The Slice

How to Send Snack Boxes and Gift Boxes For Virtual Events

March 31, 2023

What must you do to send snack and gift boxes for virtual meetings, retreats, and other events? Let's look at all the essential steps to ensure that your goodie boxes are a huge success and arrive on time.

The technological capability to host a virtual event has truly revolutionized the business world– now, you can meet with your clients, team members, or potential customers no matter how far apart you are.

At the same time, though, it can be hard to create the same level of excitement and engagement when people aren't spending time together IRL.

One of the ways you can bridge this gap is by sending snack boxes and gift boxes to your attendees a few days before the event. Not only does this help get everyone pumped for the event, but it can result in a better overall event experience.

What must you do to send snack and gift boxes for virtual meetings, retreats, and other events? Let's look at all the essential steps to ensure that your goodie boxes are a huge success and arrive on time.

Why Should You Send Snacks and Gifts for Virtual Events?

When you send out swag or munchies for your attendees, it can help everyone get excited about the event and boost engagement on the big day. You'll find that the experience is much more enjoyable for everyone involved and offers you the benefits of boosted brand awareness.

Lack of engagement quickly emerged as one of the biggest obstacles as virtual events became more common. When people aren't physically in the same space, you have to take some extra steps to bring everyone together.

Sending actual gifts or snacks through the mail allows you to connect with your audience in a meaningful and memorable way. Your attendees will feel appreciated when they receive a goodie box in the mail from you and be much more likely to share their experience with other people. If you're looking to create a team of loyal ambassadors, this is a great way to do it.

How to Plan Out Your Own Gift Boxes and Snack Boxes

So, what does it take to send out swag and delicious treats to all of your event attendees?

Here's a step-by-step guide.

Get Out the Calendar

Before you hop online and start buying stuff to fill up your virtual event boxes, you need to make sure that you have ample time to get organized and send out gift packages before the event date.

You might be surprised by how much planning ahead is required to put something like this together. It's ultimately best to plan for gift and snack boxes to arrive at least three days in advance. Not only will this help get everyone excited for the big day, but it also gives a little wiggle room if shipments are delayed.

Planning out a massive gift box delivery can actually require seven or eight weeks of advanced planning. This way, you can get your budget in order, select your packaging, pick out the contents, and get everything shipped with time to spare.

Of course, the amount of time you need to start planning in advance will depend on several factors. If you are just sending out small packages to your team of only a few people, you might not need to start figuring it all out months in advance. For larger virtual events, though, planning ahead is going to be your friend.

Set a Budget

The next step is determining how much you want to spend on gift and snack boxes. Once you have a figure in mind for the entire endeavor, you can break it down into pieces (price per box, number of recipients, cost of shipping, etc.) to help structure the process of building your boxes.

Here are some of the things you'll want to factor in when determining the right budget:

  • Cost of the products: How much do you want to spend on each gift or snack box? Quality is pretty much always better than quantity when it comes to virtual event boxes, so consider choosing three to eight intentionally selected items.

  • Cost savings of the virtual event: There are always some cost savings occurring when you host a virtual event rather than an in-person one. You don't have to rent a venue, hire a caterer, acquire equipment, or deal with many of the other costs of an IRL gathering. Some of the funds you're saving could be used to send goodie boxes to your attendees.

  • Packaging costs: You'll also want to factor in the cost of packaging for your gift and snack boxes. Though packaging can be fairly affordable on a one-off basis, it adds up when you start talking about dozens of attendees or more. You'll want to consider the weight of items when selecting them, as this will influence the cost of shipping.

  • Shipping costs: How much of your budget should you allocate toward shipping costs? The size and weight of your packages will influence how much it costs to send your boxes, along with how far they are going and which carrier you choose.

  • Number of attendees: You might choose to send gift or snack boxes to all attendees, or you could send them only to the first certain number of registrants in order to motivate people to sign up.

Figure Out Your Packaging

What are you going to be sending your gift boxes in? Are you planning on using a standard mailer, or do you want to create custom-branded packaging? How big will the boxes need to be?

If you love the idea of custom boxes but are a bit worried about the cost, you could choose the middle ground of using branded stickers on each of the gift boxes to give them a little extra flare.

Custom boxes have a lot of advantages, including:

  • Helping increase excitement surrounding opening the box when it arrives

  • Making the gift feel more special as a gift

  • Making your brand appear more professional

  • Increasing brand awareness

  • Helping to tie the event and gift box together

  • Offering recipients the option to reuse the box

On the other hand, they are more expensive and require more planning ahead. Using a branded sticker is less expensive but still allows you to increase brand awareness and ensures that your gift stands out from a standard mailer.

Sending a basic mailer is the cheapest option and can be much more cost-effective for small events, but it doesn't feel quite as personalized and doesn't offer the same amount of brand awareness.

Designing Your Gift Box

Now that we've got some of the less exciting logistics out of the way, things start getting really fun. Sure, you certainly can throw some goodies in a box and send them on their way. But why not take the opportunity to match the box's theme to the event's theme, incorporate some branded messaging, and set the tone for your big virtual gathering?

Even if you don't design a custom box for your goodies, you can still incorporate messaging and designs that align with your brand personality. If you have a logo specifically for your event, this can appear in the contents of your box, or you can stick with your company's logo. If there are any sponsors for the event, you'll also want to consider whether you want to include them in your design.

If you're searching for other ways to set a positive and fun tone for your event, don't forget one of the most powerful methods of creating good vibes– music. With a live music DJ, your meeting, party, or webinar is sure to be a hit.

Select Your Products

When you first started thinking about sending out a munchies bag or swag box to attendees, your first thought was probably the products you wanted to put in them. After all, this is the part that makes or breaks the gesture, right?

Rather than throwing in some branded keychains and pens, you can select intentional products that will help create a sense of community within the event and around your brand. If you're sending a gift box, think about what items your attendees would want to use after the event.

Some great gift ideas include:

  • A tech item that enhances the event for attendees, such as wireless headphones, Bluetooth speakers, or power banks

  • A branded journal that will help your attendees get psyched to take notes during the event

  • Branded drinkware such as a tumbler, water bottle, or mug that can be used during the virtual event

  • A printed message or postcard that gives information about how to share photos on social media and where to interact with your brand online

  • A fun gift that your attendees will appreciate, such as branded sunglasses, silly putty, or a spa kit

If you're feeling more snacky, think about sending some combination of the following:

  • Fancy chocolates

  • Assorted nuts and trail mixes

  • Gourmet popcorn

  • Crackers, cookies, and other munchies

  • A mug, tumbler, or water bottle

  • Dried fruit

  • Coffee or tea

Do you want to take things up a notch? Instead of sending shelf-stable munchies, why not treat your attendees to a delicious breakfast, lunch, or virtual happy hour extravaganza? Sharing food and drinks is one of the best ways to bring people together, and there are few more effective ways to help your virtual event start off with a bang than for everyone to be able to break bread and share a drink in real-time.

Shipping Virtual Event Gift and Snack Boxes

Everything is really starting to fall into place! Now, all you have to do is physically move the packages from your possession to the homes or offices of your attendees. This is often the most overwhelming part, but with some planning ahead, the whole process can be as smooth as butter.

Here are the steps you'll need to take to make sure everything arrives on time and in one piece:

  • Select your shipping carrier: If your organization already has a shipping account, this question might be answered for you. If not, you'll want to determine whether you want to use USPS, UPS, or FedEx and what this will mean for your costs and shipping times.

  • Collect address information from attendees: If you didn't already collect your attendees' addresses during the event registration process, you'll need to request that all participants submit their address info. The easiest way to do this is to include it as a part of the registration form.

  • Print out your labels and attach them to boxes: You'll want to make sure that you print out and correctly format all of your shipping labels based on the standards of the carrier you selected. You can usually print labels online if you're using one of the major carriers.

  • Pack and seal your boxes: All of your items will need to fit in your box, and you'll want to fill empty space with dunnage to ensure all the contents arrive safe.

  • Drop off your packages: Finally, it's time to say sayonara to the packages so they can go to your attendees' homes or offices on their merry way. It's best to plan on packages arriving a few days before the event is scheduled to help create hype and allow a buffer if there are any unforeseeable shipping delays.

Instead of Snacks, How About Pizza?

While snack boxes can be a nice treat, you might consider kicking things up a notch. At PizzaTime, we specialize in delivering piping hot, fresh pizza right to the door of your attendees so they can chow down during your event. Eating together has been found to be an awesome way to build bonds between people, and you might just find that catering your virtual events is a much more effective way to show your attendees just how valuable they are to you.

Not only will a special meal probably be more appreciated than a snack box, but the process of throwing a virtual pizza party is much more straightforward.

With PizzaTime, you don't need to start planning things out months in advance. If you want to treat your attendees to something truly special and you're not interested in dealing with the surprising complexity of putting together your own snack or gift boxes, let us help you throw a pizza party!

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Our team changed from being in the office to working from home permanently through the pandemic. So Pizzatime gives our team a reason to gather and have social time. We also use Pizzatime to get together for milestone celebrations. Everyone loves pizza, right!?!
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It arrives at the time of the event, so everyone is sharing the same experience at the same time.
Mariuxi T
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It takes away the huge time consumption it normally would take if I had to place orders for everyone manually or if I had to send them all gift cards and expense everything, one by one.
Madison G
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Pizza and coffee are everyone's love language and a great way to treat your employees, teams, or friends. Plus, Pizzatime makes the entire process SO easy! I couldn't recommend them enough!
Kim K
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General Mills
The best option to use when planning a virtual lunch for teams across multiple sites and locations.
Sherry S
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Capital One
A convenient way to order pizza for a group and save time. It’s great for virtual lunch and happy hour meetings with entertainment.
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