6 tips for organising a virtual kick-off event

Kicking off a new year or a new period with an organization? The most fun and effective way to do this is with a kick-off event. Getting everyone on the same page, clarifying the why again, and getting everyone into the positive vibe. Nothing is as satisfying as that to get the inspiration flowing again. Skipping it is not an option, if you ask us. After all, in times of viruses and lockdowns, such an event can also be done very well virtually. An advantage is precisely that it often requires less preparation time than an offline event. The virtual kick-off event can be set up within a few days. How? We have 6 tips for you. 

Tip 1: for a successful virtual event: determine ambition and objective

Like live events, online events are an important tool in a brand's marketing strategy. It is therefore important to properly determine the objectives and strategy you want to convey to your target audience in the starting phase. Then take a critical look at what resources are needed to launch a successful campaign and check carefully whether this course aligns with the brand promise. Unlike with a Live event, you can already make good use of the experience in the preliminary phase by, for example, teasing the audience beforehand with substantive content. This stimulates visitor engagement. By now, a large number of Event marketing agencies have specialized further in this over the past months to shape these objectives in an innovative way in a Virtual event that makes an impact on the visitor. Agencies like D&B eventmarketing, XSAGA, and Effectgroep are showing in these times that Online events with the right strategy are highly successful. 

Tip 2: for an atmospheric and energetic online kick-off event: make use of an inspiring space

Just because it's an online event doesn't mean a stage isn't needed. The space in which the event is held contributes greatly to the atmosphere. An important requirement of the space is large screens. For both the speakers and the audience, being able to show the audience is important for connecting with each other. A large screen becomes a virtual grandstand and is at the same time a giant backdrop. And the larger that screen is, the more the kick-off event comes to life. In our XL Studio, the huge 500m2 screen is the backdrop, which immediately does a lot for the atmosphere. This makes it a fantastic location for online events. The hall is fully equipped for livestreams and studio recordings, so with a director, professional cameras, and enormous internet bandwidth, this event really hits home with all online participants. TEDx Amsterdam Women 2020 made use of the giant backdrop by filling it with beautiful content and created three settings side-by-side on stage.

Photo:  Rebekka Mells – TEDxAmsterdam Women 2020 co-organized by Buro Anne.

Tip 3: for a ‘highly attended’ virtual kick-off event: shorter lead time and program

Because guests don't have to travel for an online event, it is easy to register as a visitor. And since a virtual event is easier to fit into the calendar, you can start inviting people later. Participants of online events are even less inclined to sign up for an event that is too far in the future. In addition, the programs of online events are often shorter and more compact than live events. There are fewer breaks and networking moments, and it is important to keep participants constantly engaged behind their laptops. To achieve this, the tip is to put together a short, dynamic program and also pay attention to choosing a moderator. With online events, it is advisable to hire someone who is used to being in front of the cameras and has enough experience to tie the entire program together nicely. Such as Humberto Tan, who successfully managed the GroupM media event.

Photo:  Menno Ridderhof - TYNY 2020 event organized by GroupM

Tip 4 for a virtual kick-off event with engaged participants: stimulate interaction

Kick-offs, online or offline, stand or fall with the sense of togetherness. Whether it's about a new period for an organization, or the introduction of a project or product. The idea is the same: We are all in this together! The sense of togetherness can use some extra attention during online events, and therefore interaction during the event is essential. Use the chat function for this. Ask questions now and then and make sure there is a chat manager during the event who is consulted regularly to flag connection issues and pick out the good questions. An online quiz or poll are also fun ways to keep participants engaged and gauge if everyone is truly on the same page. To enhance the sense of togetherness, you can also think about sending an experience package, delivered to all participants' homes. Think of a bottle of bubbles that you can all open at the same time, a mini confetti cannon, a beautiful dinner put together by a Michelin-star chef that the participant can finish themselves and in that way still enjoy a lovely dinner with all colleagues. Capgemini, for example, pampered its employees in this way and organized the largest online Christmas dinner in the world in collaboration with Joris Bijdendijk.  

CapGemini's largest Christmas dinner in the world

Tip 5 for a digital kick-off event: get the technology right

If you want to do it right, a hall and a small camera won't cut it. You create a real experience with multiple cameras, good sound, spectacular lighting, a large screen, and projectors. The internet must have a substantial bandwidth to bring the spectacle live to the home audience. This equipment and software must be operated and coordinated by people who know what they are doing. Make sure to check if the venue where you want to host your event has this covered. Our XL Studio is perfect for a livestream and you can rent it with all the equipment and a crew that takes care of all that technology for you.

Deloitte Technology Fast 50 organized by IINII

Tip 6 for an optimal virtual kick-off event: make use of the advantages

These are the advantages of online events:

• The program is shorter: Ensure a compact and varied program of 2 to 3 hours to optimally inspire the participants during the event.

• You can record the event. Those who missed it still have the opportunity to watch it later, which increases the reach.

• Online events can be organized within a few days. So even when quick action is needed, an online event is a great option.

• Online events are cheaper, if only because the catering costs are eliminated. That money can be spent on something else. A more expensive speaker or a nicer venue, for example.

• Interaction before and after the event is easier. Warming up the audience beforehand, distributing a survey afterwards. It works easier because everything is digital. Ideal for researching the effect of the event or the ROI data.

Theater Amsterdam has converted the Theater Hall into an XL studio for livestream events. Curious about what your virtual event at Theater Amsterdam could look like? Download our brochure here for the possibilities.