How do virtual and online experiences work?
Our simple booking process means that finding & booking a virtual experience couldn’t be easier. Our expert team has arranged thousands of virtual and hybrid events, and are also on hand to assist and advise you through every step of organising and running your event.

What is a virtual experience and how do I arrange one?

Virtual experiences are designed for fully remote or distributed groups, to interact and build relationships with one another. 

Ideal for fully remote and hybrid teams, these experiences take place via a video conferencing platform such as Zoom, MS Teams, Webex or Google Meets. 

All of our virtual experiences are private so if you book an experience with us, it will only be your group who’s attending the event. 

The type of virtual virtual experiences can broadly be split into two types: 

How do I arrange a virtual experience without delivery?

Virtual experiences without delivery don’t require any packs or kits to be delivered to attendees ahead of a virtual event.

This means no address collection is required, making them the quickest and simplest virtual experiences to arrange.

BOOKING PROCESS

avva-how-booking-how-it-works-event-planning-avva-experience

1. Make an enquiry

We first recommend reviewing all of our options via our website. You can then send an inquiry via an online form or you can email using [email protected].

2. Quote Provided

Our team will then provide you with a proposal and quote for the experience or multiple experiences you’ve inquired about.

avva-how-booking-how-it-works-event-planning-avva-experience

3. Book your event

Once you’re happy with the quote and a date & time has been confirmed, our team will book your time slot. If at the point of booking you don’t know the exact number of attendees and the experience fee varies according to the number of attendees, we will initially take a deposit to secure your time slot.

Receive your booking confirmation and event link

4. Booking confirmation and event link

After booking, you’ll receive a booking confirmation email and invoice (which can be paid via card or transfer) from one of our Event Specialists, who’ll be assigned to manage your event. You’ll separately receive an event link to share with your guests. (We can also run most experiences on your own event link if you prefer).

5. Provide final attendee numbers

If you’ve paid a deposit, we will provide you with a deadline to provide final attendee numbers at which point we will charge you for the balance as required. This deadline is usually 2-5 days before the event, depending on the experience.

avva-how-booking-how-it-works-event-planning-avva-experience-4

6. Enjoy the experience

Our team will be ready to welcome you on the event link from 15 mins before the scheduled start time. If you have any special requests or would like to do an introduction at the start of your event just let our team know. Once the event begins you can sit back, relax and enjoy the experience!

If you have more questions about virtual experiences without delivery you can check out our FAQs. 

How do I arrange a virtual experience with delivery?

Virtual experiences with delivery, include the delivery of packs or kits to attendees ahead of a virtual event.

These packs will include equipment and/or ingredients needed to take part in the virtual experience.

BOOKING PROCESS

avva-how-booking-how-it-works-event-planning-avva-experience

1. Make an enquiry

We first recommend reviewing all of our options via our website. You can then send an enquiry via an online form or you can email using [email protected].

2. Quote Provided

Our team will then provide you with a proposal and quote for the experience or multiple experiences you’ve inquired about.

avva-how-booking-how-it-works-event-planning-avva-experience

3. Book your event

Once you’re happy with the quote and a date & time has been confirmed, our team will book your time slot. If at the point of booking you don’t know the exact number of attendees and the experience fee varies according to the number of attendees, we will initially take a deposit to secure your time slot.

Receive your booking confirmation and event link

4. Booking confirmation and event link

After booking, you’ll receive a booking confirmation email and invoice (which can be paid via card or transfer) from one of our Event Specialists, who’ll be assigned to manage your event. You’ll separately receive an event link to share with your guests. (We can also run most experiences on your own event link if you prefer).

5. Provide final numbers and addresses

We will provide you with a deadline to provide final attendee numbers and addresses at which point we will charge you for the balance as required. This deadline is usually 2-weeks before the event. (3+ weeks can be required for international events). An excel spreadsheet will be provided for you to submit addresses on.

Parcels arrive with guests

6. Packs will arrive with attendees

Once we've received the addresses, packs will be dispatched out to the attendee addresses. Packs are send tracked and will usually arrive 2-4 days before your event. (This delivery window may be different for some experiences).

avva-how-booking-how-it-works-event-planning-avva-experience-4

7. Enjoy the experience

Our team will be ready to welcome you on the event link from 15 mins before the scheduled start time. If you have any special requests or would like to do an introduction at the start of your event just let our team know. Once the event begins you can sit back, relax and enjoy the experience!

If you have more questions about virtual experiences with delivery you can check out our FAQs. 

More Questions?

If you've still got questions reach out
to our team of event specialists

Get In Touch