Seven Effective Things to do to Run a Successful Conference/Seminar
Since I began my career as a sales and marketing professional in 1996 and then as a leadership and self-excellence trainer from 2001, I have had umpteen opportunities to participate as a delegate as well as a ‘speaker at business conferences and various ‘skill-building’ seminars.
These have been not just in Fiji or India but also in the South East of Asia.
Through all these opportunities, I have observed and also learnt important aspects that could help make the conferences towards becoming far more effective and successful. In fact, there seven aspects which can help to achieve this goal. Let us explore each one of them.
1. Intensifying the ‘PURPOSE’ and recognising the relevant ‘TAKE-AWAYs’
When you wish to organize a seminar or a business conference, the first thing that must be discussed or brain-stormed upon is the ‘PURPOSE’ or the ‘OBJECTIVE’ of having it.
Along with it what is as important if not more is the identification of at least three or four ‘TAKE AWAYs’.
But, what are take-aways? In simple terms they are those learnings or aspects of knowledge that each and every delegate or participant will be expected to extract from the seminar or the conference.
For this to happen, tremendous amount of effort will be required. Through brainstorming, the organisers need to identify and assimilate specific things that the participants will carry with them and then implement it relevantly into their respective work environment.
I must most honestly say that in many of the conferences I have left without proper clarity about the ‘take-aways’ and hence have found my entire investment of time, money and effort not very profitable.
2. Creating an Impacting ‘BROCHURE’
Having just shared my perspectives about the purpose and the concept of creating clear ‘take-aways’ from the conference, the next thing that will be essential is to make a very impacting and an impressive brochure or a pamphlet with the aim to provide a relevant ‘glimpse’ into the details of the conference/ seminar.
We have to realize that a properly and sensibly made brochure/pamphlet stating the purpose or objective, the take-aways, the names and antecedents of various presenters or speakers along with other ancillary details is an important preconference/seminar activity.
Please remember, these brochures could also be sent as E-brochures by email to all the participants.
Although there will be a substantial investment of time and money in making these brochures/pamphlets, I believe it will be a very fruitful initiative towards awakening deeper interest in attending the conference/ seminar.
3. Venue, Seating and Lighting
The choice of venue for hosting a conference or even a seminar can play a relevant role in accomplishing the goal. I clearly recall a conference which was organised in a room which seemed very small to accommodate those many delegates.
It was making me claustrophobic and in some ways I was even feeling ‘restricted’ in my thinking.
During the lunch hour when I asked the reason for choosing that particular venue, the answer given to me was that it was centrally located, the food quality was also extremely good and, more importantly, the cost of hiring that particular venue very reasonable or rather cheap.
It seemed like their focus was more on other aspects than the quality of the ‘conference room and especially the spacing inside!
Along with this, I wish to also highlight that the SEATING-Arrangement also matters a lot.
My observation and suggestion to the organisers has always been to have ‘cluster’ seating rather than ‘classroom’, and if the number of participants is within the range of 20 to 25 people then a U-shape seating arrangement is recommended, so as to make the entire experience more interactive and involving for the participants.
Finally, the aspect which we must not forget is try and provide brightness within the room through effective lighting.
4. Selecting the ‘right’ speakers
On occasions more than one, I have sat through presentations or lectures by those ‘eminent’ and qualified speakers who kept animatedly speaking about topic ‘B’ when actually the topic they were asked to speak was topic ‘A’.
At times, speakers start off upon the topic assigned to them but, within no time, veer off to another topic.
It is important to be noted that, when such things happen, the overall presentation of that particular speaker becomes almost useless for the audience or the participating delegates.
Hence, the organisers of the conference must take extra precaution to select speakers and make each of them clear about topic and the expectations from the audience.
Also, an important point to be noted is that, sometimes the most qualified person, invited to present at the conference, may not be a good or effective orator or speaker.
It is for this reason that, while making the selection of speakers, the organisers must try to get those who have an effective combination of their respective ‘knowledge’ or competency along with healthy communication or presentations skills so that the audience receives the best from those presenters or speakers.
5. Ice-melters and specific audience interactions
Conferences, especially those which are for more than two or three days can get tedious and could create mental fatigue and even pleasant boredom!
Hence, I always suggest to the organizers if certain concise, interactive and inspiring games can be played or ice-melting activities could be initiated so as to generate as well as enhance emotions of enthusiasm, exuberance and exploration within each of the audience members.
Such games or activities can be more relevantly executed just after lunch or towards the conclusion of the first day, if the conference happens to be for two or more days.
6. Q & A (Questions & Answers)
The session for the audience to ask questions to the presenters or speakers is not just essential but extremely useful as well.
Sometimes, the Q&A becomes more useful and effective for the audience especially because they are able to clarify their respective doubts and extract answers to their questions. There are a few different and yet highly impressive ways in which the Q&A sessions can be executed.
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7. The ‘book’ is better…as memorable memento
Instead of gifting others things, I am of the view that, at all the business conferences if you wish to gift your audience with a memento, then what I strongly suggest to present them with something like an ‘educational’ or a ‘self-help’ book, something that has some knowledge that each reader can learn and implement and also share with his other colleagues at office.
I don’t say that you must not gift other things but it will be more valuable to present the audience with something substantial for their professional growth.
There could be more things to help make a conference or seminar more effective.
But for now, I sincerely believe that the seven aspects I have shared could be useful while organising your next conference!