In an increasingly remote work world, it’s more important than ever to bring employees together for in-person experiences. Hosting an In-Real-Life (IRL) work event at least once a year allows people to connect beyond the Zoom screen, fostering relationships and creating a foundation for better collaboration across departments. While we often communicate with peers within our immediate teams, IRL events open up opportunities for meaningful cross-functional interactions that may not happen otherwise.
Planning a successful IRL work event, however, takes careful thought and attention to detail. From balancing work and play to ensuring everyone feels included, here are key things to consider when planning your next in-person gathering.
How to Plan a Successful IRL Work Event
1. Balance Fun and Business
An IRL event is a chance for your employees to recharge, connect, and step away from the day-to-day demands of remote work. While it’s okay to sprinkle in some business-related sessions, the focus should remain on fun, free time, and team-building activities that help employees unwind and connect organically.
At rater8, we host an annual IRL event with a two-day agenda designed to maximize engagement while keeping things light. Employees leave feeling refreshed, motivated, and better connected with their peers.
2. Find the Right Venue
One of the most critical aspects of planning an IRL event is choosing the right venue. A great venue allows for accommodations, meals, and activities to happen on-site, minimizing the need for additional travel and maximizing time spent together.
rater8’s Marketing Event Strategist works diligently to secure venues that check all these boxes. By hosting events in a single location, employees can focus on enjoying the experience and connecting with each other, rather than worrying about logistics.
3. Reinforce Company Policies
In-person events are extensions of the workplace, and it’s important to ensure all employees understand and follow company policies. Before our IRL events, rater8 hosts a pre-event information session where our Chief PeopleOps Officer reinforces our code of conduct, including expectations around dress codes, drinking responsibly, and maintaining professional behavior.
This proactive approach helps set expectations, creating a safe and inclusive environment for everyone.
4. Be Mindful of Food Allergies and Preferences
Food can make or break an event, especially when dietary restrictions or allergies come into play. Employees may have a variety of dietary needs, ranging from mild sensitivities to severe allergies, so it’s crucial to find a venue that can accommodate everyone.
At rater8, we make this process seamless by collecting dietary preferences during employee onboarding. We can then run a report and provide a clear snapshot of employee needs to the venue, ensuring everyone can enjoy worry-free meals.
5. Alcohol and Responsible Consumption
It’s natural to want employees to relax and enjoy themselves, but alcohol consumption must be managed thoughtfully at company-sponsored events. We limit alcoholic beverages to two company-paid drinks during dinner, with additional drinks available via a cash bar. Employees are reminded to drink responsibly and conduct themselves in a manner that aligns with our workplace standards.
This approach helps strike the right balance between fun and professionalism.
6. Capture the Moments
Hiring a photographer for your IRL event is a smart investment that pays off in multiple ways. Not only does it allow you to capture candid moments of employees having fun, but the photos can also be used across company platforms, including your website, social media, LinkedIn, and Glassdoor. Plus, it’s always enjoyable to look back at team photos and see how your company has grown over time.
7. Bring on the SWAG!
Let’s face it: employees love swag! In-person events are the perfect opportunity to distribute company-branded goodies that make employees feel valued while also promoting your brand.
At rater8, we like to incorporate themes into our swag to make it even more memorable. For example:
- 2023 IRL: Held at Woodloch Pines in the Poconos during the fall, our swag included fire pit-themed t-shirts and cozy hoodies with our logo.
- 2024 IRL: Hosted in sunny Clearwater, Florida, we embraced the beach theme with sunglasses, beach towels, beach bags, SPF chapstick, and even beach balls.
Working with vendors who specialize in swag ensures you can create customized, high-quality items that employees will actually use and appreciate.
Final Thoughts
Planning an IRL event is about creating meaningful experiences that bring employees together, recharge their energy, and strengthen team bonds. By balancing business with fun, paying attention to details like food and alcohol policies, and adding special touches like a photographer and swag, you can create an event that employees will look forward to year after year.
At rater8, we’ve seen firsthand how impactful these gatherings can be. By prioritizing connection, fun, and thoughtful planning, you’ll set the stage for a successful and memorable event that brings your company culture to life — in real life.
