How to Plan a Virtual Christmas Party for Remote Employees

As 2021 draws to a close, many employees are still working remotely across the world. With this in mind, businesses are looking at how they can involve everyone within their organizations in a fun and memorable virtual Christmas party. In this guide, we’ll provide practical insight into the planning and hosting of virtual Christmas parties. Keep reading to discover the tips, tricks, and tools you need to create a successful digital event your team will actually enjoy.

How to get everyone involved in a virtual Christmas party

Engaging an audience of remote workers seems challenging at first. They’re already used to virtual events but not necessarily the fun kind. In order to make your virtual Christmas party exciting, you’ll need to follow some best practices for planning virtual events. The three hallmarks of improving engagement at any virtual event are the inclusion of a physical component, an interactive process, and being able to see other attendees.

A physical component of a virtual event can include something sent to an attendee’s address ahead of time that they can use on the day. For a virtual Christmas party, this may be a funny themed hat or a present.

Most companies choose to do virtual gift cards as their Christmas party presents for employees. Instead, make the day more exciting by sending a physical gift to every attendee. Creating a gift box or basket that people can actually open will make your virtual Christmas party that much more memorable.

An interactive process requires audience participation before, during, and after the event. For example, you can spark engagement from the moment you first invite guests by using a virtual registration process that gets them excited about the event.

For large groups or events, registration should be done at least two weeks in advance. And just like at an in-person event, your virtual Christmas party team leads should interact with the confirmed attendees ahead of time through fun event reminders and announcements.

Pro tip: Having a virtual event registration process helps differentiate your virtual Christmas party from other digital office gatherings. It shows that this is more than just a calendar invite for a training session or regular meeting. E-cards such as the festive holiday cocktail party ones from Paperless Post are great for this.

Finally, host your virtual Christmas party on a video call platform and not just on a one-way livestream or audio-only app. Require cameras to be on throughout the event. Create opportunities for guests to use every feature of the event platform.

For example, you can play part games and designate teams by having Team A use the raised hand emoji and Team B use the heart emoji on Zoom. You can also use breakout rooms to create smaller groups for team building activities and Christmas-themed challenges.

Top tips for planning a virtual Christmas party

Planning a virtual Christmas party can feel and look a lot like planning a virtual work meeting. Here are some ways to make these two events different yet well organized:

Virtual Christmas party ideas and games your team won't hate

How do you make a virtual Christmas party inclusive?

Although there are various holiday celebrations and festivities that happen throughout the year, they seldom get the same attention that they deserve. An inclusive approach encourages employees to recognize that they come from a variety of faiths, traditions, and cultures.

To make your virtual Christmas party more inclusive, leaders should make their employees feel valued by turning it into a virtual office holiday party instead.

Or, if hosting a true Christmas celebration is important to the majority of your team, make sure you’re upfront about it.

Sometimes an employer will announce a regular holiday event that ends up feeling, looking, and sounding a lot like a Christmas party. But according to the experts at the Society for Human Resource Management , it’s much better to be upfront about which holiday or holidays will be represented at your party than mislabeling it for the sake of inclusion.

If you do host a virtual Christmas party, make sure to also acknowledge and give the appropriate time off for other winter holiday celebrations for employees who celebrate those instead.

How to plan a virtual Christmas party with UDN Task Manager

UDN Task Manager is an online task management system that manages to-do lists and multi-department projects, including events like virtual Christmas parties. Its advanced features allow it to efficiently organize groups of people.

To start, it's important that the virtual Christmas party planning team has a centralized folder for each major portion of the event running at the same time. This way, they can easily identify which parts of the plan are complete and which ones are still in progress.

Next, each team has its own subfolders, which can be organized into areas of responsibility and major initiatives. This system also keeps all of the important details organized, allowing each team to set its own deadlines and work seamlessly with the other event crew. For virtual Christmas parties, this means keeping track of everything from mailing invitations and gifts to arranging live performers.

After, UDN Task Manager users can add a registration folder to their virtual Christmas party project. The registration folder contains all the necessary information related to attendee registration. From there, tasks can be broken down into specific sub-tasks with more detail. For example, if your task is to host a cookie baking contest, your sub-task list may include the item “draft contest rules by December 15”.

In addition to adding dates to tasks and sub-tasks, members of the event management team can add custom tags to each item. This will make tasks easier to find, sort, and assign to the appropriate team members.

Each team can customize their tag options in UDN Task Manager to fit their own guidelines for breaking down tasks into action items. For example, teams can designate certain tasks as “Administrative” to automatically sort logistics-based tasks into one skimmable list.

Once you've created a list of tasks, you can start scheduling them in UDN Task Manager . Doing so in the timeline view will help organize them nicely and ensure that your announcements, invitations, RSVPs, and party shopping all get done on time.

There are lots of ways to view tasks once you have them created and assigned. Drag-and-drop tasks can be organized in a timeline view. You can also group them into predefined hierarchies.

And if one task is dependent on another (such as waiting for RSVPs to come in before putting together the gift baskets), UDN Task Manager allows users to connect tasks and send automated notifications and reminders to the appropriate people when it’s time to move on to the next steps.

Having task dependencies makes it easier to identify which tasks are dependent on which part of your virtual Christmas party plan. Also, it saves you time when you need to update the status of a specific task since UDN Task Manager will trigger these reminders for you.

And after your virtual Christmas party is over, you can simply just drag and drop the entire folder into a "Past Events" folder for next year.

Create a templated version of your planning process to streamline future event planning and organizing. Or simply keep a record of the fun everyone had and how you brought it to life.

No matter how you use the information, it’s handy to have on file within your project management system for future reference.

Ready to get your virtual Christmas party organized and on track to be a big hit? Get started today with UDN Task Manager ’s two-week free trial to take advantage of our detailed task management capabilities.