Networking At A Conference Is More Than The Welcome Reception

The team at Velvet Chainsaw Consulting has released an informative e-book called "Conference Connexity" (Available free to the readers of their blog).  The book is a quick-read and highlights the importance of community and connection in the execution of a successful event.

Conference attendees always cite the "networking opportunities" as a reason for attending a live event, but once they get there, they often fail at making the type of meaningful connections they desire.  The planners try to give their audiences what they want, but are often perplexed on how to change up the same-old / same-old format.

The book covers a lot of ground in thirty pages, but it is full of ideas that can inspire new ways to plan your conference to weave the networking opportunities throughout the whole agenda.  We cannot force people to have great conversations, but when we show them how to engage with each other, and create a networking culture, then amazing things will happen.  

Here are my favorite five points in the book:

1. Embed networking throughout the conference program.  If we treat the human-to-human engagement as a second-tier activity, then we will get second-tier results.  Networking is not just something to do over cocktails, but can happen in the hallways and in the sessions.  Speakers need to be selected as partners in the success of the event, and trained in how to make their sessions engaging.

2. People value connections with leadership and experienced practitioners.  Make sure that your organization's board, senior staff, speakers, and other VIP's are participating in the event.  Often these people are either in committee meetings, at private gatherings, or hiding in their hotel rooms.  Too often speakers leave immediately after their talk, cheating the audience from their chance to connect.  

3.  Program enough "white space" (free time).  A 15 minute break does not give people enough time to pee, much less get coffee, have a conversation, and allow their brains time to process the information.  While cramming in content seems like a great idea in the planning stages, rushing your attendees from room to room cuts into their positive experience.

4.  Weave innovation "Thought Leaders" into your program.  The speakers set the tone for the whole event. Having only industry experts or celebrities as speakers can create a predictable and boring conference.  Sometimes the best speakers come from outside your business, and having keynoters who make people think and take actions will jump start more interesting conversations.

5.  Unleash planned serendipity.  Leverage your information about the attendees to create situations where they can make better connections.  Create areas where people can gather and talk.  Have special events for like-minded attendees.  Train your volunteers and help them engage with each other and the whole audience.

I suggest you read the Velvet Chainsaw e-book, and make connecting your community an up-front priority for all your events.

Have A Great Day

thom singer

Thom Singer is known as "The Conference Catalyst". He works with meeting planners and conference organizers to set the tone for a meeting. His presentations educate, inspire and motivate attendees to engage deeper in the event and make meaningful connections. http://www.conferencecatalyst.com 

Merger of "The Conference Catalyst" and Master of Ceremonies

Over the past few years the "Conference Catalyst" program has taken several different paths.  It is always unique, as every conference, trade show, convention, and seminar has a distinctive purpose and culture.... and I work with the meeting organizers to fit the impact of the "Conference Catalyst" into their agenda.

In the past 18 months I have seen the program merge with being the Master of Ceremonies at a variety of different events.  Often the gathering is a technology company "Users Conference".  The hosting organization is investing to create an experience for their customers, and they want more than one of their executives as the EmCee and the thread that weaves all parts of the conference together.  

Rarely do companies have employees who have the right skills to MC the show, plus the amount of time involved would take a key team member away from being able to socialize with clients and prospects.  

Hiring a professional to take on the role of MC is a smart idea (it does not have to be me!).  My clients like the opening keynote (or the shorter "pre-keynote") that is filled with powerful advice on maximizing attendance, and then the ongoing vignettes of tips that are sprinkled throughout the two or three days as I execute the EmCee duties.  The merger of the "Conference Catalyst" and the Master of Ceremonies role always works, and sometimes makes the program event stronger!

It is fun to see the introverts and extroverts embrace the common message of "choosing people" while participating at the event.  When people come together and share ideas with each other in "Hallway Conversations" outside the keynotes and breakout sessions, amazing things happen with the cultivation of a conference "mini-society".

Humans are "experiential beings" and we have to make our events about those in the audience, not the organizers, speakers, sponsors, etc...  People know when they are the purpose for all that is planned.  They also know when they are not!

I recently was involved with an event where the company was 100% committed to their client's experiences.  Representatives from customers all around the world were present and they worked for months to ensure the event was not a company "commercial", but instead a community happening.  The success of their "Users Conference" was evident to every attendee.

When it works, it really works!

Does your conference have a Catalyst?

Have A Great Day.

thom singer

Thom Singer is known as "The Conference Catalyst". He works with meeting planners and conference organizers to set the tone for a meeting. His presentations educate, inspire and motivate attendees to engage deeper in the event and make meaningful connections.  http://www.conferencecatalyst.com 

www.ConferenceCatalyst.com

Association Mavens - Interview with Bryan Kelly

I was interviewed by Association Mavens host Bryan Kelly about The Conference Catalyst program, and my thoughts on how to improve the conference attendee experience through creating an atmosphere for better networking.



I look forward to seeing Bryan in person at the ASAE Great Ideas 2013 Conference.  I have met him before, and he is a great person.

Check out Association Mavens and see all his interviews with some very interesting people in and around the association industry.

Have A Great Day

thom singer

Events Can Change The World

When people gather together at a live event they share ideas.  That is when the good stuff happens.

A conference, trade show, convention or other meetings are built around venues, agendas, speakers, and information.... but the real power happens in the "Hallway Conversations" that spontaneously occur between attendees.  While content matters, the content alone is not enough to create memorable experiences.

When planning a conference, sponsoring the event, or delivering a keynote speech, all of us who work in the meeting industry must remember that our work efforts can help connect people and thus we have a material impact on their life, career, company, industry or the whole world.

Does this sounds like a lot of responsibility?  It can be.  Connecting people brings with it opportunity. Many people are longing to find the right people with whom they can create their own path toward success. But we now have so much "noise" in our society, that developing real relationships seems to be getting more difficult.  The internet, social media, smart phone and other tools are creating distractions that are limiting the ability to notice those seated next to us.

Meetings are often undervalued and stereo-typically misunderstood. Too many meetings are designed so similarly that we cannot see the differences when looking at the online agendas.  We easily forget that each conference is unique because of the different mix of people who attend, not who is the keynote speaker.  Even two events in the same industry are not the same.  The value is not in the content, but instead it is those seated in the chairs. The power of meetings is in the people... and it is people who can change the world.

As you plan your next event, do not champion the celebrities or industry gurus who populate the stage. Speakers are important, as they set the tone for the whole event (a crappy speaker can suck the energy out of your conference so fast it can never recover).  But do not mistake those on stage to be the stars of your show.  The spotlight must be on the participants, and in today's highly competitive meetings business you have to discover ways to let the audience know they are the ones that matter.  Partner with the keynote and breakout speakers to empower the crowd to build upon what they hear from those presenting and take it to the next level.  

Encourage people to not let the lessons of your conference to end with the final good-byes, but to take the messages forward and have impact on the future.  It can happen!  Your conference can change the world.

Have A Great Day

thom singer

Thom Singer is known as "The Conference Catalyst". He works with meeting planners and conference organizers to set the tone for a meeting. His presentations educate, inspire and motivate attendees to engage deeper in the event and make meaningful connections.  http://www.conferencecatalyst.com 

www.ConferenceCatalyst.com

What Is The Conference Catalyst?

Does your conference have a catalyst?



www.ConferenceCatalyst.com

Have A Great Day

thom singer

Thom Singer is known as "The Conference Catalyst". He works with meeting planners and conference organizers to set the tone for a meeting. His presentations educate, inspire and motivate attendees to engage deeper in the event and make meaningful connections.  http://www.conferencecatalyst.com 

www.ConferenceCatalyst.com

Facilitated Networking

Conference planners are looking for unique ways to encourage attendee engagement at corporate and association events.  I am seeing more interest in the discovery of distinct ways to cultivate the personality of meetings.

When I first started speaking about the power of business relationships the topic was viewed as a "nice to have" on an agenda.  Now having meaningful networking at a conference, trade show, convention, seminar and other gathering is necessary for an event to be considered a top tier conference attendee experience.  Facilitating connections is a "must have" if an event is to reach its full potential.

While everyone wants to people to engage, nobody wants hokey networking games. There is a desire to help foster connections among attendees (and vendors, too), but there is also a pervasive fear of silly ice breakers that alienate part of the crowd and make senior executives to roll their eyes at the activities.

"The Conference Catalyst" program is not a facilitated ice breaker in the traditional sense.  When included as part of an event I set the tone for the audience interaction. The presentation is more than a keynote or a breakout session, but is weaved into the schedule to encourage people to take the initiative to get beyond the idle chit-chat and have more fun getting to know each other.

Here is a link to an article written by a technology journalist who was present at a conference where I served as the Conference Catalyst:

http://www.informationweek.in/blogs/editorsblog/12-11-12/Relationships_matter_but_meet_at_least_once.aspx

He did a great job of telling the story of what can happen when people at an event are open to making real connections.  (If you have an interest in "The Conference Catalyst", please feel free to give me a call so we can discover if it is the right fit for your event).

The atmosphere for networking at a conference does not happen by accident.  Some still believe that an open bar and a good band will help create the bonds that people seek when they participate in the networking events.  But without the understanding that a conference is a "mini-society", too many people fall into bad habits that stifle the desired human-to-human conversations.

Many sit with co-workers the whole time or pass the breaks tapping on their smart phones.  This does not allow the event's culture to blossom.  Introducing a catalyst that transforms traditional networking into something that is experiential is key to having the event become legendary.

There are many ways to facilitate networking without being hokey (you do not need to hire me!)..... but leaving it all to chance is an invitation for the mundane.

Have A Great Day.

thom singer

Thom Singer is known as "The Conference Catalyst". He works with meeting planners and conference organizers to set the tone for a meeting. His presentations educate, inspire and motivate attendees to engage deeper in the event and make meaningful connections. http://www.conferencecatalyst.com 

Conference Speakers- Please Provide Three Learning Objectives AND Three Connection Objectives

People do not attend business events simply for the content.  There is a perceptional disconnect that "content is king" when it comes to planning events.  If the purpose of events is only about content there are many more efficient ways to garner information.  If people only desire the educational component, they could read books, surf the net, watch videos, take a class, view a webinar, hire a consultant, etc....  If your attendees only want content.... send them a white paper!

Connections with others is an important part motivation for attending conferences, trade shows, conventions, seminars and other gatherings.  Humans are social beings.  Even with all the discussions about introverts and extroverts, all who attend events hope that they will create some meaningful relationships.  Being an introvert does not mean they never want to associate with others (introvert does not translate to hermit), but instead it is about the need for some private down-time to recharge their batteries.  Most introverts enjoy their time with others, and I know many who thrive while attending business events (they are just not getting their energy at the happy hour like many of their extrovert brethren).  Yet many planners think if they have a "left-brained" crowd that they do not care about connections.  Not necessarily.

It is an easy excuse to hide behind the importance of the learning component to mask the failure to create an atmosphere for better networking and beneficial connections.  I am not discounting the legitimacy of learning at events (so don't mis-interpret my purpose).  People are not only seeking great parties when they attend a conference.  They want both education and connections.

The best learning at events is often claimed to come during the "hallway conversations", those spontaneous deep-dive chats that take place with other attendees after participating in a keynote or breakout session.  People have ideas, and when they share them with each other bigger ideas can be born.  Additionally the old-style expert lecture has lost appeal to those in the audience.  People want interactive, which means more than open-mic Questions at the end of a talk.  Yet defining "interactive" is not easy, as it is a feeling.  Some of the best interactive speakers do not do traditional Q & A or live exercises.  Yet their style leave people feeling they were part of the conversation (when maybe they never said a word).  The speakers ability to created community is paramount to success.

Creating a better "Conference Attendee Experience" means that all aspects of a conference must move toward both learning and connections.  Speakers are regularly asked to provide there learning objectives to the planners in advance of the talk, but I believe event organizers should also be asking those that present for three ways they encourage audience connections in their presentations.  Regardless of their topic as speaker should be prompting conversations in the hallways after their session ends.  If there is just a dump of data without anything more the whole session if a flop.  Planners should demand more from those who present.

Many speakers claim their job is to share their expertise, not contribute to the overall effectiveness and success of the meeting.  WRONG.  All speakers (keynote and breakout) are responsible for setting the tone for the whole event.  Presentations should actively engage the audience before, during and after the speech (this means live at the event and before and after via social media, etc...).  Having the speakers present at breaks, happy hours and meals the day of the talk (if not throughout the whole conference) is usually desired by attendees, and makes the speakers part of the mini-society that is created at an event.

What are the connection objectives for your event?

Have A Great Day.

thom singer

Thom Singer is known as "The Conference Catalyst". He works with meeting planners and conference organizers to set the tone for a meeting. His presentations educate, inspire and motivate attendees to engage deeper in the event and make meaningful connections. http://www.conferencecatalyst.com 

The Best Speakers Tell Stories

I have said it before... and I will say it again:

"Just because someone is smart or has done something cool -- it does not mean they belong on stage"

The argument over content vs style in conference speakers is silly.... as it is not too much to expect BOTH from those who present.

Yes, information and learning are key factors to a good presentation, but alone they are not much worth remembering.  While in advance of the event people claim that content is king, when they are sitting in a long presentation they desire some speaking style embedded inside the person talking.

Often we sit through presentations that are simply data dumps.  I recently experienced this and I watched as the speaker proved his credibility and sited study after study.  There was nothing in his presentation that was about the audience.  It was just statistics and quotes coupled with charts and graphs.  While the speaker had a naturally pleasing personality that came through in his talk, he had not invested any effort into polishing his style to connect with the crowd.  He referred to his own book so many times that most in the audience wanted to scream "YES, we know you wrote the book".

I do not think anyone in the audience was challenged to think or ponder.  It was just information.  There was no call to action, but worst of all there were no stories about how his theories work in the real world.  A whole presentation without an single anecdote.  He made it clear he was the smartest person in the room, and if that was his goal then he gets an "A+".

People learn through stories.  If we look back to ancient times the tribal leaders did not show pie charts and excel spreadsheets. They told stories.  We are wired to remember stories.  I once read about a study referenced in Discover Magazine (July 2010) that said that the brains of story tellers and those listening actually sync up.   Without stories a speaker is not necessarily on the same page with those listening.

If a speaker is a "Talking White Paper" then we miss out on the ability to have a meaningful experience.  Data without a story is orphaned from the stage.  The speaker is cutting it off from being effective.  If we only are there to receive data the speech is better served as a PDF that is emailed to the audience.

Most people understand my reference to the "Talking White Paper" because that is who takes the stage at countless events.  We do not love these talks, but we get caught up in the "smartness" and fail to complain.  Thus we get the same thing time after time.

"Talking White Papers" are often forgotten before the attendee's heads hit their pillows.  Those who can create an emotional link through the use of story are remembered into the future.  It is not just about the speaking style (YES, YES, YES - we want content).... but it certainly makes a difference in how we experience the conference attendee experience.

Have A Great Day.

thom singer

Thom Singer is known as "The Conference Catalyst". He works with meeting planners and conference organizers to set the tone for a meeting. His presentations educate, inspire and motivate attendees to engage deeper in the event and make meaningful connections.  http://www.conferencecatalyst.com 

www.ConferenceCatalyst.com

Ice-Breaker Games and Free Shrimp Do NOT Create Community

When I wrote about "How an Icebreaker Can Kill Your Business Meeting" I discussed that many business professionals do not want to play silly games.  They are not really excited to get their card signed by every vendor, nor do they want to share their secret fear of "noodling".

The response was interesting, as it put some people on the defensive for icebreakers.  Getting people to step out of their comfort zone and talk to others is paramount to success at conferences, trade shows, conventions and seminars - but too often organizers insert icebreaker activity without any context to their purpose.  If an ice-breaker sits as a random stand-alone I argue that it is not usually effective.

(*Note: I did not say all "Icebreakers" are bad... just that many are silly and can turn-off then engagement with some people in attendance).

The same problem exists with networking happy hours.  People say they want to network... but free booze and peel-and-eat shrimp alone are not enough to get conference attendees to engage in conversations without the context of the purpose of bringing people together to have meaningful interactions.

I often have conversations with meeting professionals and association executives about how to create a networking culture at an event.  Too many attendees spend all their time at breaks on their phones and they always are clustered with their co-workers and their friends.  However, when people do break free and engage they always report that their "hallway conversations" were the most powerful moments of their attendee experience.

But without a plan for a networking culture, and until you have earned the "buy-in" from the participants, they will not change the standard conference behavior.  Telling people to "put their phones away" only gets resentment and most wont do it anyway.  Treating ice-breakers and social events as a stand alone Check-The-Box activity will get mixed results.  If we want more me must make it happen.

To create a culture you need to engage everyone involved in your event.  The speakers on your program should be educated about your desires to get people talking, and how they structure their interactive programs and their own engagement at your event will have a huge impact.  Ask your speakers if they intend to stay at your conference following their presentation.  You want them to be involved, as attendees like to mix with the speakers.  (Legitimate celebrities, such as Bill Clinton, cannot and will not stay for your event, but others should be asked to be involved for at least the whole day they speak).  Those who "speak and run" may or may not help your cause.

Design alternative learning areas where people can gather and have conversations.  Make these areas inviting, and then spend some time educating your audience about what it is all about and how it will make their conference experience better.  Too often an organization will create a "Learning Lounge" or other unique alternative conference program and then nobody shows up because they failed to promote it in a way that is understood.  Putting a blurb in the program is NOT enough.  Feature the explanation of your special program in your opening session, and not just a mention in the welcome.  Too often these areas are under attended because the organization does not want to really highlight them.  If people do not "get it" they wont come check it out.

(I attended a conference where the organizers said they did not have time in the schedule to promote their alternative learning program, then invested 30 minutes to promote the next year's conference.  Yikes.  Few people went to their unique area, and most people thought the commercial was excessive.  Disconnect!).

What is your catalyst?   Organizers talk about changing the culture at their events, but wanting to create something unique will not make it happen by magic.  There must be an outside element that gets people excited to take ownership of the new direction.  Stir the pot or the contents will get stuck to the bottom!

Think deeper and get lots of people to input ideas all year long.  Be willing to try something new if you really want change.  Champion those who have fresh ideas and make a rule that "just because we did it before does not mean it is always right".

What do you think?

****For a copy of my free eight page special report on creating an atmosphere for better networking at conferences email me at thom (at) thomsinger.com.

Have A Great Day

thom singer

Thom Singer is known as "The Conference Catalyst". He works with meeting planners and conference organizers to set the tone for a meeting. His presentations educate, inspire and motivate attendees to engage deeper in the event and make meaningful connections. http://www.conferencecatalyst.com 

Changing The Conference Experience - It Is Not A Zero-Sum Game

Many associations, companies and other groups are talking about ways to re-invent their conferences.  Professional planners are seeking ideas.  Industry organizations are leading the way by introducing new formats into their programs.  Attendees claim to desire unique experiences, and not just the same cookie-cutter events.  There is a buzz in the air for change.

Those of us in the meetings industry are reading countless expert articles on re-invention, but when push comes to shove, many conferences and their audiences are striving to remain the same.

An association planner I talked with said that they loved my "Conference Catalyst" program.  In the early negotiations they said it was "different", and that made it ideal for their goals for this year's event.  They were looking for a fun way to engage their audience in a non-traditional manner, and having speakers from outside their industry was exactly what they were seeking.

In the end they went with a speaker (one who is well known in their space and will do a great job at their event!) who is a more traditional choice for their conference.  When I asked them what influenced the decision they said their board of directors wants to try new things, but believed they should wait another year or two before introducing anything out of the ordinary.  They wanted to be "safe" this year, as the recession was still impacting their numbers.

At another conference I was hosting the "Learning Lounge" (an area with several alternative learning environments).  When an attendee came in the room she was confused by the causal setting and the variety of small expert-led conversation clusters to choose from.  She asked for more information about the format of the "Learning Lounge" and then announced she was more comfortable with a breakout where the speakers lectured rather than held an intimate discussion. She walked out.

So are we really ready for new programs and alternative options?  

Yes... I think we are ready.  And I think, NO... we are not ready.  

This is not an all or nothing change.  Some people are not comfortable with too much change, so they will move slowly (or not at all).  This is okay for now.  Others will go too far too fast and have negative reactions to their new formats.  This is okay too... as we have to try new things or nothing ever happens.

Some "mavericks" will succeed, others will fail.  Some who take no risks will succeed, others will fail if they remain the same.  The trick is that everyone should be learning.  All of us who work in the world of meetings need to observe and discover ways to share best practices.

The key is to find the balance.  Introduce new options into your conference, but be prepared that many people will not select the fresh choices.  Don't wait for next year to try things... but do not toss out the old ways all at once.

My two cents:   For my prospective client... they could have had both their traditional keynote and a non-traditional speaker from outside their industry (like me?) to do a "pre-keynote"... thus giving their audience both the old and the new.  For the woman who was more comfortable with a regular breakout session, maybe she could have come to the "Learning Lounge" for one hour over the three days to try out the alternative option.

Yes changes are coming, but it is not an zero-sum game.

Have A Great Day

thom singer

Thom Singer is known as "The Conference Catalyst". He works with meeting planners and conference organizers to set the tone for a meeting. His presentations educate, inspire and motivate attendees to engage deeper in the event and make meaningful connections.  http://www.conferencecatalyst.com 

www.ConferenceCatalyst.com

Serendipity and the Meetings Industry

I recently saw the authors of Get Lucky: How to Put Planned Serendipity to Work for You and Your Business (a new book available April 17. 2012) speak at the SXSW Interactive conference.  They talked about how business rewards things that repeat, and there is too much focus on planning. The importance of plans, ROI, and pre-determined outcomes will eliminate the opportunities for serendipity, yet most people will tell you that the most pivotal points of their career were never planned. This creates a disconnect for success.

They defined serendipity as the intersection of chance, recognition and action.

Authors Thor Muller and Lane Becker were not there to talk about the meetings industry, but I kept thinking about how their concepts ring loud for those who curate events.  As a professional speaker I attend conferences, trade shows, conventions and other meetings almost every week. Too many gatherings look just like they did the year before (or look too much like every other event).  They change the keynote speakers and the breakout topics, but the rest of the agenda is often the same.  Repeat attendees are not often "wowed" by their experience from year to year.  Success guru Randy Gage has a great saying: "Variety Thrills, Sameness Kills", and this is true in the meetings industry!!!

To properly "thrill" we need serendipity.

Can meeting professionals plan for what is not plannable?  The Un-Conference movement gained some attention a few years ago, but  does not work for all meetings (an "un-conference" is a participant driven conference often without pre-set agenda or speakers).  It especially does not fit for events that involve high dollar sponsorship, as those who invest in underwriting an event want to know what they will be getting on the other side.  There is too much unknown in bringing large groups of business professionals together in a field without an agenda.  But does this mean there is no room for serendipity?

Conferences are a great place for a spark of chance, as they bring together a variety of people and in theory encourage people to meet each other.  But this opportunity for people to connect is often stomped out by the people not being sure how to have conversations. Chance without recognition and action is nothing.  People claim that "networking opportunities" is why they attend events, but once they arrive they sit with co-workers and hide their face in their phones.

Planners often separate the learning from the social and have very structured outcomes for the keynotes and breakout sessions, but have no plans for how to get people to make connections beyond serving drinks at happy hour.  But when I talk to attendees at events of all sizes they often site the "hallway conversations" and chance meetings in line at Starbucks as the most productive parts of their experience.

Can we plan for serendipity?  Muller and Becker would say "yes".  I have not read their book, but my own experiences lead me to believe we can plan for those chance meetings that lead to future success.  One of my biggest client relationships came from a chance meeting at a conference.  I did not realize his company planned multiple meetings, but I enjoyed our conversation and recognized that he understood my career as a speaker (not everyone instantly gets what I do for a living).  I took action and followed up, which lead him to introducing me to decision makers in his business, and then to my speaking at several events.

With 400 people at that event I may have never met this one person, but I did.  Was it luck? Maybe. The key to being lucky is putting yourself in the path of luck.  Meetings need to work harder to make sure that their audiences embrace the opportunity of making those powerful connections while present.  The new normal is for people to multi-task on their phones.  This is another roadblock for serendipity to occur.  Telling people to put their phones away does not work, as it creates animosity (and nobody does it).

Assuming people will take the necessary actions on their own will not lead to anything different than what has happened in the past.  Creating an atmosphere for people to engage and connect with others is paramount to the success.  Plan for the serendipity and  it will show up.  But make sure people can recognize it when it arrives!

Have A Great Day

thom singer

Thom Singer is known as "The Conference Catalyst". He works with meeting planners and conference organizers to set the tone for a meeting. His presentations educate, inspire and motivate attendees to engage deeper in the event and make meaningful connections.  http://www.conferencecatalyst.com 

www.ConferenceCatalyst.com

Processing The Information After A Conference

Attending a multi-day industry conference can be a great way to meet new people, catch up with your peers, view the latest technologies, and gain valuable education that will help you in your career.  

I recently attended the National Speakers Association Winter Conference in Dallas, Texas.  I am an active member of NSA, and find their conferences and other educational events both informative and fun. I have developed close friendships with many people, and these "speaker buddies" have become trusted advisers who inspire and coach me all throughout the year.  Getting together with them at the conferences is a huge value in attending.

But a conference without content is just a party.  Most industry events are full of informative keynotes, breakouts, workshops and seminars.  The NSA Winter Conference was extraordinarily filled with valuable information and amazing people.  I take copious notes and try my best to learn as much as I can while at a conference.  I am also active in connecting with new people and visiting with old friends.  However, when the weekend is over I often have that feeling that I was drinking out of a fire hose. 

Processing all the information after a conference is paramount to maximizing the ROI.  It is not just the information in my notes, but also the hallway conversations, and the stack of business cards from new people with whom I can cultivate new relationships.  It can be overwhelming.

To be sure you get the most from your conference experience you must have a "Post Conference Routine" that allows you to digest the information, reflect on the event, and create action plans for success.

My routine includes:

1.  Sorting through the business cards.  Not everyone you meet will become part of your network.  Relationships are subjective and it takes a commitment from both parties to create a long-term and mutually beneficial connection.  I take notes on the back of the cards to remind myself of what we talked about in the initial conversation (I do this each night before going to sleep).  Once home (or on the plane) decide whom I desire to follow up with.  At a large multi-day event you can meet dozens of people.  If you try to follow up with everyone you will either never get around to the large task, or do so in a shallow "cut and paste" manner.

I create two stacks:  1).  Must follow up.  2). Nice to have the chance to follow up.  I make the first stack an "A-Level" priority within 48 hours of getting home.  I send handwritten notes to those who provide physical addresses on their business cards.  I email the rest.  If I have time I email those in the second stack.

I also identify the three people who had the largest impact on my experience at the conference.  I make sure my outreach to them is extra special and I tell them our conversation stood out as the most important at the event. 

2.  Transcribing the notes.  I take notes by hand.  I prefer this to typing on a laptop or my smart phone during a presentation.  When I get home I re-read the notes and create a "To Do List" from the tips that inspire immediate actions.  I then retype my notes into a word document.  This not only cleans up the information, but also creates a document I can share with industry friends who were not able to be present at the conference.  

3.  Taking action on one item immediately.  I pick one item on the "To Do List" and get the project started (or completed) my first day back.  There is something about action that drive additional action.  If you can do a few things on your list you are more likely to go back and do more things on your list.

4.  Reviewing your notes again.  I schedule a reminder to review my transcribed notes one month after a conference.  Your notes read once (which is more than most people ever review) is good, but reading them over two or three times over the following months will have a lasting impact.  If there was valuable information presented at the conference it is worthy of review.

5.   Reaching out to the people you met one month later.  Meeting someone one time and a single follow up does not really create a relationship.  You would not consider yourself engaged or married to a person after one date, and the same is true with business connections.  It takes seven to ten meaningful interactions before people really care that you exist.  If you do a good job of discovering information about others when you meet them (or discovering their online presence), you can identify ways to be a resource for them.  If you want people to help you get closer to your goals, the best thing to do is to help them with their journey.  You must find legitimate reasons to converse or the contact will go stale, and nothing is more legitimate than being of assistance to them! 

A conference is more than a stand alone event.  To maximize your investment in attending the meeting you must be committed to processing the information and cultivating the relationships.  

Have A Great Day.

thom singer

Thom Singer is known as "The Conference Catalyst". He works with meeting planners and conference organizers to set the tone for a meeting. His presentations educate, inspire and motivate attendees to engage deeper in the event and make meaningful connections.  http://www.conferencecatalyst.com 

www.ConferenceCatalyst.com

Hallway Networking Is A Key Part of Conference Learning

Many people profess the best experiences they have when attending conferences, trade shows, conventions and other business gatherings come from the people they meet.  The hallway conversations after a keynote or a concurrent session is often where people process the information and share real life information with their peers.  The act of discussing the experience of the presentation and curriculum allow the shared knowledge to be digested and expanded.  This "hallway networking" is an important part of the learning.

Across industry lines people claim to attend events for the "networking opportunities", but organizers and attendees often forget that this power in connecting with people goes deeper than just collecting business cards or seeking to meet someone who can be of career assistance.  It is the sharing of thoughts, ideas, and best practices that can provide the best education.

Standing in line to have a photo taken with a celebrity speaker is nice, but that line should become a moving classroom where the people quiz each other about the nuggets of knowledge they gained from the session.  Seeking the perspective of others can often open our own minds to new points of view.

Preparation of event "Networking Time" should include learning objectives, as do the other educational sessions.  Helping to educate the audience on how to maximize a conference is part of the success for everyone.

In today's social media and mobile crazy world too many are buried in their iPads and smart-phones and pass on the advantages of enhancing the learning by engaging in meaningful conversations.  Some have developed a misunderstanding and adversity to "networking", and that attitude can undermine the culture of a conference.

Talking to your peers is in itself a wonderful way to learn, connect, and improve the ROI of being at the event.

Have A Great Day.

thom singer
www.ThomSinger.com

(Hat tip to meeting industry consultant and thought leader, Jeff Hurt of Velvet Chainsaw, for inspiring this post after a recent conversation in the hallway at an industry event!).

Thom Singer is known as "The Conference Catalyst". He works with meeting planners and conference organizers to set the tone for a meeting. His presentations educate, inspire and motivate attendees to engage deeper in the event and make meaningful connections.  http://www.conferencecatalyst.com 

www.ConferenceCatalyst.com

Plan For Success When Attending A Conference

Attending a conference should be educational, inspirational and fun.  Conventions, trade shows and other gatherings are amazing opportunities to mingle with your industry peers, hear about best practices, learn about the latest trends, listen to amazing speakers, create networking connections, and re-charge your batteries.  If you do it right, a multi-day conference will be motivational and exhausting (in a good way!).

Both extroverts and introverts benefit from attending business / industry meetings, but they must plan their time differently.  Those who gain their energy from being around people will find plenty of opportunity to socialize and connect, while those who need some down-time to fully process the experience must plan ahead to ensure they are not overwhelmed by a non-stop agenda. Neither extroverts or introverts are "right" or "better" in how they tackle their participation, but they must be true to their nature if they want to make sure they maximize the ROI from their investment of time and money.

Here are 8 ways to maximize your time at a conference:

1.  Plan ahead.  Before you arrive at a conference have a plan for what you want to accomplish while at the event.  Determine whom you want to meet and which breakout sessions you will be attending.  Be clear about your purpose so that you will not miss out on the important opportunities.  If you know you will need some time to rest, regroup, make calls, etc... figure out in advance where in the schedule this will be best accomplished.

2.  Know yourself.  If you are not one who loves the big happy hours, then know that you will have to work harder in the party situations.  Too often introverts will slip away from the social aspects of a conference, but this means they will miss out on the chance to make, grow, and expand your business relationships. Take a deep breath and dive in.  Find a "networking buddy" who also feels more shy and work together.  Set a goal of connecting with three to five people you have never met before.

On the flip side, if you are all about the social side you might find yourself skipping the educational sessions or tuning out the speaker while surfing Facebook.  The education at a conference is useful and can spur you to more career success if you are paying attention for the nuggets of inspiration.  Commit to putting your phone in your pocket or purse for the first half of each presentation.  If the speaker does not earn the right to your attention, then you can turn to your emails or walk out of the room (it is okay to vote with your feet if the speaker is dull, you are not in prison).

3. Bring a lot of business cards.  While we live in an age of "just Google me", or "find me on Facebook", the reality is that a business card is still a useful tool.  Telling someone to find you online is asking them to do all the work.  It is selfish to think other people have the time to hunt you down later (especially if you have a common name), and the truth is most people wont seek you out.  Some people claim this is a good thing, as they do not want people following up with them, but that is a limiting point of view.  All opportunities come from people and you can not pre-judge who at a conference might be that one person who might be a mutually beneficial connection in the future.  Having about the business card is about the other person, not about you!

Additionally, a business card is a great tool to help you get out of a conversation.  Exchanging cards is an acceptable end to a discussion at a networking event.  If you do not have a card to offer up, you might be standing there talking to someone for a long, long time as you look for a polite way to move on.

4.  Focus on meeting other attendees.  Many people ignore the others in the audience, while instead lining up to meet the speakers (or hanging around exclusively with co-workers and other friends).  I have watched people stand in 45 minute long lines to shake a speaker's hand without ever uttering a word to the person in front of behind them.  A speaker who has several hundred people in the crowd will most likely not remember you later, while the person next to you could become a life-long friend and colleague.  Take the time to meet someone new on every break, in each breakout session, and at all meals.

5.  Do not be part of a clique.  Industry meetings are often giant "family reunions" for those who have participated for many years.  While it is wonderful to see old friends, do not limit your attention to those you have seen in past years.  Try to include new people and first time attendees in all conversations you have in the networking areas.  If you want to have a private talk with someone you already know, set up a time and go away from the convention area (even by only a few yards).  Having closed conversations in the common areas sends a message to others that you are not open to knowing them.  When standing in a "conversation cluster" (the circle of people who are chatting), leave an opening that would allow another person to join the discussion.  Seek ways to introduce people to each other and everyone will benefit.

6.  Plan for follow up.  Meeting someone one time does not make them part of your network.  Meeting them once makes them "someone you have met once" -- and there is a big difference between a one-time chat and a person with whom you have established an ongoing and mutually beneficial relationship.  You will not have a reason to follow up with everyone you encounter, but you must be looking for ways to re-connect with those who stand out.  Be sure to get their contact information so that you can call, email or send a handwritten note shortly after you return home from the conference.  Assuming they will remember you later without your efforts for follow up will most likely lead to nothing.

There are also many ways in social media that you can continue the conversation, but since many people use Facebook, LinkedIn, Twitter, and other online tools differently, make sure that you are aware of the how the others choose to connect in these forums.  I do not see value in linking with those I have not really established a meaningful connection, so I have created the "Coffee, Meal or Beer Rule" for LinkedIn and Facebook connections (Twitter is different because if does not require an acceptance to follow someone).  My belief is too many strangers in your contact list turns social media into the White Pages.  A casual chat and a business card exchange is often not enough for some people to link, while others are happy to connect with anyone out there.  Neither is "right", so you must be respectful of the other person's way of utilizing social media.  Ask them how they choose to use these tools!

7.  Write a recap.  While you were away at the conference many of your co-workers were still at work.  Often they imagine that you are off having a great time at a fancy resort while they are picking up the slack at the office.  Upon your return, write a short recap of what you learned, who you met, and the industry best-practices you discovered.  When you distribute this to others they will understand that your purpose for being at the conference was about the greater good of the whole group, not just a vacation for you on company time.  There will also be things you share that can inspire creativity in your co-workers from which your whole team could benefit.

8.  Have fun.  While busy and tiring, attending a multi-day event and meeting people should be a lot of fun.  Sometimes in our fast-paced world we must remember to find the joy all around us.  Humans are experiential beings and you must allow yourself to be part of the min-society that is created at a conference.  When you are open to the fun side of the conference it will always find you!

Enjoy the conference!

Have A Great Day!!

thom singer

Thom Singer is known as "The Conference Catalyst". He works with meeting planners and conference organizers to set the tone for a meeting. His presentations educate, inspire and motivate attendees to engage deeper in the event and make meaningful connections. http://www.conferencecatalyst.com