Now that you are in your World, you can execute your first event. Events can include small meetings, team training, theme parties, big blowout celebrations, and everything in between.
Virtual events need similar planning and attention to detail as in-person gatherings. Here, we will go over common questions that will help get you on the right track, as well as best practices. Also, “Best Practices for building an engaging experience" will help you discover the possibilities your World has to offer.
Prior to Your Event
The amount of time you’ll need to plan will depend on the type. It’s best to leave at least a few days before any event. Some questions to ask yourself before you start planning are:
How many people will be attending?
You might think a virtual event can hold as many people as you want without worry. However, there are some adjustments you will need to make depending on the size. These include, how big to set the avatars, audio considerations, and what types of games and interactions (like breakouts) you will need to plan.
What type of event is it?
What is your theme? Or what could your theme be?
Do you already have content to share? We recommend three-five pieces of content per Room to keep your guests engaged.
Will you have any sponsors?
Will you have games, and what kind of games will there be?
Will there be special guests, speakers, presenters, or hosts?
How many items are on your agenda? What topics are you covering? Even a party can have a goal–maybe the team is stressed and this will lighten the mood.
What are your goals? What does success look like? Don’t worry, if throwing a party, having fun and developing relationships is very reasonable.
Theme
Your Room’s background design sets the stage for everyone attending. Having a birthday party for a coworker obsessed with the ocean–upload under the sea artwork in each Room. Entertaining a prospect–choose a background that showcases their logo and product. Training your team on new processes–set up your rooms to showcase what they will learn during training.
The technical specs for a background image are 16:9 hi-res, with dimensions no smaller than 1280x720. The preferred file format is .webp, but .jpg and .png are also acceptable. File size should be less than 10MB. Please note that the larger the file size, the longer it will take to load the image as people enter the Room.
Some questions to ask as you think about your event’s theme:
Is it fun and casual, training-focused, or strictly business?
What kind of background designs will compliment your theme?
Find a photo or illustration that matches the energy you want your guests to feel.
If you have a sponsor(s), what presence will they have:
Are you using their logo only? If so, where? Have they approved?
Would they like to provide any artwork for a Room(s)? If yes, let them know the specs.
Will they be speaking or having a role outside of artwork?
Games
Will there be any games? We recommend at least having an ice breaker game when you start. This allows people to become comfortable with the virtual space, and you can quickly note if anyone seems to be having issues (if they are not participating).
If you need need any ideas or advice regarding virtual games, make sure to check out Games and Activities.
Special Guests
You might need a host, presenter, or speaker at your event. Set your special guest up for success by carefully planning their portion and ensuring they understand how your World works.
Will there be a keynote speaker(s) or presenter(s)?
If yes, is that person committed to your date?
Do they know what they will be speaking about? Do they have a presentation ready, or is it in the works?
By what date will all the content they will be sharing be ready?
Do they understand how a virtual event works? If not, share with them the host/presenter tips.
Does your host understand how to entertain a virtual crowd?
Content
Prior to your event, and even before your rehearsal, you’ll want to add content to each Room. There are a lot of options and ways to add content. You’ll find everything you need to know in “Interactive Room Content: How to Add, Resize, and Delete it.” As a reminder, best practice is three-five pieces of content per Room.
Now that you have all of your information, set the date, invited your guests, and added content to your Rooms, you are ready to do a pre-event run-through. We recommend rehearsing to guarantee your staff and any special guests are prepared and understand how everything will work. Go over our “Pre-Event Technical Checklist” for best practices and technical support during your rehearsal or run-through.
If you have any other questions, check out our help documents or contact your technical support.