Top tips for a phenomenal conference

As a seasoned keynote speaker I’ve had the privilege of being part of some fantastic conferences (as well as witnessing some ugly ones!) So, in this article I am sharing a few top tips for ensuring your conference goes phenomenally well…

Why a bit of forethought can make a HUGE difference

It’s a huge investment to get your whole department or organisation together for a conference: not just in terms of ￡￡￡ spent on venues and travel, but in terms of time away from customers and BAU. Plus there are risks…

• that the maverick SLT member (you know the one, there’s always one) will go off message and demotivate the troops,
• that an issue between department x and department y will kick off and sour proceedings

But when a conference is executed well it can create unstoppable momentum, through:

• Clarity of direction, aligning every team’s efforts
• Energy optimism and buzz, translating into emphatic action
• Deeper connections and trust, meaning more honest conversations. Problems are spotted and dealt with more quickly.

?Tip one: Create clarity

It’s tempting to cram as much as possible into a conference, but less is more. Research shows that by the following day, we’ll have forgotten a staggering 67% of what we’ve been told.

• Get super clear on what you want people to think, feel and do as a result of the event
• Check every agenda item – does it fit with these objectives?
• Brief every contributor carefully – will their input align with these objectives?
• Repeat, repeat, repeat. Make sure key messages land by using the ’10 o’clock news’ approach: tell them what you are about to tell them (headlines), tell them (agenda items). Tell them what you’ve told them (summary).
• Give people time to digest, discuss and plan action – what are they doing to do differently tomorrow? Who will hold them to account?

Tip two: Encourage networking

Especially in our post-Covid, hybrid world, we want people to connect, collaborate and align. A conference is a fabulous opportunity to encourage this – but a lot of people find networking toe-curlingly embarrassing, so how can you help to make it super easy and enjoyable?

• Encourage plenty of discussions. E.g. After a plenary presentation ask tables to discuss, ‘what did you know already? What did you learn? How will this impact what you do tomorrow?’
• Get folks to change seats after a break. E.g. if delegates are at cabaret tables, ask them to number themselves from 1 – x on their tables. Ask all the folks with even numbers to move to another table
• Create bingo cards of conversational prompts to be completed over coffee/lunch. Questions can range from the easy (find someone who keeps a pet) to the more revealing (share a proud story from the last few months) to the business-focused (share a work challenge and ask for their advice). You could even create a lottery: completed cards could win a prize
• Speed-dating. Set up delegates into two concentric circles. Set a timer. Get them to pair up and chat for 2 minutes. When the 2 minutes is up, the outer circle of people rotates, the inner circle stays where they are.
• Simply allow folks to share what they do everyday, the challenges they face and the support they need. Allowing cross-functional groups to chat can be a real eye-opener about what other departments do and why.

?Tip three: Help everyone to contribute their best

Especially in a large audience, there will be folks with differing needs. Ask people beforehand how you can help them get the most out of the conference. Cater to the needs of your specific audience. Examples I’ve come across are:

• Slides with large font and clear colour contrasts
• Clear audio. Always err on the side of using a microphone so the hard of hearing (like me!) aren’t excluded
• Frequent breaks. Plenty of people need to visit the loo often – for a myriad of reasons – and it can be super embarrassing to have to leave in the middle of a plenary
• Avoid unnecessary flashing lights which can trigger migraines
• Access to ‘chill out’ areas for those who find large crowds overwhelming?

Tip four: Manage the energy

A great movie takes us through a range of emotions, it isn’t all one energy. In a similar vein, a great conference has variety:

• Relaxed moments to chat to colleagues
• Buzzy celebrations of achievement
• Quieter moments to digest and reflect
• Roll-up-your-sleeves and take action sessions

Check your agenda….

• If you’ve got back to back presentations, switch it up! Use group discussions and exercises to change the pace
• Consider using an MC who can manage energy levels and pepper interactions throughout the day
• Start high and finish higher’ as the saying goes. Make sure the start and end of the conference are particularly strong
• Consider using a professional keynote speaker to inject energy and inspiration at a key part of the agenda
• Always make sure delegates are clear on the ‘why’ for every agenda step. If people are thinking, ‘what is the relevance to me?’ their energy and attention will instantly disappear

Tip five: Humanise the senior team

Conferences are a fabulous opportunity for senior leaders to show who they really are, what they stand for, and why folks should follow their leadership. Everyone in the organisation is (consciously or unconsciously) thinking:

• Who are you – really?
• Can I trust you?
• What are you about?

Consider how senior leaders can ‘show up’ in an human way e.g.

• Check that every leader has a part to play on the day. However! Don’t assume every leader loves public speaking. Offer them coaching/ support
• Pre-record ‘day in the life’ videos so they can show their human side.
• Share proud stories - leaders showcase an achievement from their area and why it makes them proud
• Have a ‘failure showcase’ where leaders are open about where they messed up and what they learnt from it.

Tip six: A specific word on leadership team panel discussions

Don’t

• Beware bar stools! They are uncomfortable to sit on, making for weird body language which then projects an uncomfortable tone
• Don’t have just one microphone – someone is likely to hog it. Make sure the AV is set up so that everyone is audible and the conversation can flow
• Don’t simply convey information; share what you think and feel, share what actions you commit to take and what contributions everyone can make

Do

• Frame the topic – what is the objective of the discussions? What questions are you answering?
• Have a panel facilitator who decides which question goes to which panel member and manages the conversation
• Have a briefing up front with everyone to agree ground rules. E.g. not everyone on the panel to answer every question. It becomes dull and repetitive. It’s OK for the facilitator to shut you up/move the conversation on
• Have a large timer visible to the panel so they don’t overrun

Tip seven: Encourage audience Q&A

If you’ve got a huge audience and you ask for questions from the floor (especially with no warning) you’ll only hear from the extroverts, the brave or the nothing-to-lose bolshy folks.? So, how do you encourage thoughtful questions from the whole audience? Consider:

• Asking for questions ahead of time and collating themes
• On the day, giving delegates time to think – eg over coffee or lunch break
• For ‘in the moment’ questions, give delegates a few minutes to chat to the person next to them to marshal ideas, write them down and hand them to a facilitator
• Or ask for each cabaret table to discuss questions and put forward their collective favourite

?Tip eight: Make the most of the venue

Tragically often, employees spend hours or days getting to a lovely conference venue… but are given zero time to enjoy it. I overhead one delegate in Milan saying to a colleague, ‘We might as well be in the budget Ibis in Swindon’.

• If you wax lyrical about the golf course/spa/nearly World Heritage Site then make time for people to visit it. Otherwise keep stum, or plump for a cheaper venue
• See if you can build the location into your conference objectives. For example, I’ve attended:

- A conference by Windsor Castle. Delegates watched the changing of the guards and this was linked to the conference’s theme of organisational change

- Delegates at Leicester Space Centre watched the Planetarium show at a conference themed around stellar performance

- A Sales conference in Dublin used the Guinness Distillery tour for their Gala Evening. No theming whatsoever, just lots of fun!

Tip nine: Pay attention to logistics

The unglamourous stuff can make or break a conference.

• Make sure break times are long enough for folks to actually use the loos!
• Have multiple buffet stations at lunch so folks have time to actually eat!
• Ensure easy access to water throughout the day. A dehydrated audience can’t concentrate
• Have access to natural daylight if you possibly can
• Make sure everyone has a clear line of sight to speakers and slides
• Always have a tech test. ALWAYS.
• Have a clock easily visible to speakers and a clear way of telling them their time is up
• Make sure everyone’s position is comfortable – if people have to crick their neck all day or sit under a ferocious air conditioning unit, they aren’t going to enjoy it.

Conclusion: Would you like an inspiring keynote to create energy at your conference and genuine behaviour change going forwards??

"Harriet was fantastic from start to finish, from engaging and scoping ahead of the event, making sure we were in sync, to the delivery on the day. Wouldn't hesitate to have her back!" Mike Woolfrey CEO, Vixio

"Very inspiring keynote...it was just perfect" Janina Geiger, Mercedes-Benz

Check out my LinkedIn profile here: www.dhirubhai.net/in/harriet-beveridge-a07382

Get in touch for an exploratory chat here: https://www.standupandthrive.com/contact