Meet Elisabet: The creative force behind Zooma’s events

Meet Elisabet: The creative force behind Zooma’s events

In a world increasingly dominated by digital interactions, Elisabet finds joy in organising tangible, real-world events. As a content creator and event planner at Zooma, Elisabet has spent 18 years perfecting her craft, bringing creativity and precision to every event she touches. Her passion for creating memorable experiences shines through from internal gatherings to big events. In today's #MeetAZoomer series, following Yeu-Kang's interview, we'll delve into Elisabet's passion for event planning.

The joy of hands-on work

What Elisabet enjoys most about organising events is how hands-on it is compared to her other work. 'In a digital world, you still need tangible work where you can physically touch stuff', she explains.

Elisabet enjoys visualising different scenarios and how the flow of an event will unfold. This passion began early in her career, particularly with Zooma's 5th birthday celebration in 2006. The special event involved detailed planning at Storan, a theatre in Gothenburg. 'It was amusing, everything from visiting the venue to planning how guests would move through the space, from the welcome drinks to dinner on the stage. That project made me realise how fun organising events could be.'

Since then, Elisabet has become Zooma's go-to event planner, handling everything from intimate gatherings to company-wide kick-offs.

Entrance of the Storan Theater decorated for Zoomas' 5th birthday celebration

While Elisabet has organised countless events, the one that stands out the most is Zooma's 5th birthday party. 'It was a big event, with many different elements happening in various parts of the venue. She recalls that working with experienced people to organise these events made it special. The night was filled with surprises, from the stage reveal to carefully planned details like seating cards and live music. It had several wow factors that made it truly memorable.'

Zooma's 5th anniversary event at Storan Theater in Gothenburg, with guests seated on the stage, surrounded by elegant decor and lighting

Staying organised: The calendar is her closest ally

Regarding staying organised, Elisabet's secret weapon is simple: a calendar and Excel. 'I usually plan events six months in advance, spreading them throughout the year. Smaller events, like office lunches, are about sending out invitations and setting reminders for myself to follow up with colleagues. The calendar is my friend!' she says, laughing.

For more significant events like kick-offs or office moves, Elisabet relies on detailed planning and reminders to stay on top of every little detail. She emphasises the importance of starting early, building time buffers, and using lists to ensure everything runs smoothly, no matter how complex the event.

Elisabet's event planning skills also extend to creativity. When asked how she comes up with new ideas, she smiles and admits, 'I Google.' Whether it's finding activities for a team-building event or locations for a company retreat, she gathers inspiration from online sources. 'I aim for activities that most colleagues have probably never done before. It's fun when everyone is on the same level and doesn't have preconceptions about what we will do.'

Challenges and adaptations

Event planning comes with its fair share of challenges, and for Elisabet, adapting to remote work during the pandemic was a significant one. 'Switching from our traditional physical 'Friday-Fikas' to digital ones was tricky. We had to come up with new activities like house tours via mobile or laptop and quizzes,' she explains.

Fika is a Swedish tradition that translates to 'coffee break.' Every Friday at 2:00 PM, we come together for Fika—a time to step away from work, enjoy casual conversations, and engage in some light competition.

When asked about organising office moves, Elisabet notes that each move has its hurdles. She's planning her fourth Zooma office move and says it's the most exciting yet, requiring a new mindset for furniture and interior design. 'The hardest part is organising all the external parties—furniture deliveries, movers, tech setup—and ensuring the timing works. Thankfully, this time around, with the possibility of remote work, we don't have to rush the transition.'

Keeping secrets: The art of the surprise

One of the things Elisabet is known for is her ability to keep event details under wraps. 'By now, most colleagues know there's no point in asking because I won't tell them anything.' Her dedication to keeping things a surprise adds extra excitement to the events she organises.

zooma-Elisabet

Elisabet's practical tips and sources of inspiration for organising events

Key tips:

  • Use a master calendar: Create a calendar that provides a clear overview, spreading out events evenly over a set period while taking public holidays into account. If many events occur simultaneously, consider using colour coding to differentiate between event types, deadlines, and other relevant categories.
  • Use calendar notifications: It's essential not to overlook any part of the preparations. Set reminders for tasks like planning, sending invitations, booking transportation, and reminding others.

  • Engage with the venue: Visit the venue in person to better understand the space and how guests can interact with it. This is especially important for larger events, like parties or conferences with external attendees. 
    Visiting may be challenging if you're planning an event, such as a multi-day kick-off, and the venue is far away. In that case, plan ahead by determining your requirements and discussing them with your contact person. For instance, if you know that you need one large meeting room, remember that you may need to split your group into smaller sessions at various times. Be sure to ask about the available options at the venue, as you might need to book additional rooms, among other arrangements.
  • Take advantage of others' skills: Don't hesitate to use the help and skills of the people at the venue you are booking. They know how they usually do stuff and are usually willing to modify what they can after your needs and requirements. When you know that someone else will ensure the coffee is served on time, relaxing and participating in your own event is easier.

Sources of inspiration:

  • Use activity as an inspiration: When planning an internal kick-off or other types of get-togethers, think of an activity that you would like to do. Then ask yourself the question: is this something most of my colleagues will enjoy? If the answer is 'yes', you are off to a good start! Then, you just need to start searching for places or venues where you can do this activity. 

  • Use location as inspiration: If the activity isn't particularly important, consider potential locations to visit. For kick-off events at Zooma, we aim to stay within a 2-hour bus journey from Gothenburg to minimise travel time during the conference. It's a good idea to look at a map to identify locations within that travel radius.

  • Google: Google is often the go-to resource for finding activities or locations. Whether you have a specific idea in mind or are completely uncertain, you can easily search for terms like 'after-work activity ideas' or 'conference venues near [your area].' This will provide you with plenty of suggestions to help you decide what to do next.

As Zooma approaches its next milestones—the upcoming office move and 25th birthday—one thing is clear: any event Elisabet plans will undoubtedly be an unforgettable experience.

Stay tuned for the next edition of the #MeetAZoomer series with our SEO expert and passionate boater Daniel Falk.

Niyat Ghebremichael
Niyat is a content manager at Zooma since 2019. She loves to create content​ and helps to bring campaigns and ideas to life.
Keep me updated!
Subscribe