Elevate the Virtual Event Experience with Attendee Gifts
As anyone who has done it can attest, shipping items to your virtual attendees is almost like planning an entirely different event. With a whole host of logistical considerations like navigating delivery deadlines, shipping alcohol across state lines or oceans, choosing food items that are shelf-stable, and knowing how to avoid breakable liabilities… It can feel like it’s almost not worth the headache.
But it is! We have seen over and over attendees light up at the experience of enjoying thoughtfully items shipped straight to their door. From tie-dying kits for team building to revealing their winnings off scratch cards during a financial presentation to toasting together after creating an elaborate cocktail under the tutelage of a mixologist, to props for a virtual photo booth, items big and small can make an enormous impact.
Amplifying the attendee experience through a thoughtful gifting program can be an overwhelming undertaking. We are here to help guide you through all the pitfalls of shipping to ensure your event is remembered long after they sign off your virtual event.
How We Got Here
The landscape of live events was turned on its head in 2019, forcing a collective shift from the traditional live event format into virtual and hybridized mediums. In a matter of days and weeks, the way we work and connect with peers, customers, and colleagues was changed forever. Convening through a screen, never mind celebrating through one, has most leadership stumped. Without a physical connection to the ideas, products, or people that make these events engaging, how can a virtual event create the same feeling of excitement among participants who are forced to interact solely through our new digital world?
We have shown our clients how to engage their audience during virtual meetings and events by sending gifts and activity kits in advance to be opened either before or during the event. From cookie decorating kits to regional packages loaded with local goodies, each assortment of snacks, activities, and gifted items are customized to your organization’s event agenda, theme, and company culture to make your virtual corporate event as engaging as the in-person event it is replacing.
How We Get Items from Here to There
Incorporating a gifting strategy early in the event planning process will be paramount to ensure adequate lead time can be built into your event timeline and that vendors have time to fulfill each element of the package. Time truly is of the essence, and in order to plan for all contingencies, you’ll want to keep these shipping considerations in mind.
Delayed Shipping
Increased shipping demands and slowed mail deliveries by the postal service will require a longer planning timeline to make sure you can get everything in your attendees’ hands before the event.
Package Components
Dimensions are just as important as weight. When planning your shipment, consider which components will fit together in a tight box. Remember, the smaller your dimensions, the less expensive your shipment will be. Depending on the items you choose to include, you could be looking at several shipments, a variety of vendors, and shipping from different locations. If each piece of your package is shipping from a different location, once the orders have been fulfilled who will be wrapping each component into one package? Don’t forget you also need to account for additional kits in case of loss or breakage. Building in the plan for the labor and time it will take to deal with the likely shipping errors, damaged packages, and the costs associated will set you up for success.
Branded Elements
Branded components and packaging create a tangible way for virtual attendees to interact with your brand. Not to mention, bold, colorful, and custom-made packaging will attract the necessary buildup and excitement from future attendees. Branding elements pack a punch, but it’s important to remember they come with a price…and also an addendum to your timeline. You’ll need to coordinate additional shipping efforts if you require items to be branded or to be shipped to one location to be packaged in a single, branded box.
The hurdles and hoops to overcome when you decide to do all the heavy lifting can keep you second-guessing as to what’s truly worth the effort, but memorable merchandise truly is the gift that keeps on giving for both your brand and your attendees.
Are You Wondering How You Can Get the Most Out of Your Virtual Gatherings?
Kennedy Events knows how to incorporate the right virtual event components to elevate your event. We take the stress out of sourcing, packaging, and distributing your gifts, saving you time so you get to focus on the rest of the event. Schedule a call to discuss how we can help you create a memorable virtual experience without all the guesswork.
PAIGE BUCK
Paige Buck is the co-owner of Kennedy Events, a large-scale event management company based in San Francisco, Los Angeles, and New York City. Our team creates stress-free conferences and events with a positive impact, which allows our clients to resonate with their audience. Kennedy Events specializes in producing flawless product launches, award ceremonies, fundraisers, and multi-day conferences while keeping our eye on retention and engagement goals.
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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