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How can you manage attendee expectations for conference breakout sessions?

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Breakout sessions are a popular feature of many conferences, as they allow attendees to explore specific topics in more depth, interact with speakers and peers, and customize their learning experience. However, planning and delivering effective breakout sessions can be challenging, especially when you have to manage the expectations of a diverse and demanding audience. In this article, we will share some tips on how to design, communicate, and evaluate your breakout sessions to ensure they meet your attendees' needs and preferences.

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Hannah Papp

Results-Oriented Data-Driven Strategist @ American Clean Power Association (ACP) | Thought Leadership Programming
Farnaz Raghami

Marketing Officer @ PMO Solutions |Brand developer PMO Regional Community Outreach Lead @ PMOGA Asia Pacific Hub
Ximena Pacheco

| Auditor y Asesor en LinkedIn e ISO | Optimización de Procesos y Perfiles | Potencio tu marca personal o empresarial y…

1 Define your goals and objectives

Before you create your breakout sessions, you need to have a clear vision of what you want to achieve with them. What are the main themes and messages of your conference? How do your breakout sessions align with them? What are the learning outcomes and takeaways for your attendees? How will you measure the impact and satisfaction of your sessions? Having a well-defined purpose and strategy for your breakout sessions will help you to select relevant topics, speakers, and formats, as well as to communicate them effectively to your audience.

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Ximena Pacheco

| Auditor y Asesor en LinkedIn e ISO | Optimización de Procesos y Perfiles | Potencio tu marca personal o empresarial y tu presencia en LinkedIn para alcanzar el éxito |
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In my experience as an ISO standards advisor, clarity on meeting objectives and real-time adaptation using the AIDA methodology (Attention, Interest, Desire, Action) are key. This approach allows me to discover the thoughts, needs, and desires of the individuals I'm meeting with, adjusting accordingly even if there's a predefined script.

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2 Choose diverse and engaging formats

Breakout sessions can take many forms, from lectures and panels to workshops and roundtables. The format you choose should match the content, goals, and audience of your session, as well as the time and resources available. You should also consider the level of interactivity and participation you want to foster, and the learning styles and preferences of your attendees. For example, if you want to encourage dialogue and collaboration, you might opt for a workshop or a roundtable, where attendees can share their ideas and experiences. If you want to showcase best practices or case studies, you might prefer a lecture or a panel, where attendees can listen and ask questions. To create a diverse and engaging program, you should mix and match different formats and balance them with plenary sessions and networking opportunities.

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3 Communicate your session details clearly

One of the key factors that influence attendee expectations is the information you provide about your breakout sessions. You should communicate your session details clearly and accurately, using various channels and platforms, such as your website, social media, email, and conference app. You should include the following information for each session: title, description, objectives, format, speakers, duration, and location. You should also highlight the benefits and value of attending each session, and how it relates to the overall conference theme and goals. Additionally, you should provide your attendees with guidance on how to choose and register for the sessions that suit their interests and needs, and how to access and participate in them during the conference.

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Farnaz Raghami

Marketing Officer @ PMO Solutions |Brand developer PMO Regional Community Outreach Lead @ PMOGA Asia Pacific Hub
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Transparency and authenticity are very important. We need to be clear and trustworthy. We have to deliver exactly what we promise, and we need to communicate our value proposition and methods and details of delivery perfectly clear and exactly as it is in all favorite touchpoints of our audience.

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4 Solicit and incorporate feedback

Another way to manage attendee expectations is to solicit and incorporate feedback throughout the planning and delivery of your breakout sessions. You can use surveys, polls, interviews, focus groups, or social media to gather input from your potential and actual attendees, as well as from your speakers and partners. You can ask them about their preferences, needs, challenges, and suggestions for your breakout sessions, and use their feedback to improve your content, format, and logistics. You can also use feedback to evaluate the effectiveness and satisfaction of your breakout sessions, and to identify areas for improvement for future conferences.

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5 Be flexible and adaptable

Finally, you should be flexible and adaptable when planning and delivering your breakout sessions, as you may encounter unexpected changes or challenges that affect your attendees' expectations. For example, you may have to deal with speaker cancellations, technical issues, room changes, or low attendance. You should have a contingency plan for such scenarios, and be ready to communicate and implement any changes or solutions promptly and professionally. You should also be open to adjusting your session content, format, or style according to the needs and dynamics of your audience, and to creating a positive and supportive learning environment for them.

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6 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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Hannah Papp

Results-Oriented Data-Driven Strategist @ American Clean Power Association (ACP) | Thought Leadership Programming
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If you want your breakout session to be successful, consider the following: - will this session afford participants networking opportunities? - if not, does the session empower participants with knowledge or skills they can use to improve their own workflow starting tomorrow? - if not, does the session afford participants the opportunity to ask an expert follow up questions? Largely, these three factors are the must-have outcomes for participants to feel their time was well spent.

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Anita Karpati

??? Hospitality in rePurpose | ??? Crafting Eco Connections | ?? Sparking Impact
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Although participants are interested in benefiting from the conference's content and arrangement, breakout sessions often provide increased flexibility and ownership, not just in terms of content but also in engagement. These sessions typically follow longer, more comprehensive segments or occur after breaks such as lunch or coffee pauses. These circumstances allow individuals to utilize the opportunity more comfortably, even managing bathroom visits or cigarette breaks, despite the provision of explicit coffee breaks. It's crucial to avoid solely relying on attendees' enthusiasm. Timing and placement of the sessions play a crucial role in maintaining energy levels and minimizing the potential for attendees' self-distraction.

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How can you manage attendee expectations for conference breakout sessions?

1

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3

4

5

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1 Define your goals and objectives

2 Choose diverse and engaging formats

3 Communicate your session details clearly

4 Solicit and incorporate feedback

5 Be flexible and adaptable

6 Here’s what else to consider

Conference Organization

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How can you manage attendee expectations for conference breakout sessions?

1

2

3

4

5

6

1 Define your goals and objectives

2 Choose diverse and engaging formats

3 Communicate your session details clearly

4 Solicit and incorporate feedback

5 Be flexible and adaptable

6 Here’s what else to consider

Conference Organization

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感谢您的反馈

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