The events industry has been hit hard by COVID-19, we’ve all had to change, adapt and pivot quickly in very uncertain times. HeadBox has been working hard to create a Hybrid solution that blends elements of a physical event in an engaging virtual environment. Here’s how it works.

We’re all missing our friends, family and colleagues, physical events feel like a distant memory and we’re all looking for new ways to connect remotely. There’s a lot of talk about hybrid and virtual events in the industry, and we know that it can be new territory for some. So, we’ve put together a step-by-step guide for running a HeadBox Hybrid Event that’s fun, engaging and creative.

Before the event

Event Planning: We’ll work with you to choose your catering options (tacos and tequila anyone?), entertainment, activities and the right technology to use based on guest numbers and what you’re trying to achieve.

Decide the running order: This will include timings for your cooking options, team-building activities and entertainment. We can also organise breakout rooms for larger groups or to create a ‘journey’ through your event.
Send your invitations: We recommend sending out your invites with plenty of notice so you have time to collect delivery details and ensure everything your attendees at the right time. We can handle the invitations for you with a digital template that can be customised to suit your brand and message. We’ll collect all the relevant information for your guests (this is only ever used for the purpose of your event) and organise all the deliveries and tech for the event.

The Event

Surprise: The day before your event, an eco-friendly sustainable box arrives on the doorstep of your guests from Jimmy Garcia. Full of food and drink goodies, with a recipe card and clear instructions for preparation – your guests will be ready and (hopefully) excited for your event.

Kick-off: Our Event Management team will begin the event with introductions, giving clear guidance on the timings for your catering, activities and entertainment. The team will be there throughout to make sure the event runs seamlessly – so you get to enjoy the fruits of your hard work too.
Special guests: If you are using a live chef, mixologist or sommelier, we’ll ‘hold’ the professional in the ‘Waiting Room’ until your guests are ready. We’ll introduce the activities and entertainment and the professional is live-streamed to your guests for their enjoyment!

So, there you have it. A simple guide to running a Virtual Event. We think they’re a great opportunity to get creative, connect and have some fun. You can find out more about the Hybrid Event packages we offer here or you can get in touch with our Event Management Team here to discuss bespoke options. Let’s get creative!

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