Virtual team building events have become part of the normal work calendar for many large organisations across the UK. As winter continues into February, it’s common for in-person gatherings to be less frequent as travel remains unpredictable. This makes online team sessions an easy way to keep teams connected.
But running a smooth virtual experience requires more than just sending out a meeting link. It’s about creating something that keeps attention, prompts interaction and doesn’t leave people drained or confused. A bit of planning makes all the difference. Here’s how we set up ours to ensure they are a success.
Get the Tech and Hosting Right
Tech can either carry or crash the whole experience, especially when large numbers are involved. That’s why we begin every plan with the right digital setup. All of our virtual team building experiences are delivered with a professional host guiding remote teams through activities using bespoke apps and an agreed video conferencing platform. It’s not about flashy tools. It’s about clear connections and features that get people involved.
Here’s what we focus on:
• Use a platform that can easily handle events with hundreds of participants without capping key features
• Choose someone confident to host, someone who can keep the energy moving and help all participants feel included
• Check everything before going live, camera and mic setup, screen sharing settings and backup support if people lose connection
Without this part, even the best session ideas can start to fall flat. A reliable platform and an organised host set the right tone from the start.
Choose the Right Activities for Large Groups
Online doesn’t mean dull. We’ve seen how the right ideas can help teams reconnect, recharge or even discover new strengths. But not everything works for a large virtual group. That’s why we are selective about what we include. Options like Race Around the World, Global Festival Game or Globe Runner are designed as virtual experiences that work well for large remote groups and can accommodate unlimited guest numbers.
Some points we’ve found helpful:
• Pick structured activities that fit bigger group sizes like breakout tasks with set timing or challenges teams can rotate through
• Avoid activities that need everybody to speak one after the other, it drags the energy down fast
• Keep things upbeat with a schedule that keeps the activity moving. Nobody likes awkward pauses
Done well, virtual sessions can feel just as productive as in-person ones. They just need the right structure.
Set the Schedule and Flow Early
Online events rely on pacing. When everyone understands what’s coming and when, they’re much more likely to arrive on time, stay engaged and contribute throughout. That means planning the shape of the session well before sending invitations.
Here’s how we keep sessions running smoothly:
• Share all details early, session access, times, what to bring and how it works
• Open with calm, clear instructions, then shift into the main activities with purpose
• Pick a clear close to avoid awkward fades or confusion about when things end
Keep People Engaged from Start to Finish
On screen, attention can fade fast. That’s not a fault of the platform, it’s simply how energy works when we’re not in the same room. To keep things flowing, we build in light touchpoints to keep minds switched on.
Some tools we trust include:
• Small breakout conversations, short team tasks or polls that prompt input
• Short timers or onscreen prompts so people know how long they’ve got
• Planned movement breaks so no one’s stuck sitting still for too long
These kinds of touches keep things lively without overloading the plan. The best sessions often mix quiet moments with energised moments in a way that feels natural.
Plan With Inclusivity and Accessibility in Mind
Not everyone will join a virtual event in the same way. Some may rely on captions or step-by-step visibility. Others might not have consistent background sound levels at home. That’s why we build in time to think about all experiences.
Here’s what we do to keep things fair and easy to follow:
• Give instructions at a steady pace and check that people have what they need
• Plan for slower transitions so when rooms split or shift, no one is left behind
When everyone can follow along at the same pace, they’re more likely to take part, share ideas and enjoy the time spent together.
Make Virtual Time Count for Team Connections
When planned well, virtual team building events don’t feel like a stand-in for something better. They become a proper space to regroup, reflect and reconnect. They lift winter energy, give teams a shared focus and remind people that they’re part of something bigger.
The early-year season is a good time to reset group rhythms. Rather than waiting for warmer weather or on-site days, we’ve found that February can be a strong time to bring people together online.
A session that works well signals to teams that their time matters. More than that, it shows that connection can happen in any format if the care is there behind the scenes. With over 100 in person, virtual and hybrid team building experiences available, there is plenty of choice when it comes to matching format and outcomes. When those boxes are ticked, a virtual hour can lead to better momentum in the weeks that follow.
At Team Challenge Company, we believe genuine connection flourishes when supported by thoughtful planning. To bring your teams together with energy and purpose this February, we’re here to help shape a structure that turns your vision into reality. From setting the right pace to choosing the ideal platform, we understand what it takes to make large-scale online sessions a success. Discover how we design and deliver meaningful virtual team building events. Plan ahead with confidence by getting in touch with us today.