Can you follow a repeatable process but still come up with something fresh, new, and fun?
Surprisingly, yes.
It may sound counter-intuitive, but it works; in fact, it’s how we designed a fantastic virtual party during the pandemic. We used the same empathy-driven, collaborative, iterative problem-solving process we use with our consulting clients – whether they’re a 5-person non-profit or a 155,000-person multinational company – to design an authentically fun experience.
In our human-centered management consulting work, we often say "if it's not fun, we're doing it wrong." Fun is, well, fun which is enjoyable, but it’s also a proxy measure that lets us better detect issues with communication dynamics, hidden assumptions, or unarticulated concerns.
We are not in the party-planning business but we are in the problem-solving, people, and human experience business.
How did we end up designing a party? It started with a question from our strategic partner, Teleion, who usually throws a big client appreciation party every year. They asked us to re-imagine what a party might look like in this virtual-working world.
Here’s how this process led us to an immersive, experiential party complete with circus acts from world-class performers around the country, craft cocktail kits shipped to our guests, and small group socializing interspersed between entertainment.
Immerse and Empathize: How do we want people to feel?
We started by surfacing what made Teleion's client appreciation party great in the past. What did attendees say about why they attended the party? How did people interact with each other? What memories stuck out from our own personal experiences?
We re-immersed in what happened historically for this annual party not to introduce constraints but to identify some great dynamics that existed before that we might preserve.
Frame the Opportunity
Based off the dynamics we identified, we put together a list of top characteristics and experiential outcomes we would optimize for as a frame. Some of these were inspired by historical experiences of the party and some from our own personal aspirations:
Have fun together
A casual, low-pressure tone
A focus on social connection and building a sense of community
Coming together over a shared cocktail/mocktail
Great entertainment to enjoy
Share a physical world experience while partying virtually
Support businesses and artists impacted by the COVID health crisis
We wanted fun at the center, not as an add-on or afterthought. In times of crisis and constraints, fun seems to be one of the first things to go or be deprioritized. We felt it was important to acknowledge the current state of things, but we wanted to go beyond verbally acknowledging that these are uncertain times for so many businesses and artists, and instead find a way of financially supporting them.
Now we had our guiding question:
How might we create a virtual, engaging, entertaining fun party that builds a sense of connection?
Collaborative Design - Brainstorm and Explore What's Possible
The ideas began popping up on virtual sticky notes: puzzles, trivia, bingo, virtual wine tasting, karaoke, live poetry, live dancing, an aerialist – "Oh hey, my friend who does aerial work just posted something about this," I said. "I wonder if she would put together an aerial performance for the party and maybe she could help recruit other performing artists and we could make it a whole show?"
We reviewed the virtual sticky notes and began evaluating them against the seven characteristics we came up with. We narrowed it down to three components that should ensure our event delivers those characteristics:
Some sort of performance
Cocktail/mocktail kits shipped to attendees,
Share our support of a nonprofit and raise some funds.
Brainstorming Process Tip:
When it comes to brainstorming, focus on quantity over quality to boost creativity. This is because our brains operate like a sled running down a hill of fresh snow – the first time down there are no tracks, just fluffy snow. The second, third, and fourth time down it’s easier to fall into the tracks and more difficult to create new pathways, new ideas, new associations. Instead, share ideas generously, set aside judging any idea as good or bad, feasible or not-feasible, and use associative thinking to come up with as many ideas as possible. Save the assessing, combining, and evaluating for the next step.
Prototype and Iterate
I put together a rough timed agenda (our first prototype) which clarified the first decision we needed to make: did we want to have all the performances at once with socializing before and after; or performances interspersed between small-group socializing?
We tested each format against the 7 characteristics we came up with and realized in order to deliver on the experience we wanted, a webinar wouldn’t work. Social time interspersed among entertainment was an important enough dynamic that it justified the increase in logistical overhead, so we chose a regular Zoom meeting setup where we could leverage breakout rooms.
With a prototyped agenda and a concept to share, I reached out to the experts. I started with a call to my friend, Jamie Von Stratton, who is an fashion designer, aerialist, and burlesque dancing expert. She quickly realized that Manuela Horn, Teatro ZinZanni performer, would be an excellent host for this. As the three of us talked, Jamie asked, “Could you see this having a circus theme?”
Circus performances? Yes please!
With the anchor points of live entertainment taken care of, we turned to our next key element: offering a common experience through catered beverages. We decided to go with Cocktail Courier to deliver a unique, seasonal menu of craft cocktails curated by expert bartenders around the country.
The Little Market cocktail kit arrives to a guest with fresh, fruity, spicy ingredients
The Little Market cocktail in it’s final form for one of our guests
I got the Blackberry Bramble kit, complete with a dehydrated lemon wheel garnish. It was delicious and I saved those adorable simple syrup glass bottles.
Test and Refine
We tested the idea with some key clients and likely party attendees and heard feedback like “That sounds awesome!” and “I’d totally attend a party like that,” and “What a wild idea, count me in!”
This quick concept testing also surfaced a timing challenge: we had two teams who regularly worked shifts that would conflict with the proposed 4-6 pm party time. The reality was that we could not optimize the party time for every single person, so we decided to add a pre-party for our earlier-working attendees who may not stick around for the afterparty. This would allow them some socializing time to feel included and appreciated, and ensured that the time we optimized for attendees being present was 5-6:30 pm.
Addressing Logistics and Mitigating Challenges
From the beginning of planning, we kept a list of dependencies and assumptions – things that could potentially go wrong and may be outside our direct control, but which we could mitigate against to the best of our ability. Here’s how we addressed three common challenges:
Will WiFi Be Reliable for Backyard Circus Performances?
With such short, high-intensity, precise sets and a speedy agenda, we didn't feel confident we had the time to recover from WiFi issues for the live performances. So, we went with a hybrid of live and pre-recorded performance so that if every performers’ WiFi went out or was low-quality, we would still have some entertainment.
Will the Cocktail/Mocktail Kits Arrive in Time for the Party? With shipping delays feeling common during the pandemic, we consulted with Cocktail Courier and decided to place all the orders days before the party. Unfortunately, with a significant FedEx delay for one of the shipments, some people received their cocktail kit the day after the party. A mitigation plan doesn’t remove the risk entirely – in the future we’ll add 2-3 days of additional buffer time.
Is This Going to Feel Like Watching YouTube Together?
With pre-recorded performances, we all agreed we needed to find a way to make it feel like the performances were put together special just for this party. Our solution was to ask each performer to personalize their set. The performers were creative and came up with a bunch of fun ideas – which also let us incorporate sponsor logos and “We Appreciate You!” messages to the clients.
Duo Rose uses a 4 foot canvas sign to lift onto the Trapeze while backyard circus attendees hold up signs
Elayne Kramer shoots a 12 inch balloon with an arrow to reveal a “We Appreciate You!” sign on her target
A 3 foot “Welcome to the Party!” sign filled Manuela’s video feed at the beginning of the party, propped up on an easel, and then moved into place in her costume closet, where she sang, danced, and made us laugh
Gamal Garcia incorporates a 3 foot sign into his speed juggling of 3 clubs behind his back while doing a fast spin in place
Execution: It’s Party Time!
Better do that before the party starts for real
I had my minute-by-minute agenda out and ready, with snacks and a fancy drink. People signed on as Manuela danced with a person in a gorilla suit, dramatically revealing small signs like "Last chance for a pee pee break!"
A comment came in through the chat: "How crazy is this party going to get? I'm even more excited now!"
Right before launch, I admit I had moments of doubt – with so much creative freedom I wondered whether I might have over-indulged in my personal love of the arts, if it would be too wild, too wacky, or too playful – but every step of the way we boldly aligned with our guiding principles through envisioning, testing, refining, and then executing the party.
The result?
A spectacular extravaganza that was fresh, exciting and, most of all – fun.
We held to the vision and characteristics of the party we set out to, in spite of some easier, less risky options, and wound up with an event that not only surprised and delighted everyone, but also delivered that feeling of relaxed connection and sense of community that was our original goal.
Constraints Inspire Creativity
Creating something new, fun, and exciting doesn’t arrive as a random spark of inspiration for those waiting around for it. Fresh, new, and fun ideas can result from the same, repeatable problem-solving process – one that is rooted in empathy, creativity, collaboration, and iteration.
Everything we design that is meaningful and new has those same properties.
We find constraints inspire creativity, and the challenge of designing a party no one could physically attend was no different. With clear goals, a collaborative and iterative process for problem-solving, and constraints that inspire creative thinking, we arrived at new ways to solve interesting problems and deliver aspirational, memorable experiences.
Was the party spectacular? Yes; although Navicet isn’t pivoting to the party-planning business anytime soon!
Did the people involved – from planning to performing to attending – actually have fun?
Well, the proof is in the photos and the comments we received.
“Checked off the list - Gorilla with a leaf blower and balloons :)”
Manuela Horn sings 99 Luftballons while person in a gorilla costume dances and moves balloons about the room
“Fantastic event, thank you for the invite, and supporting these amazing artists”
Manuela Horn introduces our performer from Florida with the feel of sunshine
"One of my favorite work-related events, virtual or in person!"
My unsolicited advice for your next party? Find an emcee/host that you can smile and laugh with like this
“Thank you so much! This was fun and great to support the arts”
“Whaaaaaat?!?!”
“Did she just balance on her teeth??
“How is that even possible?!?!”
”I’m so intrigued by this balloon! what’s gonna happen?”
Elayne Kramer shows us her contortion skills
”One of our products is event planning, you guys are hired for life! This is fantastic :)”
“Whoa!“
”so cool!!!”
Elayne Kramer takes aim with a bow and arrow while doing what I can only describe as a backbend and a handstand at the same time
“very impressive!!”
“Wow, absolutely amazing! I can barely shoot crumpled up paper into the waste basket 6 feet away!”
As one of the few people in the world that can shoot a bow and arrow with accuracy with her feet, Elayne Kramer shares her skill at the party
“Well you knocked it out of the park!! Everyone I talked with was having a great time!!”
“Blown away”
”So amazing!!!! Wonderful!!!”
Duo Rose shows us strength, precision, and trust in their performance
“Color me IMPRESSED!”
“Man, multi-camera show. Amazing.”
”Amazing! Stunning!!”
Multi-camera angle shows us Samuel and Sylvia from Duo Rose in the middle of a fast drop towards the ground
“Impressive!”
“I love the mama hugging her child in the yard, watching with big eager eyes”
”They are amazing!”
Duo Rose show us how to hold and balance while doing a split, by the neck
“That was such a fun event! I wasn't ready for it to end! I had a blast!”
“Can anyone count all the balls he has? I think I lost count!!! Amazing”
”5” … ”Now 35”
Gamal Garcia showing us how you juggle with 7 bouncing balls
“What a cool event!!”
“Did someone speed up the video? :)”
In under 4 seconds, Gamal Garcia juggles and balances a club first with his hand
Then Gamal Garcia balances a club on his chin
Then Gamal Garcia lets the club drop and catches it in his knees, while still juggling the other 2 clubs
“Impressive virtual get-together! Great time & amazing entertainment! Thx Teleion & Navicet !!”
Acknowledgments & Special Thanks To
Our collaborative clients, without whom, none of this would be possible
Note: you know who you are and I’m pretty sure most of our contractual agreements prevent me from using your company’s name and/or logo here, so just in case we left it off
Manuela Horn our hilarious, playful, entertaining emcee and host who brought us singing, yodeling, and comedy
Duo Rose for sharing your incredible trapeze skills with us
Elayne Kramer for sharing a mind-bending contortion performance
Gamal Garcia whose performance convinced our attendees that we must have sped up the video feed because of how fast he juggles
Jon Elliott and Derek Wang, partners at Teleion, for embracing our creative-thinking and bringing an open-mind to the conversation where we revealed the idea for the party was backyard circus performances and cocktails/mocktails delivered to attendees
Jamie Von Stratton for being my central, expert connection to “show business”
Peter Moon and Russell Willems who were pivotal in opportunity framing, brainstorming, and envisioning
Anna Koshman for leading the work on the cocktail/mocktail selection and logistics