Hosting online events on Zoom can be a wonderful way to connect with people, share knowledge, and build community. However, hosting an event that is both fun and organized requires thoughtful planning, engaging activities, and clear structure. Whether you’re hosting games, classes, workshops, or discussion groups, these strategies will help you run a Zoom event that participants enjoy while keeping the virtual room under control.
1. Plan Your Event Ahead of Time
Before you even open the Zoom room, take time to plan your event. Consider:
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Event type: Is it a class, discussion, social gathering, or interactive game session?
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Duration: Keep sessions manageable—30 to 60 minutes is usually ideal. Longer events can cause participants to lose focus.
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Agenda: Write a simple schedule with start time, activities, breaks, and end time.
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Materials: Decide if participants need anything (craft materials, worksheets, snacks).
Having a clear plan ensures your event runs smoothly and keeps participants engaged.
2. Set Up Your Zoom Room Correctly
Proper Zoom setup is key to a controlled, professional, and fun environment:
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Enable Waiting Room: Allows you to admit participants individually and prevent disruptions.
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Mute Participants on Entry: Keeps background noise under control. You can unmute them during activities.
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Screen Sharing: Decide who can share screens. Often, only the host should have this ability.
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Use Breakout Rooms: Great for small group discussions or activities. It helps manage large groups and increases engagement.
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Chat and Reactions: Enable the chat for questions or fun emojis. Monitor or assign a co-host to help manage it.
Tip: Always test your settings in advance. Make sure audio, video, and screen sharing work correctly.
3. Welcome Participants and Set Expectations
Start by welcoming everyone warmly. Introduce yourself and briefly explain:
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The agenda and what participants can expect.
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Rules for engagement: muting when not speaking, using the chat for questions, raising hands for comments, etc.
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How to use Zoom features like reactions, chat, and breakout rooms.
Setting expectations at the start helps keep the session organized and ensures everyone knows how to participate.
4. Icebreakers and Engagement Activities
Fun online events need interaction from the start. Icebreakers help participants feel comfortable:
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Ask each participant to share a quick answer to a simple question (favorite snack, hobby, or color).
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Use polls to get everyone involved.
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Quick fun games like “Two Truths and a Lie” or “Guess the Object” encourage engagement.
Interactive activities make participants feel involved and help the session feel lively.
5. Use Breakout Rooms Strategically
Breakout rooms are a great tool for engagement but need structure:
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Assign a clear purpose: Small group discussions, games, or collaboration activities.
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Time limits: Set a timer so groups know how long they have.
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Instructions: Give clear instructions before participants enter the breakout rooms.
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Check-ins: Visit breakout rooms to observe and assist if needed.
This allows participants to connect in smaller groups while keeping the host in control of the overall event.
6. Keep a Clear Agenda
A clear agenda keeps the event flowing smoothly:
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Welcome and Introduction: 5–10 minutes
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Icebreaker Activity: 5–10 minutes
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Main Content or Game: 20–30 minutes
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Breakout Rooms or Group Activity: 10–15 minutes
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Wrap-up and Q&A: 5–10 minutes
Share the agenda visually, either through screen share or chat, so participants know what to expect.
7. Use Engaging Visuals and Materials
Zoom events are more fun when participants can see something interesting:
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Use slides, videos, or images relevant to the activity.
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Share printable worksheets or guides ahead of time.
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Use Zoom’s annotation tools for collaborative drawing or highlighting during activities.
Visuals help participants focus and make the event more interactive.
8. Keep Energy High
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Use a friendly, enthusiastic tone of voice.
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Encourage participation regularly. Ask questions, invite volunteers, and praise contributions.
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Take small breaks or stretch activities for longer events.
High energy keeps participants engaged and makes the event enjoyable.
10. Encourage Participation Without Pressure
Not everyone is comfortable speaking on Zoom. Encourage participation by:
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Using chat for answers or comments.
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Offering multiple ways to engage: raising hands, using reactions, or answering polls.
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Allowing participants to join breakout rooms in smaller groups.
This way, everyone can participate at their own comfort level while still feeling involved.
11. Wrap Up With a Positive Ending
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Thank everyone for participating.
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Share any follow-up information, like recordings, materials, or the next event date.
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Ask for feedback using polls or a quick chat question: “What was your favorite part today?”
Ending on a positive note leaves participants happy and more likely to return.
12. Follow Up After the Event
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Send a thank-you email with links to recordings, materials, or upcoming events.
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Highlight participant contributions or fun moments from the event.
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Ask for suggestions for improvement.
Follow-ups build community and encourage continued engagement.
Quick Checklist for Hosting a Fun and Controlled Zoom Event
✅ Plan the event and agenda in advance
✅ Set up Zoom correctly: waiting room, mute on entry, co-hosts, breakout rooms
✅ Welcome participants and explain rules
✅ Start with icebreakers to engage everyone
✅ Use breakout rooms with clear instructions
✅ Keep a clear agenda and share it with participants
✅ Use visuals, slides, and materials for engagement
✅ Keep energy high and encourage participation
✅ Manage disruptive behavior firmly but politely
✅ Allow multiple ways for participants to engage
✅ Wrap up positively and ask for feedback
✅ Follow up after the event
Tip for Hosts with Disabilities:
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Break tasks into small steps (setup, agenda, icebreakers, main activity, wrap-up).
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Use checklists to track what’s done.
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Schedule short breaks for yourself if hosting a long event.
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Ask a trusted co-host or volunteer to help manage technical tasks or chat monitoring.