event expert, so if you’re looking for creative ways to make your attendees feel engaged and delighted, let's schedule a call today!
MaRIANNE JACKSON
Marianne Jackson is a senior producer and the creative director at Kennedy Events. She specializes in making our client’s biggest design and decor dreams tangible while also ensuring that the event day menu is worthy of a Zagat mention. (Seriously, her taste and culinary connections are that good). Her fervor for adventure, cuisine, and aesthetics is visibly apparent in every event—whether in-person or virtual—she produces.
About Kennedy Events
Kennedy Events began with one goal in mind—to produce high-level corporate events with just as much strategy as style. Maggie founded the company in 2000, found her match in Paige, and in 2011 the two became official partners. Since then, these two resourceful and brilliant creatives have pooled their strengths to build one one of the most the most sought after corporate event companies in San Francisco, New York, and Los Angeles.
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