Virtual Event Tips

Relationships are key to every business. In 2020, Kapow!’s extraordinary relationship with suppliers around the country proved incredibly resourceful as we quickly expanded our virtual event offerings. As a result, we were able to plan and execute more than 1,500 engaging virtual events to keep you connected to your clients and coworkers.

As we start 2021, we anticipate virtual events will remain an important part of your events strategy. Based on all we have learned, we continue to partner with our supplier network to curate new virtual events for 2021. We also wanted to share some advice to ensure your virtual events are a success!

Virtual Event Planning Tips

  • Select a virtual event based on your audience and objectives.
    • With so many virtual event options, there are sure to be several that will ensure you meet your objectives with your audience, such as an online quiz show, chef-led cooking class, online gifting and so much more. For example, some online games are better suited for internal team building. Whereas for an external client meeting, a wine tasting or mixology event might be more successful in breaking the ice.
  • Plan early, ideally 4 weeks in advance, especially when shipping materials are needed.
    • Promote the event at least a month before the address collection due date so that you can have an accurate count for shipping.
    • Plan at least 5 business days to collect addresses. You can increase the headcount in most cases until the shipping address collection deadline date. Suppliers will not refund unused spots/kits.
    • Most suppliers require 10-12 business days for shipping lead time.
  • Provide fun, takeaway items such as swag, gifts and/or prizes to encourage attendance and engagement.
    • There are lots of great virtual events that involve cocktails, but it is important to understand the limitations of shipping alcohol. It varies greatly with each supplier and the type of alcohol being shipped, but expect that you cannot ship to all states. Expect that guests will have to sign for shipments that contain alcohol, and some states require date of birth and possibly driver’s license numbers for shipments with alcohol. Make sure to set the expectations with recipients.
    • Suppliers are always balancing safe packaging with the aesthetics of the kit being shipped. Be sure to review pictures of packages to ensure it matches the objective of the meeting and the guests you are trying to impress.
    • Shipping delays happen. Kapow will work with you and the supplier to find an appropriate solution during unforeseen shipment delays.
  • The majority of suppliers use Zoom, but some allow use of the meeting platform of your choice. Make sure to indicate your meeting platform preference before booking to ensure that the supplier can accommodate.

Tips for During Your Virtual Event

  • When planning the length of your virtual event, be sure to include time for a company introduction and/or or sales presentation. Suppliers will only be present for the time they are booked. Suppliers are required to stay on for the entire event, if their schedule allows for it, but will charge extra for the extended time.
  • Be sure to capture the guests in attendance of the event as suppliers will generally not track this on your behalf.
  • Leverage the interactive features of your virtual meeting platform for real-time feedback, such as live polling and Q & A to engage your Guests.


Download these Virtual Event Tips


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