We unpack Welcome Day for new employees: how it differs from onboarding, how to build the program, roles, the roadmap, and a useful outcome after the event.
Welcome Day for new employees gives a group of newcomers a shared start and helps connect people with the company before they disperse into their departments. In one meeting, a participant should understand how the business works, meet the leaders, get to know colleagues, and receive a clear roadmap for the first weeks. The event does not replace the entire adaptation process. It creates an anchor point within that process.
At Aventura, we start such a project with the newcomer's questions: where have I come to, why is my role needed, whom should I contact, and what should I do next. Then we bring the content, introductions, navigation, and technical plan together into one script. As a result, the live meeting retains practical meaning, and the show does not steal the spotlight.
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How Is Welcome Day Different from Onboarding?
Welcome Day is a separate meeting within a longer employee adaptation process. During it, the company provides the overall context, introduces people to each other, and shows the available support channels. Onboarding begins before the first working day and continues after the event: the manager assigns tasks, the mentor supports on the job, and the HR and IT teams handle documents and access.
The distinction is needed already at the brief. If the client expects one meeting to solve all onboarding issues, the program becomes bloated. They try to pack occupational safety, company history, products, and dozens of policies into a single day. The newcomer gets a lot of words and loses the next step.
We divide the tasks into three layers:
- До события участник получает организационную информацию, доступы и короткий вводный пакет.
- На Welcome Day человек знакомится с компанией, ключевыми людьми и маршрутами помощи.
- После встречи руководитель и наставник продолжают профессиональную адаптацию в подразделении.
This way, the event takes its place in the system. CIPD describes induction as the process of familiarizing a new employee with the organization and the work environment, not as a single presentation. Atlassian's practical onboarding checklist also covers preparation, the first day, and long-term support. These frameworks help avoid promising more from Welcome Day than it can deliver.
Для общей встречи подходит производственная логика for a business event: цель, аудитория, модерация, выступающие, маршрут участника и зафиксированный результат. The entertainment part supports networking but does not replace it.
Outcome of the Event for the Newcomer and the Company
A useful outcome is formulated through the participant's actions. After Welcome Day, a newcomer can explain what the company does, name the next work steps, find the right channel, and contact a specific person. HR receives the group's questions and sees gaps in the materials. Managers understand where employees' expectations diverge from how work actually operates.
The wording “to introduce people to the corporate culture” sounds nice, but it is hard to verify. We translate it into observable indicators:
- сотрудник знает роль своего подразделения в общей цепочке;
- понимает, кто принимает решения по его рабочим вопросам;
- находит базовые правила и контакты без длинного поиска;
- finds basic rules and contacts without a long search;
- has met at least a few colleagues outside their team;
The company receives a map of questions without rating newcomers. If several people confuse the same procedure, it is worth checking the explanation or the process itself. If remote employees cannot hear questions from the room, first fix the broadcast format, and only then assess engagement.
Gallup рассматривает опыт первых рабочих контактов как последовательность встреч с руководителем, коллегами, задачами и возможностями проявить сильные стороны. Welcome Day может укрепить эту последовательность, когда сценарий связан с дальнейшими действиями руководителя и наставника.
How to Build the Content Without Overloading It?
Мы собираем содержание Welcome Day вокруг решений, которые новичку понадобятся в первые недели. Историю компании и рабочие правила оставляем в той глубине, которая помогает действовать. Подробные регламенты выносим в доступные материалы и сопровождаем ссылкой, владельцем и способом задать вопрос. Каждый блок отвечает на конкретный вопрос участника.
На первом брифе мы просим у HR и внутренних коммуникаций:
- knows the plan for the first week and the next feedback checkpoint.
- participant profile: functions, cities, work format, and start date;
- onboarding plan before and after the meeting;
- mandatory topics and documents;
- company structure and owners of key processes;
- frequently asked questions from new employees;
- restrictions on photos, recording, and publication of materials;
- accessibility requirements and language versions;
- list of managers, mentors, and experts;
Затем мы строим матрицу "вопрос новичка - короткий ответ - человек - формат - материал после события". Она помогает убрать повторяющиеся доклады. Если два спикера объясняют структуру компании, один дает общую карту, а второй показывает конкретный рабочий маршрут.
One-Day Welcome Day Program
Однодневная программа строится от общего контекста к личному маршруту сотрудника. Утром участники понимают устройство компании и знакомятся с руководителями. В середине дня работают с командами и процессами. Финальный блок отвечает на практические вопросы и выдает каждому следующий шаг.
Между содержательными частями нужны паузы, разговор и движение.
Пример программы нужно адаптировать под смены, города и размер группы:
В таблице собраны ключевые пункты раздела: Table. Budget without hidden blocks, Table. One-day Welcome Day agenda, Format. The table summarizes the key points of the section: Point, What the candidate gets, What the team records
| Table. Budget without hidden blocks | Table. One-day Welcome Day agenda | Format | Participant objective |
|---|---|---|---|
| Registration and navigation | What remains afterward | understand the route and rules of the day | welcome desk, map, coordinator assistance |
| Suitable format | agenda and contacts | see how their role connects to the company's objectives | a short conversation between the manager and the moderator |
| shared context | понять продукты, клиентов и подразделения | visual diagram and breakdown of the work journey | digital company map |
| Getting to know the teams | meet the people and their areas of responsibility | quick themed meetings | list of contacts and channels |
| Work scenarios | choose how to act on typical issues | stations or small-group debriefs | quick guide and links to the rules |
| Questions for managers | get a direct answer without a long speech | moderated session | capturing shared answers |
| Personal journey | set the first tasks and meetings | next-step card | first-week plan |
Short talks require editorial preparation. We give the speaker one question, several talking points, and a clear ending. If a person needs to remember a help channel, that address is shown on screen, repeated aloud, and included in the materials.
For remote participants, we do not leave the camera at the back of the hall. Online event and broadcast require a dedicated stream host, a clear question interface, large visuals of materials, and equal time to participate.
Roles of the Team and Leaders
Every part of Welcome Day has an owner. HR is responsible for the onboarding journey and participant data. Managers provide meaning and answer questions. Internal communications establish a common language.
The moderator keeps the pace and steers the conversation toward practice. The organizing team coordinates the venue, broadcast, registration, catering, and backup.
We lock roles before the final script:
- the project client approves the goal, audience, and outcome;
- the HR owner links the event to the onboarding program;
- the manager opens the day and explains priorities without a long report;
- function representatives walk through work journeys;
- наставники и коллеги помогают знакомству в малых группах;
- Mentors and colleagues help with introductions in small groups;
- A moderator manages questions and time;
- Coordinators guide participant flows;
- The technical team is responsible for sound, screens, communications, and backup;
We rehearse leaders' presentations just like all the other parts. We ask them to answer newcomers' real questions: how decisions are made, where to ask for help, what mistakes are acceptable in training, and what to expect from the first weeks. The speaker's bio and the company's list of achievements can stay in the materials.
The occupational safety specialist and other owners of mandatory topics approve their blocks. Professional нужен, если группе сложно задавать вопросы напрямую или в программе много переходов между спикерами. Their task is to clarify, reduce repetition, and gently bring the conversation back to the desired outcome.
How to Help People Connect Without Pressure?
Networking works when a participant has a clear reason to start a conversation and the right to choose a comfortable way to participate. We don't force a newcomer to publicly share personal facts, speak without preparation, or compete for attention. Instead, we provide short work-related questions, small groups, and several communication channels.
Подходящие механики:
- is needed if the group finds it difficult to ask questions directly or the program has many transitions between speakers. Their task is to clarify, reduce repetition, and gently bring the conversation back to the desired outcome.
- Role map. The participant finds people they will interact with in the workflow.
- Route walkthrough. A small group maps the path of a request from a client or employee to a solution.
- Topic-based meetings. Representatives of IT, HR, security, product, and internal services sit at the tables.
- Paired conversation. Newcomers discuss one pre-set question about the role and expectations.
Эти механики не требуют громкой самопрезентации. Они помогают получить рабочий контакт. Для группы из разных должностей задания не должны проверять специальную экспертизу одного отдела: такой конкурс быстро делит людей на знающих и остальных.
Question board. A person submits a question with or without their name and chooses a public or private answer. Materials for the internal можно использовать как соседний формат, если Welcome Day совпадает с обновлением ценностей или корпоративного языка. Но задачи лучше разделять: новичку нужен прежде всего понятный старт, а не экзамен на знание бренда.
Format for Offices, Shifts, and Remote Teams
Единый Welcome Day не обязан означать одинаковый экран для всех. Офисной группе важны маршрут по месту и живые знакомства. Сменным сотрудникам нужна программа, которая не нарушает рабочий график. Удаленным участникам требуется полноценная цифровая комната, где слышно вопросы, видны материалы и доступна помощь.
Contents остается общим, а способы участия меняются.
В таблице собраны ключевые пункты раздела: Audience, Table. Format for offices, shifts, and remote teams, Main risk. The table summarizes the key points of the section: Point, What the candidate gets, What the team records
| Audience | Table. Format for offices, shifts, and remote teams | Main risk |
|---|---|---|
| Solution in the scenario | office group | the tour takes up the content portion |
| a short route through key points and a digital map | production and shifts | some people cannot leave their workplace |
| multiple cities | the region hears only presentations from headquarters | local leaders' segments and a joint Q&A session |
| remote employees | the participant becomes a viewer of the broadcast | a dedicated moderator, breakout rooms, and digital stations |
| international employees | rules and nuances get lost | translation, bilingual materials, and terminology checks |
В гибриде мы проверяем равенство действий. Если зал может поговорить с руководителем, удаленная группа тоже получает очередь вопросов. Если участники в офисе собирают карту контактов, цифровой участник выполняет эквивалентную задачу, а не смотрит на чужую активность.
The federal program script can be checked against the article about series of corporate events in different cities. A unified standard, local roles, and version control of materials are important there.
Accessibility, Security, and Personal Data
Доступность начинается до регистрации. Участник должен узнать формат встречи, длительность блоков, способ запросить условия и доступные каналы участия. На площадке нужны понятная навигация, бесступенчатый маршрут, работающие микрофоны и возможность сделать паузу. Для видео готовят субтитры или текстовую альтернативу, а цифровые материалы проверяют на читаемость.
В проекте руководства рабочей группы W3C по удаленным встречам рассматриваются доступность платформы, материалов, звука, видео и участия. Отдельное стабильное руководство W3C WAI описывает субтитры и текстовые альтернативы для аудио и видео. Для Welcome Day это означает несколько конкретных действий:
- ask in advance about participation conditions without unnecessary collection of medical details;
- provide the program and map in an accessible digital format;
- use a microphone for all speakers and questions;
- provide captions or a transcript for important video;
- do not build mandatory mechanics solely on fast movement or public speaking;
- provide a quiet place and sufficient breaks;
- designate a contact for assistance at the venue and during the broadcast.
Статья 214 Трудового кодекса Российской Федерации закрепляет обязанности работодателя в сфере охраны труда. Welcome Day остается событийной частью адаптации и не подменяет отдельные обязательные процедуры компании. Организаторы согласуют с владельцами процесса, какие темы можно объяснить в общей программе, а что проходит по установленному порядку.
Регистрационная форма собирает только нужные данные. Федеральный закон N 152-ФЗ требует связывать обработку персональных данных с конкретными и заранее определенными целями. Поэтому организационную регистрацию, запрос условий доступности, результаты заданий и кадровые данные лучше разделять по доступу и срокам хранения.
О фото-, видео- или аудиозаписи участников сообщают заранее. Статья 152.1 Гражданского кодекса Российской Федерации регулирует обнародование и дальнейшее использование изображения гражданина и предусматривает исключения. Company проверяет применимое основание, получает согласие там, где оно необходимо, и дает понятный способ сообщить об отказе от съемки. Мы заранее выделяем зоны без съемки или снимаем разрешенные служебные материалы отдельно.
What to Check at the Rehearsal?
Репетиция должна пройти по реальному пути участника: от приглашения и входа до получения материалов после события. Dance groups проверяет понятность инструкций, длительность блоков, выступления, звук, трансляцию, навигацию, доступность и резерв. Notes are recorded with an owner and a deadline, otherwise they will get lost in the setup day.
Run-through checklist:
- Open the invitation on your phone and check all links.
- Complete registration with a standard and a special request.
- Find the entrance, cloakroom, hall, restrooms, and quiet zone.
- Launch presentations, videos, microphones, and remote connections.
- Test each task without the author's explanations.
- Time the transitions and queues between blocks.
- Send a question from the hall and from the online room.
- Simulate a speaker's late arrival, loss of connection, and room change.
- Check the distribution of contacts, rules, and the personal plan.
- Walk the evacuation routes together with the venue.
It is useful to invite an employee who did not take part in the development to the run-through. They are quicker to notice internal abbreviations, unclear diagrams, and instructions that are clear only to their authors.
The neighboring article about Employee Compliance Day shows how to separate the general event part from mandatory rules and expert analyses. The same principle applies to Welcome Day: process owners approve the content, while the event team is responsible for clarity and the journey.
Metrics and Work After the Event
Welcome Day metrics show whether a newcomer has gained support for the coming weeks. Attendance alone does not answer this question. We look at understanding of the route, availability of help, quality of introductions, and topics of questions. After some time, HR compares the impression from the event with the employee's actual experience and adjusts the program.
Suitable indicators:
The table summarizes the key points of the section: Level, Question, What to record. Use it as a quick reference when preparing the event.
| Level | Question | What to record |
|---|---|---|
| Participation | whether the person was able to complete the required blocks | completion of the journey across formats without public rating |
| Understanding | whether the newcomer knows the next step and the support channel | answers to several practical questions |
| Connections | whether the necessary work contacts were made | self-assessment of the availability of the manager, mentor, and services |
| Format quality | whether the conditions were equal for different groups | technical failures, availability of materials, response time |
| Follow-up | whether the promised actions took place | meeting with the manager, assignment of a mentor, issuance of the plan |
Immediately after the meeting, the participant receives one page with contacts, links, and a plan. Unanswered questions are distributed among owners and returned to the group. After the first week, the manager or mentor checks whether the tasks are clear and help is available.
After the final photo, the person is handed over to the work route. This completes the event part of Welcome Day.
We do not link the entertainment score or public activity to an employee's evaluation. An introverted participant can receive all the necessary information without speaking in front of the room. Metrics should help the program, not create an additional exam for the newcomer.
Budget and Brief for the Agency
The estimate depends on the number of streams, the venue, the lineup of speakers, the depth of editorial work, the design of zones, broadcasting, catering, and geography. To compare proposals, the client provides a single brief and asks to separate mandatory work, options, and variable costs. The line "Welcome Day organization" without the team composition and outcome does not provide a basis for choosing.
At the briefing, we record:
- goal and measurable result;
- number of participants, roles, cities, and languages;
- employee start dates and a convenient frequency;
- event venue and remote format;
- required topics and content owners;
- list of managers, mentors, and speakers;
- icebreaker mechanics and question collection;
- accessibility and occupational safety requirements;
- photo, video, and recording rules;
- registration data and access;
- post-event materials;
- technical backup and reporting.
In the estimate, we separately show the concept, script, editing of speeches, and design of materials. We divide the production block into venue, equipment, broadcasting, staff, catering, logistics, and reporting. For variable lines, we fix a unit of calculation so the client can see the consequences of a new stream, connecting a city, or an additional zone.
Frequently asked questions
Welcome Day is a separate meeting within a longer employee adaptation process. During it, the company provides the overall context, introduces people to each other, and shows the available support channels. Onboarding begins before the first working day and continues after the event: the manager assigns tasks, the mentor supports on the job, and the HR and IT teams handle documents and access.
A useful outcome is formulated through the participant's actions. After Welcome Day, a newcomer can explain what the company does, name the next work steps, find the right channel, and contact a specific person. HR receives the group's questions and sees gaps in the materials. Managers understand where employees' expectations diverge from how work actually operates.
Мы собираем содержание Welcome Day вокруг решений, которые новичку понадобятся в первые недели. Историю компании и рабочие правила оставляем в той глубине, которая помогает действовать. Подробные регламенты выносим в доступные материалы и сопровождаем ссылкой, владельцем и способом задать вопрос. Каждый блок отвечает на конкретный вопрос участника.
Однодневная программа строится от общего контекста к личному маршруту сотрудника. Утром участники понимают устройство компании и знакомятся с руководителями. В середине дня работают с командами и процессами. Финальный блок отвечает на практические вопросы и выдает каждому следующий шаг.
Every part of Welcome Day has an owner. HR is responsible for the onboarding journey and participant data. Managers provide meaning and answer questions. Internal communications establish a common language.
Networking works when a participant has a clear reason to start a conversation and the right to choose a comfortable way to participate. We don't force a newcomer to publicly share personal facts, speak without preparation, or compete for attention. Instead, we provide short work-related questions, small groups, and several communication channels.
If Welcome Day is meant to bring together a large number of new hires from different teams, at Aventura we can connect content, introductions, and production into a single project. Запросите смету через форму, to discuss the audience, dates, venue, and participation format.
Sources
- Labor Code of the Russian Federation, Article 214: employer responsibilities in the field of occupational safety
- 152-FZ, Article 5: principles of personal data processing
- Civil Code of the Russian Federation, Article 152.1: Protection of a Citizen's Image
- CIPD: Induction
- Gallup: Why the Onboarding Experience Is Key for Retention
- Atlassian: employee onboarding checklist
- W3C: Accessibility of Remote Meetings
- W3C: Making Audio and Video Media Accessible
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