How to Plan a Virtual Team Event

1. What is a virtual team event?

A virtual team event is a shared experience that colleagues join online. It might be a social activity, team challenge, workshop, celebration or facilitated discussion. Some events use only a video call, while others include a browser-based game, an app or materials delivered to participants.

2. What is the difference between a virtual team social and virtual team building?

A team social primarily gives colleagues time to connect informally. A team building activity usually adds a structured task that asks people to collaborate, solve problems or communicate.

The two can overlap. A hosted quiz or shared challenge can provide both an enjoyable social occasion and opportunities to work together.

3. What should you decide before choosing an event?

Start with the event’s purpose, expected participant numbers, available time and budget. Then consider where people will join from, their time zones, accessibility requirements and any technology restrictions.

A short brief covering these points makes it easier to compare suitable options and avoid unexpected preparation.

4. How do you choose a clear purpose for the event?

Describe what you want participants to experience in practical terms. For example: meeting new colleagues, celebrating a milestone, enjoying a shared social activity or working with people outside their usual department.

Avoid expecting one event to solve wider issues such as poor communication or low morale. An activity can support connection, but it does not replace good management and everyday opportunities to collaborate.

5. How far ahead should you plan a virtual event?

Allow enough time to secure a suitable slot, obtain budget approval, invite participants and check preparation requirements. Events involving delivered materials, customisation or complex international scheduling may need longer.

For Teamantics, instant booking is available for eligible events at least seven days away. Events sooner than that require an availability request.

6. How long should a virtual team event last?

Choose a duration that suits the purpose, activity and participants’ schedules. A brief social break needs a different format from a substantial hosted challenge.

Check whether the advertised duration includes the welcome, instructions, gameplay and results. For a longer programme, build in breaks rather than expecting continuous attention throughout.

7. How much should you budget?

Compare the full event cost, not just an advertised starting price. Relevant costs can include hosting, participant charges, materials, delivery, customisation and VAT.

Ask what is included and whether minimum charges apply. For Teamantics, the pricing boxes show the calculated team total and the amount including VAT for your selected participant number.

8. How should you organise an event across time zones?

Find a reasonable overlap between participants’ working hours and check the date-specific time difference, including daylight saving changes. Share a calendar invitation that displays the event in each person’s local time.

If there is no fair overlap, consider separate sessions. For recurring events, rotate the timing so the same colleagues are not always asked to join early or late.

9. Should attendance be optional?

Be clear about whether the event is an optional social occasion or a required work activity. Where possible, offer an alternative for colleagues who cannot participate in the chosen format.

If attendance is expected, consider working hours, accessibility and caring responsibilities. Explain the purpose without pressuring people to disclose personal reasons for opting out.

10. How can you make the event inclusive?

Ask about access and participation requirements before selecting the activity. Consider hearing, vision, mobility, language, reading speed, sensory needs and confidence with technology.

Discuss specific requirements with the provider. Check what adjustments are available instead of assuming that an online activity is automatically accessible to everyone.

11. What should the invitation include?

Include the event’s purpose, date, start time and time zone, total duration, joining link and preparation requirements. Tell participants what equipment they need and where to ask questions.

Give a brief explanation of what they will do. Knowing whether the event involves puzzles, cameras, creative tasks or small-group discussion helps participants arrive prepared.

12. When should you send joining instructions?

Send them early enough for participants to install software, check equipment or raise access issues. A practical approach is to share instructions with the invitation and send a short reminder nearer the event.

Follow the provider’s specific preparation deadlines, particularly where materials, team lists or technology checks are involved.

13. How do you plan a hybrid event?

Decide whether office-based colleagues will participate individually or in groups sharing equipment. Check the room’s sound, camera coverage, internet connection and how remote colleagues will join discussions.

Avoid giving the office group an advantage through side conversations that remote participants cannot hear. Choose an activity designed to accommodate the intended setup.

14. What should the organiser do on the day?

Make sure participants can find their instructions and that someone can resolve invitation or meeting-access problems. Confirm who manages the video meeting, breakout rooms and any late arrivals.

For a hosted activity, let the facilitator lead the gameplay. The organiser’s meeting responsibilities depend on the provider and chosen platform.

15. How do you evaluate whether the event was successful?

Ask whether participants enjoyed the experience, found it easy to join and felt able to take part. Compare their feedback with the purpose you set before booking.

A short feedback form can ask what worked, what could improve and whether they would choose a similar event again. Attendance and positive feedback are useful signals, but do not by themselves prove improvements in productivity or long-term team performance.