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How can you develop facilitation skills for large-scale events and conferences?

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Facilitation skills are essential for anyone who wants to design and deliver engaging, productive, and impactful large-scale events and conferences. Whether you are facilitating a panel discussion, a workshop, a keynote speech, or a networking session, you need to know how to plan, prepare, communicate, and adapt to different scenarios and audiences. In this article, we will share some tips and strategies on how you can develop facilitation skills for large-scale events and conferences.

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Prof Jack Wong

Blair Singer Training Academy Senior Leader | Sales & Team Builder ?? | Retired International Tax Strategist ?? |…
Joel Madden

Evolutioned | GAICD | MAHRI

1 Define your objectives and outcomes

Before you start facilitating any event or conference, you need to have a clear idea of what you want to achieve and how you will measure your success. What are the main goals and expectations of the event organizers, sponsors, speakers, and participants? How will you align your facilitation style and methods with the event theme, format, and agenda? How will you collect feedback and evaluate the impact of your facilitation? By defining your objectives and outcomes, you can create a facilitation plan that is relevant, realistic, and results-oriented.

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Prof Jack Wong

Blair Singer Training Academy Senior Leader | Sales & Team Builder ?? | Retired International Tax Strategist ?? | Master TetraMap Facilitator ?? ?? ?? ?? | Helping Founders Win the Inner & Outer Game ??
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Clear objectives and outcomes are crucial for effective facilitation in large-scale events. Understanding the goals of all stakeholders is vital, enabling tailored facilitation approaches that align with the event's theme. Gathering feedback and evaluating impact ensures an engaging and impactful experience that aligns with strategic objectives.

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2 Know your audience and stakeholders

Another key aspect of developing facilitation skills for large-scale events and conferences is to know your audience and stakeholders. Who are the people you will be facilitating for and with? What are their backgrounds, interests, needs, and preferences? How will you engage them, motivate them, and address their questions and concerns? How will you build rapport and trust with them? By knowing your audience and stakeholders, you can tailor your facilitation approach and techniques to suit their characteristics and expectations.

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Prof Jack Wong

Blair Singer Training Academy Senior Leader | Sales & Team Builder ?? | Retired International Tax Strategist ?? | Master TetraMap Facilitator ?? ?? ?? ?? | Helping Founders Win the Inner & Outer Game ??
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Understanding your audience and stakeholders is crucial for facilitating large-scale events and conferences. Dive deep into their backgrounds, interests, needs, and preferences to craft an approach that resonates. Engage and motivate a diverse group with adaptability and empathy. Building rapport and trust goes beyond delivering content; it's about creating a connection and understanding group dynamics. Tailor your approach to meet your audience's unique characteristics and expectations for an impactful and memorable experience.

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3 Choose your tools and techniques

Depending on the type, size, and purpose of the event or conference you are facilitating, you will need to choose the appropriate tools and techniques to support your facilitation. For example, you may use online platforms, apps, or software to facilitate virtual or hybrid events, or you may use flipcharts, sticky notes, or cards to facilitate in-person or interactive events. You may also use different facilitation techniques, such as icebreakers, brainstorming, polling, voting, breakout rooms, or gamification, to foster participation, collaboration, creativity, and learning. By choosing your tools and techniques, you can enhance your facilitation effectiveness and efficiency.

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Joel Madden

Evolutioned | GAICD | MAHRI
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The world cafe approach is an oldie but a goodie. It creates energy, movement and divergance, and is easy to tailor and modify for the specific context. For large scale events online, real time polling and word clouds work well. For collaboration, depending on how game you are, working on value streams can be very engaging and valuable.

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4 Communicate clearly and confidently

One of the most important facilitation skills for large-scale events and conferences is communication. You need to communicate clearly and confidently with different groups of people, such as event organizers, speakers, moderators, staff, and participants. You need to communicate the event objectives, agenda, rules, roles, and expectations, as well as provide instructions, guidance, feedback, and summaries. You also need to communicate in a way that is respectful, inclusive, and responsive, as well as use verbal and non-verbal cues, such as tone, volume, pace, eye contact, gestures, and facial expressions, to convey your messages. By communicating clearly and confidently, you can establish your credibility and authority as a facilitator.

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5 Adapt to changing situations

No matter how well you plan and prepare for your facilitation, you may encounter unexpected situations or challenges during the event or conference. For example, you may face technical issues, time constraints, conflicts, misunderstandings, or disruptions. You need to be able to adapt to changing situations and handle them calmly and professionally. You may need to improvise, negotiate, mediate, or redirect the conversation, depending on the situation. You may also need to adjust your facilitation plan, tools, or techniques, if necessary. By adapting to changing situations, you can demonstrate your flexibility and resilience as a facilitator.

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6 Reflect and improve

After you finish facilitating the event or conference, you should take some time to reflect and improve on your facilitation skills. You should review the feedback and evaluation data you collected from the event organizers, speakers, and participants, and identify what went well and what can be improved. You should also seek feedback and advice from other facilitators, mentors, or peers, and learn from their experiences and insights. You should also celebrate your achievements and recognize your strengths and areas of development. By reflecting and improving, you can enhance your facilitation skills and prepare for future opportunities.

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Joel Madden

Evolutioned | GAICD | MAHRI
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If possible, organise smaller events over a time period. This allows you to gather feedback and change your approach/make adjustments in between events, rather than relying on getting it right on the one day.

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7 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?

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How can you develop facilitation skills for large-scale events and conferences?

1

2

3

4

5

6

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1 Define your objectives and outcomes

2 Know your audience and stakeholders

3 Choose your tools and techniques

4 Communicate clearly and confidently

5 Adapt to changing situations

6 Reflect and improve

7 Here’s what else to consider

Facilitation

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How can you develop facilitation skills for large-scale events and conferences?

1

2

3

4

5

6

7

1 Define your objectives and outcomes

2 Know your audience and stakeholders

3 Choose your tools and techniques

4 Communicate clearly and confidently

5 Adapt to changing situations

6 Reflect and improve

7 Here’s what else to consider

Facilitation

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