Ready to book your virtual team building event?

This page explains everything you need to know to setup a ‘Yolking From Home!’, Virtual team building event with us.

Our 5 min explainer video incase you need to tell someone else about this event.

Your five step event journey:

  • 1. Find an event time and number of guests. (< 20 mins)
  • 2. The Booking Confirmation & Payment. (< 15 mins)
  • 3. Confirm your Games and picking your teams. ( < 30 mins)
  • 4. Get your guests ready and excited. (< 30 mins)
  • 5. Play! ( As booked)

The event setup process should take no more than two hours of your time in total.

Step 1. Find an event time and number of guests.

Before we can book your event, you’ll need to know when it’s going to happen and roughly how many guests are going to attend.
  • To find a time, our customers often use a tools such as:
  • We recommend creating a free Doodle poll where they can select from multiple times.
  • Or send multiple calendar invites : you could send a few times to the team, each with a title like “Virtual Team Event OPTION ONE, Please Say yes or no for your availability”
  • ✔️ Once you have an idea of which date you’d like to play, please speak to your sales person to confirm availability and the final cost of your event.
  • Email hello@steamedegg.co.uk letting us know your date and that you are ready to book.

Tips to get a good turnout:

  • Use bright images and video to promote your event and to catch people’s attention. You are welcome to use some of our collateral to get your team bought in and excited! Content for your guests: Yolking From Home
  • Try to get senior leaders to come along as this will really help with awareness and interest!

Step 2. The Booking Confirmation & Payment.

To confirm your booking we need...

  • Your Billing address
  • 📅 Event Date
  • ⏱ Start and Finish Time – Do you have a hard stop time ?
  • The number of events you are booking. (e.g 1, 2, 3)
  • Number of games you are playing? (You’ll confirm the games later.)
  • Approximate number of guests
  • Are you taking any extras ? Video / Hampers / Memorabilia mugs.
  • 💳 Paying by bank transfer or credit card? ( business cards have a 2.5% charge)
Enter the information in this short Typeform

N.B: We don’t need your game choices at this stage as we know you may want to deliberate on these with your team. Send those with your guest list in step 3.

What happens next:

  • We’ll send you an invoice so you can pay and secure your booking. If you have chosen to pay by card, we will send you a link to pay.
  • We will add a place holder in your calendar as the organiser (not your team’s yet)
  • Choose your games and teams (Step 3 below).

Step 3a. Choose your Games and Teams.

Divide your players by an even number of teams.
Download the Team Sheet
Get familiar with our Yolking From Home games.
Watch Our Game Trailers

Step 3b. Send us back your choices.

Upload your game choices and teams in this type form.

What happens next:

  • We will send you and your team a calendar invite to the event.
    • On the event day there will be a zoom link in the invite. Please do not worry if you don’t see the zoom link initially.
  • We send you a final confirmation of all the information about your event.
  • You will still have a chance to edit the guest sheet when we share it with you. We need to know final numbers for your event by a week before.
  • We send your team a few emails to get them prepped and exited!

Step 4. Get your guests ready and excited

From this point your main responsibilities are:

  • Guests should know to expect an email from xxxx@steamedegg.co.uk address.
  • If you have chosen **This *Time It’s Personal*** or ***Are You Pulling My Leg?*** please let everyone know they need to fill out the questionnaire linked in the first email we send them.
  • The players will receive their teams via the first email we send them. They should wear an item of clothing in their team colour. This looks and feels like great fun on the day and makes it clear who’s in each team.
  • You can get people excited by using some of our media and collateral here – Content for your guests: Yolking From Home
  • Try to get senior leaders to come along! This will help with turnout and engagement will go up when this happens.
  • Support your team with IT, specifically making sure your company systems are compatible with the video tools we use, and that people have Zoom desktop application installed on their laptop.
  • Give people permission to get out of work mode. Let your team know this is fun time. Not work time! They should make space for the event in their day and mind. Turn off email, grab a drink and sit somewhere that’s not where they work. Get the most senior person involved to echo this message – it will help people relax.

Step 5. Game day!

  • On the day, your team will be sent the zoom link as a reminder.
  • Please click and join. You’ll be greeted by our hosts. If we are using breakout rooms they will explain how to do this on the call.
  • If there’s a problem you can call via the number listed on our website header.

FAQs

How Can I pay?

We take bank transfer plus all major card types including American Express.

For all bookings under £3000 (Ex VAT) total we take full payment upfront to secure your booking . Your event date is only confirmed upon receipt of funds.

We will tell you if another customer would like to hold an event on your date before giving it away but reserve the right to give the time to the first customer who pays to hold an specific time slot.

For all booking over £3000 (Ex VAT) we will take half the balance, up to £3000, as a deposit and the final amount 2 weeks prior to the event. If you event is less than 2 weeks away will take the full balance up front.

All costs must be paid in advance of your event date unless we explicitly agree something else with you.

Please Read Steamed Egg’s Full Ts & C’s

What If we have less or more players than expected?

We’re flexible. If you are unsure of your guests numbers, we book based on the minimum expected turnout. You can add more capacity closer to event date. We need to know an approximate number to the nearest 10-15 around 7 business days before your event,

If you find out people than expected want to play that’s great news! So long as you give us enough time and we have the staff available to accommodate then then we’ll make it happen. If it’s just an extra 1 to 3 players then this is no problem.

If the additions push your group size into the pricing tier above the one you originally paid for, we can work out the difference and will bill you for the extra capacity on a separate invoice.

What if people drop out on the day or are late?

That’s not a problem. Your booking will be made to the closest 15. If a few less (or more) people turn up, it won’t make a difference to your experience or pricing. We’ll adapt teams as required.

If for any reason you find you have *far* less guests that originally expected, we are happy to give you a refund up to the value of a maximum of Tow pricing tiers below. For example, if you book for 55 guest but you only have 25 guests now attending in the week of your event, we can reduce your booking to the tier for 16-30 guests. You can try to avoid this happening by using the tips in step 4.

You must inform us no later than 72 hours (3 days) before your event for us to be able to enact a group size reduction refund. We need this time to manage our internal staff and operations.

What's the latest I can change the teams? ⏳

If you foresee multiple changes we will give you access to the Google Sheet page where the teams will be hosted. From there you can amend the teams and add or remove few extra players. If you substantially edit this number we may not be able to accommodate your group size, especially if it’s too close to the event.

What is Steamed Egg's data protection policy?

We will never use your guests email for anything other than the purpose of planning your event and will never share with a 3rd party.

Steamed Egg abides by GDPR laws and guidelines including the Right to be forgotten for all customers and event attendees.

We will not record or take photos your guests unless we have your prior permission.

Your date will be held on either Google, Typeform or Hubspot. The event will usually take place on Zoom.

How does Steamed Egg communicate with the guests?

We send a limited number of email (about 2-3 depending on time) to the guests over the course of 1 -2 weeks

These emails welcome guests, get them excited, and prepare everyone to get them in the mood for some fun!

There’s nothing for the guests to sign. Once you’ve shared their emails with us we’ll send over a landing page that will asks them to fill out the answers to the quizzes This Time It’s Personal” “Are You Pulling My Leg?”

We will never use your guests email for anything other than the purpose of planning your event and will never share with a 3rd party.

What do my team need to do?

1. Fill out their quiz answers if you have chosen either This Time It’s Personal or Are You Pulling My Leg?

2. Be aware of their teams

3. Have Zoom Installed on a desktop or laptop which has video capabilities.

4. Turn up in team colours and with their team colours on their zoom background.

Gameshow virtual team event

5. Click on the zoom link on the start of the event.

How do the teams and breakouts work?

We use teams to create a friendly competitive atmosphere. There are two teams in each breakout room going head to head. All teams are on the same leaderboard to make the action feel connected. At the end of the games we bring everyone back into the main chat to reveal the winners in the final ceremony. We require an even number of teams to make the event work.

Gameshow virtual team event

The reason we do this is to allow conversation to happen. You simply can’t have high quality interactions with 30 people on zoom at the same time.

Tips for getting maximum turn out

You could:

Use the company instant messenger to create some pre-event banter. Create a Thread with the teams, post the teams in there and let the trash talk begin!

Another idea is to make the first event just two games instead of 3. That shorter time commitment of 70 minutes could encourage more people to come along?

If you get a weak response, Lobby your leaders to “Promote” the event. When the most senior person is there the team often will follow suit. People LOVE it when their boss is willing to play the fool and join in the fun. It creates unity and breaks down barriers that builds trust.

You can ask those who have opted in to tell other people to come along.
Talk to people one-on-one via your IM. If you believe this event is worth while enough to keep people connected then it’s worth investing a few minutes per-guest to let them know how important this is to you and your culture.