I’m excited to share some big personal news with you.
I’ve just moved from Barcelona ☀️to Toronto! 🇨🇦
After 10 amazing years in Spain, we decided it was time to be closer to family and friends in Canada. It’s been a whirlwind of goodbyes, boxes, and big emotions.
One of the hardest things to pack?
🎥 My home studio.
That little corner of our home is where I launched The Quest.
Where I created and ran my online courses.
And it’s where I’ve connected with thousands of facilitators like you, trying to figure out this weird and fascinating world of live online sessions. ✨
My studio was more than a workspace—it was a container.
A steady, safe space that helped me stretch, experiment, and create.
And it got me thinking… 🧠
What kind of “space” do your online participants walk into?
In in-person workshops, the physical space is a mission-critical part of your live session toolkit.
- The way you arrange furniture
- Natural light through the windows
- The snack table where small talk sparks connection
But what about online?
You can’t set up a cool check-in table or lay out the workshop materials.
Still, space matters. A lot.
Think about your last session – what kind of “space” did people walk into when they joined?
Because when your Zoom room feels like “just another call,” participants stay in their everyday mindset.
But when you design that space with care, it becomes—like Priya Parker says—a “temporary world” where people feel safe, seen, and ready to engage.
And it’s not just a “nice-to-have.”
Our brains are constantly scanning for cues: Is this safe? Am I welcome here?
In person, we pick up on energy, body language, and the vibe of the room.
Online? Not so much.
That’s why intentionally creating a strong container becomes mission-critical in virtual spaces.
It gives your group the clarity and safety they need to show up fully.
And that’s where the ✨real magic✨ happens.
So, how do you create that same container online?
Here are 5 things I focus on when preparing a virtual space. And it starts even before you say a single word:
📧 1. Send a pre-session email
You start creating a container before anyone logs on.
Use a short prep email to:
✔️Share the session’s purpose
✔️Set expectations (“this session will be interactive…”)
✔️Explain how to get the most out of the session (“join from a quiet, distraction-free space…”)
✔️Include any relevant tech tips and anything else people need to bring (“have a pen and paper handy…”)
👉 This signals: this session is intentional—and your time matters.
🎬 2. Customize your waiting room
Your waiting room is your digital foyer.
Instead of the default Zoom screen:
✔️Add a friendly message (“So glad you’re here! We’ll start right on time.”) or an inspiring quote.
✔️Create a short welcome video using Canva (Tatiana Rodriguez has a great how-to video here.)
👉 This signals: someone has prepared this space with care.
🎵 3. Play music as people arrive
Music is mood magic. 🎶 And it’s especially powerful in virtual spaces for setting the tone.
Pick a vibe that matches your session’s purpose:
✔️Calm and grounding?
✔️Energetic and playful?
✔️Lofi beats or ambient background?
👉 This signals: this isn’t another boring meeting—it’s an experience.
👋 4. Give a warm personal welcome
People decide within seconds if your session’s worth it. A personal welcome helps confirm: yes, it is!
✔️Greet people by name as they enter the room
✔️Start with a low-stakes opening prompt — “One thing you’re curious about when it comes to topic X“
✔️Use a co-host to manage the chat and welcome latecomers
👉 This signals: you’re not anonymous here—you matter.
📋 5. Share a visible Agenda or Session Flow
Share a one-slide visual agenda or talk through what’s coming.
✔️Use simple icons or a timeline
✔️Keep it light but clear
✔️Drop it in the chat so people can refer back to it
👉 This signals: I know where we’re headed—and you’re in good hands.
Over to you…
What’s one small change you could make to the way people enter your virtual space?
Leave a comment—I’d love to hear it.
💌 Thanks for reading The Quest
I always love hearing your feedback and suggestions. Just hit reply to share your thoughts and ideas.
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Creatively yours,
Whenever you are ready there are 2 more ways I can help you:
👉Custom coaching & team training. Book a free 15-minute zero-commitment call with me to see how I can support you and your team.
👉 Live Session Design Video Course. Live Session Magic gives you a proven system for designing consistently high-quality online sessions. Join the interest list here and be the first to get access.
👉5-week Live Online Course. The Breakthrough Facilitation course gives you tools, personalized feedback, and a proven framework for designing and leading high-engagement live sessions. Join the interest list and be the first to get the next cohort dates and discounts.
