{"id":3165,"date":"2020-10-29T10:00:47","date_gmt":"2020-10-29T10:00:47","guid":{"rendered":"https:\/\/partywizz.com\/blog\/?p=3165"},"modified":"2020-11-02T15:51:41","modified_gmt":"2020-11-02T15:51:41","slug":"hosting-a-virtual-christmas-party","status":"publish","type":"post","link":"https:\/\/partywizz.com\/blog\/corporate\/hosting-a-virtual-christmas-party\/","title":{"rendered":"Hosting a virtual Christmas party"},"content":{"rendered":"\n<p class=\"wp-block-paragraph\">Learn how to plan a virtual Christmas party for your employees.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">Do to COVID-19 restrictions, regular events are more difficult to plan for the foreseeable future. But that doesn\u2019t mean you can\u2019t celebrate.<\/p>\n\n\n\n<!--HubSpot Call-to-Action Code --><span class=\"hs-cta-wrapper\" id=\"hs-cta-wrapper-c38ee26f-ac5e-413b-aad4-b85de6748b10\"><span class=\"hs-cta-node hs-cta-c38ee26f-ac5e-413b-aad4-b85de6748b10\" id=\"hs-cta-c38ee26f-ac5e-413b-aad4-b85de6748b10\"><!--[if lte IE 8]><div id=\"hs-cta-ie-element\"><\/div><![endif]--><a href=\"https:\/\/cta-redirect.hubspot.com\/cta\/redirect\/3811420\/c38ee26f-ac5e-413b-aad4-b85de6748b10\" target=\"_blank\" rel=\"noopener noreferrer\"><img decoding=\"async\" class=\"hs-cta-img\" id=\"hs-cta-img-c38ee26f-ac5e-413b-aad4-b85de6748b10\" style=\"border-width:0px;\" src=\"https:\/\/no-cache.hubspot.com\/cta\/default\/3811420\/c38ee26f-ac5e-413b-aad4-b85de6748b10.png\"  alt=\"&gt;&gt; Hire Entertainers For Virtual Events\"\/><\/a><\/span><script charset=\"utf-8\" src=\"https:\/\/js.hscta.net\/cta\/current.js\"><\/script><script type=\"text\/javascript\"> hbspt.cta.load(3811420, 'c38ee26f-ac5e-413b-aad4-b85de6748b10', {}); <\/script><\/span><!-- end HubSpot Call-to-Action Code --><\/a><\/span>\n\n\n\n<p class=\"wp-block-paragraph\">In the following sections, we\u2019re going to break down everything you need to know to plan a great virtual Christmas party.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">Let\u2019s get started.<\/p>\n\n\n\n<h2 class=\"wp-block-heading\">Overview<\/h2>\n\n\n\n<p class=\"wp-block-paragraph\">A \u201cregular\u201d Christmas party is a single event that usually lasts 4 hours or more.  You might start with some food and drinks, followed by some entertainment, then speeches before wrapping up the evening with music.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">Virtual events are different. Instead of having one main event, organisers often plan multiple small pods for people to join in. For example:<\/p>\n\n\n\n<ul class=\"wp-block-list\"><li>Speeches<\/li><li>Activity pods<\/li><li>Team\/department pods<\/li><li>[\u2026]<\/li><\/ul>\n\n\n\n<p class=\"wp-block-paragraph\">Think of it as a mini-convention rather than a single event.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">Planning one is easier than it sounds but it does require the same amount of care and attention to detail as planning a regular event.<\/p>\n\n\n\n<h2 class=\"wp-block-heading\">Choosing a date and time<\/h2>\n\n\n\n<p class=\"wp-block-paragraph\">While the location is no longer an issue, the date and time still are worth thinking about.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">Generally, the best time for hosting an in-person company event is in the evenings or during the weekends. This isn\u2019t necessarily true for virtual events.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">There are a lot of factors you need to consider. Here are a few to get you started:<\/p>\n\n\n\n<ul class=\"wp-block-list\"><li>Do employees get time off for the event? For example an afternoon off.<\/li><li>Is there anything major on? The Oscars, a GAA match, the first annual Christmas screening of Die Hard\u2026<\/li><li>Does the event overlap with family time\/tasks? For example, picking up the kids from school. Remember, your employees are unlikely to book a babysitter for a virtual event.<\/li><li>Are you planning the event for just your employees or their families as a whole?<\/li><li>Is it a busy time of year for any department in particular? For example, mid-December your sales team might be extremely busy while your other teams are already in \u201cwrap-up\u201d mode.<\/li><\/ul>\n\n\n\n<p class=\"wp-block-paragraph\"><strong>Pro-tip<\/strong>: As a rule of thumb, we recommend blocking off a Friday afternoon in December. The event is less likely to conflict with any other plans and it allows you to space out your different Zoom activities.<\/p>\n\n\n\n<h2 class=\"wp-block-heading\">Setting up the tech<\/h2>\n\n\n\n<p class=\"wp-block-paragraph\">Most likely, your company already has all the tech needed to host a virtual Christmas party. All you need is a professional Zoom membership, good internet, decent microphones and Webcams.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\">Zoom<\/h3>\n\n\n\n<p class=\"wp-block-paragraph\">You can run your entire virtual event on Zoom (or equivalent software). However, using a free version of zoom will not work. Group calls are limited to 40 minutes which is generally too short, so you\u2019ll probably need a business account.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">These currently start at \u20ac190 a month for 10 hosts (i.e admin users). At that price you get:<\/p>\n\n\n\n<ul class=\"wp-block-list\"><li>10 concurrent meetings (+ breakout rooms)<\/li><li>Each meeting supports up to 300 participants.<\/li><\/ul>\n\n\n\n<p class=\"wp-block-paragraph\">If you need more users, you can add additional users\/hosts. You can see all the prices on <a href=\"https:\/\/zoom.us\/pricing\">the Zoom website.<\/a><\/p>\n\n\n\n<p class=\"wp-block-paragraph\">At first glance, it may sound expensive. However, if you compare that to the price of renting a venue and providing drinks etc., it\u2019s a relatively small outlay.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">Business accounts are billed monthly which means you can cancel at the end of the month if you don\u2019t need Zoom (or that particular package) any more.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\"><strong>Note<\/strong>: Small companies might get away with using a pro account. These start at \u20ac14 per user and are limited to 100 participants.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\">Pre-recorded content<\/h3>\n\n\n\n<p class=\"wp-block-paragraph\">To improve the quality of your content, you can pre-record some of it and stream it through Zoom. It sounds safer but be aware that there is a trade-off, as pre-recorded content may not be as engaging.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">If your employees are \u201cjust\u201d watching a video, they won\u2019t get the feeling of being at a live event.  That doesn\u2019t mean you need to stay away from it entirely but you want to find the right balance between pre-recorded and live.<\/p>\n\n\n\n<h2 class=\"wp-block-heading\">Determining the pods<\/h2>\n\n\n\n<p class=\"wp-block-paragraph\">When planning the pods, remember that this virtual event is replacing a party and not a business meeting, so every step of the way, plan for fun.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">Remember: Engagement is king. People don\u2019t want to sit through an hour of doing nothing. It\u2019s not a movie, it\u2019s a party.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\">Pod sizes<\/h3>\n\n\n\n<p class=\"wp-block-paragraph\">The size of a pod will depend on how interactive it is. The more interactive the pod, the smaller the groups.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">For example, if you have a digital card game pod, you\u2019re going to want to set the max capacity of the pod to 6 people (or however many can play simultaneously).<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">The good news is that it\u2019s very easy to create a new pod on the spot. If the pod is full and people are still interested in joining, create a new breakout room and add it to the calendar.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\">How many pods do you need?<\/h3>\n\n\n\n<p class=\"wp-block-paragraph\">The total number of pods you need will depend on your expected attendance.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">For example, if you expect to have 80 people at the event, then you might want to plan 5 pods of 10 people that are repeated twice and one \u201cmain pod\u201d where everyone is invited (for example the CEO speech).<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">Don\u2019t overthink it. Just make sure you have enough space so that everyone gets to do something.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\">Pod duration<\/h3>\n\n\n\n<p class=\"wp-block-paragraph\">Keep each pod activity fairly short. The ideal length will depend on the nature of the activity. But as a rule of thumb, keep everything under an hour.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">If it lasts just 10 minutes but, they are 10 great minutes, then that\u2019s perfect. Don\u2019t make the pods longer than they need to be.  As people are sitting behind screens, the level of engagement just isn\u2019t the same.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\">Pod ideas<\/h3>\n\n\n\n<p class=\"wp-block-paragraph\">When it comes to entertainment over Zoom, the possibilities are endless. Consider your audience and what they are likely to enjoy. Then plan accordingly.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">Here are a few examples to get you started:<\/p>\n\n\n\n<ul class=\"wp-block-list\"><li><strong>Speeches<\/strong>: the CEO or manager might want to make a speech to cap off that year&#8217;s hard work.<\/li><li><strong>Digital Santa<\/strong>: you can book Santa to call in over Zoom (this is especially relevant for the kids of your employees but it can be fun for adults too!).<\/li><li><strong>Magic shows<\/strong>: you can <a href=\"https:\/\/partywizz.com\/search\/corporate\/magicians\">book a magician<\/a> to perform a show online to baffle and amaze your employees. It\u2019s fun, different and original.<\/li><li><strong>Music bingo<\/strong>: You can play a game of music bingo online. It\u2019s a fun and interactive game that\u2019s easy to play.  Or <a href=\"https:\/\/partywizz.com\/search\/corporate\/djs\">book a professional entertainer <\/a>to host it<\/li><li><strong>Pub Quiz<\/strong>: Similarly, you can host a pub quiz on Zoom. &nbsp;Just make sure that your questions can\u2019t be answered by Google. One option is to have company-related questions such as: &#8216;How many interns do we currently have?&#8217;<\/li><li><strong>Video games<\/strong>: as everyone is behind their laptop\/tablet, playing a video game is an easy option. Just make sure you choose one that is suitable and easy to learn. <\/li><li><strong>Workshops<\/strong>: plan a virtual workshop for the guests to learn a new skill. This can be work-related but doesn\u2019t have to be. For example, a cooking workshop.<\/li><\/ul>\n\n\n\n<p class=\"wp-block-paragraph\">For some more ideas, check out our dedicated article on <a href=\"https:\/\/partywizz.com\/blog\/corporate\/22-corporate-zoom-party-ideas\/\">corporate Zoom entertainment ideas<\/a>.<\/p>\n\n\n\n<h2 class=\"wp-block-heading\">Choosing the speakers<\/h2>\n\n\n\n<p class=\"wp-block-paragraph\">Once you have established your pods, you need to establish the speakers. They\u2019ll be in charge of conducting the pod activity.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">In some cases, it\u2019s obvious. For example, speeches will naturally be done by senior managers. Similarly, if you\u2019re hiring external entertainers, they\u2019ll take care of their pod.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">You only need to take care of the pods that don\u2019t have a natural\/default speaker.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">For advice on Zoom entertainment, you can check out our <a href=\"https:\/\/partywizz.com\/blog\/entertainers\/entertainers-guide-to-using-zoom\/\">guide to hosting zoom shows<\/a>. It\u2019s for entertainers but a lot of the advice applies here too. &nbsp;<\/p>\n\n\n\n<p class=\"wp-block-paragraph\"><strong>Pro tip<\/strong>: to make their pod run smoothly, they\u2019re going to want to be extremely familiar with Zoom.<\/p>\n\n\n\n<h2 class=\"wp-block-heading\">Creating a calendar<\/h2>\n\n\n\n<p class=\"wp-block-paragraph\">The purpose of the event calendar is two-fold. Firstly, it tells your employees when different events start and secondly it acts as a map for your employees to hop between different group sessions.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\">Setting up a calendar<\/h3>\n\n\n\n<p class=\"wp-block-paragraph\">We recommend using a popular calendar tool such as Google calendar or Outlook (i.e just stick with what your company usually uses). They can then be shared internally.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">Don\u2019t print out the schedule. It sounds tempting, as it adds a physical element to the event. However, the reality is that things are going to change up until the event and even during the event.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">Using a digital calendar, allows you to set up new calls &amp; breakout rooms (i.e pods) on the fly when you need them.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">That way if a pod is a lot more popular than anticipated, you can adjust accordingly.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\"><strong>Pro-tip<\/strong>: If you ask your employees to confirm attendance on the calendar, it will give you an estimate of how many people are going to attend each pod.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\">Pod scheduling<\/h3>\n\n\n\n<p class=\"wp-block-paragraph\">The benefit of planning a virtual Christmas party is that you don\u2019t have to have all of the pods on at the same time. Instead, you can spread them out throughout the entire event.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">Two common approaches are:<\/p>\n\n\n\n<p class=\"wp-block-paragraph\"><strong>Ad hoc participation<\/strong><\/p>\n\n\n\n<p class=\"wp-block-paragraph\">Simply list all the pods ahead of time and let people join in as they please. This is the simplest option.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\"><strong>Rotation<\/strong><\/p>\n\n\n\n<p class=\"wp-block-paragraph\">Create different teams and groups, and have them rotate through the different pods. The benefit is that everyone gets to try out everything. The downside is that it does require some additional planning.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\">Pod Intermissions<\/h3>\n\n\n\n<p class=\"wp-block-paragraph\">Don\u2019t leave too much downtime between pods. 10 to 15 minutes max. It increases the chances of people dropping out.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">Instead, cover up your downtime by setting up some breakout rooms for casual chats. It\u2019s a key component of parties, virtual or otherwise.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\">Virtual helpdesk<\/h3>\n\n\n\n<p class=\"wp-block-paragraph\">Zoom is very easy to use. However, some people are still going to need help. For that reason, we recommend that you have a virtual helpdesk.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">This might just be a dedicated &#8216;Slack channel&#8217; or email that people can contact to get their question answered.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">For small events, you can probably get away with just the organisers replying to these queries. However, for larger events, you\u2019re going to want a dedicated person (or more).<\/p>\n\n\n\n<h2 class=\"wp-block-heading\">Adding some physical elements<\/h2>\n\n\n\n<p class=\"wp-block-paragraph\">To make the event more tangible, you may like to add some physical elements to it. We\u2019ve listed a few ideas you can consider below.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\">Physical Prizes<\/h3>\n\n\n\n<p class=\"wp-block-paragraph\">For every activity that has a winner, why not hand out, or rather send out, physical prizes. It\u2019s a great way to make the event feel more real and memorable.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\">Food vouchers<\/h3>\n\n\n\n<p class=\"wp-block-paragraph\">Instead of paying for catering as you would normally do, why not send out food vouchers to all your employees instead. It will make their day!<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">If you\u2019re based in Ireland, you can get vouchers on <a href=\"https:\/\/deliveroo.ie\/business\">Deliveroo<\/a> and <a href=\"https:\/\/www.uber.com\/us\/en\/business\/solutions\/eats\/overview\/\">Uber eats<\/a>. It\u2019s more affordable than you think! It will come out as way cheaper than paying for catering at an event.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\">Care packages\/gift boxes<\/h3>\n\n\n\n<p class=\"wp-block-paragraph\">The equivalent of a goodie bag for adults\u2026 Send out care packages to all your employees filled with goodies for the festive season.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\">Do-as-I-do activities<\/h3>\n\n\n\n<p class=\"wp-block-paragraph\">If your pods require your employees to get their hands dirty, for example by following along with the pod presenter in a DIY activity, it will make them feel more in the moment.<\/p>\n\n\n\n<h2 class=\"wp-block-heading\">Sending out invitations<\/h2>\n\n\n\n<p class=\"wp-block-paragraph\">You want to make the invitations feel as personal and fun as possible. For that reason, we recommend that you don\u2019t use the built-in Zoom system.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">It\u2019s designed for business meetings, not parties.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">Instead, we recommend that you create a custom email\/invitation, either digital or print.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\">Digital<\/h3>\n\n\n\n<p class=\"wp-block-paragraph\">The easiest way to do this is to use an email marketing tool. For example <a href=\"https:\/\/mailchimp.com\/\" target=\"_blank\" rel=\"noreferrer noopener\">Mailchimp<\/a>.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">Basic information to include:<\/p>\n\n\n\n<ul class=\"wp-block-list\"><li>Theme <\/li><li>Calendar link<\/li><li>Start time<\/li><li>End time<\/li><li>What\u2019s required for the show<\/li><\/ul>\n\n\n\n<p class=\"wp-block-paragraph\"><strong>Pro-tip<\/strong>: some corporate servers block Mailchimp by default. If you face that problem, send the invitation to yourself and then re-send from your inbox.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\">Print<\/h3>\n\n\n\n<p class=\"wp-block-paragraph\">To add a physical element to your virtual party, you might want to print and mail out the invitations. It\u2019s a bit more expensive, but it makes the event feel a lot more personal. This might help increase attendance.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">You\u2019ll want to include the same basic information shown above.<\/p>\n\n\n\n<h2 class=\"wp-block-heading\">Closing Thoughts<\/h2>\n\n\n\n<p class=\"wp-block-paragraph\">Hopefully, this article has given you some ideas for your virtual Christmas party.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">For some more general <a href=\"https:\/\/partywizz.com\/blog\/corporate\/planning-a-christmas-party\/\">corporate Christmas party planning ideas<\/a>, check out our dedicated article on the topic.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">At PartyWizz, we specialise in providing\u00a0<a rel=\"noreferrer noopener\" href=\"https:\/\/partywizz.com\/search\/corporate\" target=\"_blank\">corporate entertainment<\/a>. Both in-person and\u00a0<a href=\"https:\/\/partywizz.com\/partners\/dublin-zoom-party-entertainers-for-hire\" target=\"_blank\" rel=\"noreferrer noopener\">digital<\/a>. If you\u2019re based in Ireland or the UK and you\u2019re looking for corporate entertainment, feel free to get in touch.\u00a0<\/p>\n\n\n\n<!--HubSpot Call-to-Action Code --><span class=\"hs-cta-wrapper\" id=\"hs-cta-wrapper-c38ee26f-ac5e-413b-aad4-b85de6748b10\"><span class=\"hs-cta-node hs-cta-c38ee26f-ac5e-413b-aad4-b85de6748b10\" id=\"hs-cta-c38ee26f-ac5e-413b-aad4-b85de6748b10\"><!--[if lte IE 8]><div id=\"hs-cta-ie-element\"><\/div><![endif]--><a href=\"https:\/\/cta-redirect.hubspot.com\/cta\/redirect\/3811420\/c38ee26f-ac5e-413b-aad4-b85de6748b10\" target=\"_blank\" rel=\"noopener noreferrer\"><img decoding=\"async\" class=\"hs-cta-img\" id=\"hs-cta-img-c38ee26f-ac5e-413b-aad4-b85de6748b10\" style=\"border-width:0px;\" src=\"https:\/\/no-cache.hubspot.com\/cta\/default\/3811420\/c38ee26f-ac5e-413b-aad4-b85de6748b10.png\"  alt=\"&gt;&gt; Hire Entertainers For Virtual Events\"\/><\/a><\/span><script charset=\"utf-8\" src=\"https:\/\/js.hscta.net\/cta\/current.js\"><\/script><script type=\"text\/javascript\"> hbspt.cta.load(3811420, 'c38ee26f-ac5e-413b-aad4-b85de6748b10', {}); <\/script><\/span><!-- end HubSpot Call-to-Action Code --><\/a><\/span>\n","protected":false},"excerpt":{"rendered":"<p>Learn how to plan a virtual Christmas party for your employees. Do to COVID-19 restrictions, regular events are more difficult to plan for the foreseeable future. But that doesn\u2019t mean you can\u2019t celebrate. In the following sections, we\u2019re going to break down everything you need to know to plan a great virtual Christmas party. Let\u2019s [&hellip;]<\/p>\n","protected":false},"author":1,"featured_media":3167,"comment_status":"closed","ping_status":"open","sticky":false,"template":"","format":"standard","meta":{"footnotes":""},"categories":[15],"tags":[],"class_list":["post-3165","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-corporate","entry","has-media"],"yoast_head":"<!-- This site is optimized with the Yoast SEO plugin v28.3 - https:\/\/yoast.com\/product\/yoast-seo-wordpress\/ -->\n<title>Hosting a virtual Christmas party | PartyWizz Blog<\/title>\n<meta name=\"description\" content=\"Learn how to plan a virtual Christmas party for your office. Plan something fun, unique and unforgettable online for your employees.\" \/>\n<meta name=\"robots\" content=\"index, follow, max-snippet:-1, max-image-preview:large, max-video-preview:-1\" \/>\n<link rel=\"canonical\" href=\"https:\/\/partywizz.com\/blog\/corporate\/hosting-a-virtual-christmas-party\/\" \/>\n<meta property=\"og:locale\" content=\"en_US\" \/>\n<meta property=\"og:type\" content=\"article\" \/>\n<meta property=\"og:title\" content=\"Hosting a virtual Christmas party | PartyWizz Blog\" \/>\n<meta property=\"og:description\" content=\"Learn how to plan a virtual Christmas party for your office. 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