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