Is Your Meeting Focused On The Attendee?

In our busy world we invest time judiciously.  Attending an event is a serious commitment for many professionals, as it will take them out of the office for hours or days.  Nobody participates in a conference, trade show, convention or other business meeting hoping it will waste their time. 

Those who plan meetings are among the hardest working and most dedicated people in the business world. They put in long hours and an extreme level of detail to ensure a positive experience. Nobody organizes an event hoping it will be a waste of time.

The focus of all decisions must be on the "Conference Attendee Experience".  What seems right ahead of time in an office far from the site may not be best for those in the crowd once the event begins.  There are so many small details and little room for error.  Gone are the days of taking last year's agenda and filling in the blanks.

To Have Outstanding Meetings:

Strategize Innovation:  The meetings business is evolving, and there is a lot written about how to recreate the way learning is structured.  People learn differently, and thus having only traditional lecture format keynotes and breakouts is no longer enough.  The agenda needs to have a variety of programs, breaks, networking opportunities, entertainment and downtime built in to the agenda allows for everyone to maximize their experience.  

Organizers should be open to fresh ideas, but not blindly follow the hottest recommendations they read in industry publications.  Each meeting is unique and gathering ideas from committee members, attendees, and vendors is paramount for success.  Brainstorming and strategizing desired outcomes for the event will open up a variety of options.  Speakers and other other activities are nor plug-and-play commodity items.  The same-old/same-old schedule will never create an innovative program.

Nurture Goals:  The event organizers have goals for the meeting, but so do the attendees.  To achieve outstanding events the priorities of those who are going to be in the audience must be understood and prioritized.  People come to conferences for a variety of reasons and humans are complex creatures, thus they do not always clearly articulate their motivation.

Surveys only go so far, and thus you need to be having ongoing dialogues with participants before, during and after the event to gain insight into what impacts their experience.   People will tell you more about what resonates with them when they know you are working to support their goals.  If they believe the host organization has their own agenda, they will shut down and go through the motions.  Your goals have to be synced with their goals, and they have to know it.

Encourage Relationships:   A top reason people attend business or association events is for the "networking opportunities", however once they arrive they often fail to make the type of meaningful relationships they desire.  Creating a culture for better connections at events does not happen by accident.  There must be a commitment that goes beyond the open bar at the Welcome Reception.  People need to be given permission to engage with each other or they will fall into the routine of sitting with co-workers or passing time on their phones or tablets.

Cliques will occur at conferences (as they do in any social situation), and those who attend for years develop their own circles of friends.  But we need to remember that a conference is a mini-society and the social interactions are paramount to the learning.  Many people get the most valuable information from the impromptu "hallway conversations" that occur with others they meet.  If there is little opportunity for people to engage, then the overall experience is limited.

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 

Networking at the AASCIF Conference

I am very excited to be the opening keynote speaker and "The Conference Catalyst" for the AASCIF 2013 Conference. This event will be a lot of fun, and the three-day line up of of speakers and activities looks amazing!

I am hoping that everyone in attendance will find this year's event spectacular and that they maximize the ROI for their trip to Austin, Texas. 

The key to success at any conference is in the connections that are made with people, thus the networking matters.  How you engage with people is not something for the parties, but all throughout the conference. Fortunately the conference organizers have done a great job of building in the proper amount of breaks, downtime, and experiential events in conjunction with the learning. 

But event the best event networking takes a commitment from the participants.Here are my tips for maximizing the conference:

Ten Tips For Networking At A Multi-Day Conference 

1. Have a plan. Know in advance whom you want to meet (directly or the type of people), and which speakers you want to hear. Do not leave your schedule to chance or you may miss out on things that are your true priority.  Set up appointments in advance if you know people will be present with whom you want to connect.

2. Bring plenty of business cards. In today’s digital world some argue against the importance of business cards. But having a card is not for you, it is for the other person. Some people forget names quickly and asking for a card helps them recall you later. Telling someone “Google Me” is making them work to keep in touch. Additionally we don’t all use the same technologies, so using BUMP (or another digital tool) assumes we all adopt the same technologies. Not carrying business cards can be selfish, and selfish is so last year!

3. Focus on meeting the other attendees, not just the "Stars". While meeting the speakers and industry gurus is cool, you are one of the many who may come up to them and shove a card in their hands. Instead, place your focus on meeting other people in attendance at the event. Find your peers and make them your "stars", as they are the ones you will grow up with in the business.

4. Talk to the people sitting next to you. This should go without saying, but very often people get side-tracked and do not make the effort. When you walk into a session, take the time before the presentation begins to say hello to the people seated around you. I call this the "power of hello". Once you have said something as simple as "hello", it will be easier to talk with them later in the conference when see them again.

5. Ask questions of people you meet. Never lead with your "elevator pitch". People are more interested in themselves than they are in you, so ask them questions to help them get to talking first. There is plenty of time to tell them about your business.

6. Put your technology away. Do not run to your iPhone, Droid, Blackberry, tablet, or laptop at every break. When you are working on electronics you send the message that you are unapproachable because you are busy. Utilize the time on breaks to converse with others. Look around and smile rather than texting like crazy. The hallway conversations are legendary for providing the best value of all at conferences. Do not miss out because you are tweeting!

7. Do not automatically send a LinkedIn or Facebook request. Too often people immediately send social networking link requests to people they just met. However, different people have different policies about whom they link with. If they believe in only connecting with those whom they have established relationships, you make it awkward if you send them a link too early (which they then ignore). Best is to ask people if they would welcome such a link at this time. Be respectful of the fact that they might use social networking differently than you do. Immediately following them on Twitter is okay, as Twitter does not require a mutual connection acceptance.

8. Introduce others. When you meet cool people, be the conduit that connects them with others who might be beneficial to them. This includes others at the conference, as well as people you might know back home. If you ask the right types of questions, you will easily spot connections that can help others. Don't ever worry about "what's in it for me", but instead just be the person who helps others at every turn. You will, over time, develop the reputation as one who assists others .... and then you will find more people will help you, too.

9. Be true to yourself. If you are a bit more on the introverted side of things, be honest that a whole three days of socializing will drain your energy. Take some time for yourself to recharge. Do not skip out on major parts of the events, but find the time you need to get focused. 

If you are more outgoing, do not overdo it. Sometimes the late nights and free drinks can seem fun at the time, but can also leave you wiped out the next day. Enjoy yourself, but realize that few of us can stay out until 3 AM and be wide-eyed for the 7:30 breakfast.

10. Follow up. If you meet interesting people and you never follow up, it makes no difference. Own the follow-up after you meet people and send them an email (or better yet, a handwritten note) telling them how much you enjoyed talking with them, and plan for future discussions. Creating ongoing and meaningful connections with others in the industry will bring you more success.

11. Do more than others expect from you. Bring more to a new relationship than the other person expects and they will always remember you as someone who is a giver. As you get to know people make it a priority to understand what they need to succeed. Sometimes you or someone in your network is they key to the other person achieving their goals. Find ways to help. Those who give always get more down the line.

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

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 

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

When A Conference Luncheon Is MORE Than A Conference Luncheon

The National Tour Association (NTA) and the United Motorcoach Association (UMA) co-located their annual conferences for the first time this year.  They combined opening sessions, meals and breakout sessions were open to attendees from either organization.  They also shared space side by side for their trade shows on the same floor. I had the honor to speak at the event, and the planners did a fantastic job of creating an "experience" for the over 3000 people in attendance (including an opening reception at NASA).

The lunch program on Day One was one of the most amazing events I had ever attended at a conference.  It was sponsored by Broadway.com and it was more than a luncheon, it was a happening.  The entertainment was a medley of performances from ten Broadway shows with the current stars of the New York shows.

In addition to the 90 minutes of "WOW" from Broadway, there were a couple of surprises that made the whole thing more personal to the organizationsl.  The current chair of NTA "crashed" the stage dressed as the Phantom and sang part of a song from Phantom of the Opera.  Turns out he has a great voice and actually starred in Phantom in Hawaii 15 years ago.  How cool.  But the real hook was when the current chair of UMA and his wife came on stage to introduce the star of the soon to open Jeckle and Hyde.  They raved about this upcoming musical, and the woman who would soon sing to the crowd... as it was their daughter.  The UMA chair's daughter has a lead role in the musical in New York.  What are the odds?  (That was really cool, and she stole the show with her voice!).

Stephanie Lee, the president of Broadway.com, was the MC of the lunch and she did a great job weaving the ten performances together while showcasing all the top musicals (some of which will open this winter in NYC).  The numbers included songs from Flash Dance, Jeckle and Hyde, Nice Work If You Can Get It, Once, Motown, Cirque du Soleil, and others.

The production value of the "Stars of Broadway" lunch was top notch and the audience of 3000 people were driven to their feet for a standing ovation following the final performance.  How often to conference audiences get that kind of experience that touches their souls and drives then to a multi-minute applause?

Those in the meeting industry are always looking for ideas on how to have unique experiences at their events.  Too often we end up with a lot of the same in a different package.  This lunch hit on all the marks of what those who plan conference events dream about.

As it turns out this is a regular thing for the NTA conference, as Broadway.com has been sponsoring similar spectacular lunches at the NTA Travel Exchange for about a decade.  The regular attendees look forward to being treated to the "Stars of Broadway" and first timers are always blown away by the level of the production.  As the audience exited the ballroom there was nobody who was not smiling, laughing and talking about what they had all experienced.

Having twenty Broadway actors flown to your conference for a 90 minute show would not be practical for every conference (it does fit in well with the NTA Travel Exchange, and Broadway.com's strong network in the Theater wold makes it all possible).  However, there are other ways to "wow" an audience.  Looking for partnerships with sponsors who have access to something cool in your industry and then taking the risk to create a lunch or (other event) that is more than a meal. The concept of doing something unique and unexpected will work for any conference.  It needs not be a Broadway "show" to be a "SHOW".

Have A Great Day.

thom singer

Association and Corporate Staff As The Secret Weapon For Conference Success

If your organization is hosting a conference or trade show you need to ensure that your staff members are fully participating.  If your people are corralled in the back of the room or in a side office, then you are missing out on the real value long-term the event can bring.

Sure, someone has to work the check-in table and take care of other house-keeping issues (and emergencies), but too often the association staff or company employees are not part of the community that is created when we bring people together.  Worse, sometimes the executives or sales staff get to mingle with the attendees, while everyone else has their face pressed to the window looking inward.  Meanwhile others are back at the office and not even present.  These official lines of demarcation can not only alienate team members, but also is opportunity lost to make connections and gain feedback.

Often I see staffs that do not feel "equal" to the VIP's who are attending your event.  It is clear in how they behave that they see themselves as many rungs down the ladder.  Why do they feel this way?  Because that is the message that the management and board are sending.  While wearing matching logoed shirts is a good idea to help attendees identify who works for the organization, those colorful polos and oxfords should not come with a label of second class status.  In fact, it should be just the opposite.

But why should your team be engaged and mingling side by side with your clients and vendors?  Because their participation brings stronger relationships to the overall organization and a boat load of first hand data on how people are experiencing the conference.  People cannot have a relationship with a company or association, they have those feelings for people.  But knowing someone by an email address is not the same as personal interactions.  When your constituency knows your staff personally they feel a stronger connections to the whole group.

And never forget: conference, trade show, convention or seminar is not really as much about the content as many mistakenly believe.  Oh yes, I know ... your "CONTENT IS KING" mantra is ringing in your head... but the reality is that if content were the real purpose then sending a White Paper would be a more cost effective delivery mechanism.

Bringing dozens, hundreds or even thousands of people together for a meeting is expensive.  But that does not mean there is not value (quick, someone tell the US Government this, as they are trying to pass laws that will hurt the $263 Billion industry that employs over 1.7 million people!).  No online webinar can replace the meaningful human-to-human connections and the powerful learning that happens in a face-to-face environment.  People are experiential beings and meetings have the power to anchor their feelings to the experience.

Sending your team into the crowd as an equal participant in the meeting is invaluable.  I have facilitated round-table conversation sessions at major conferences for companies and associations.   Those that have their properly trained staff at all the tables get the most value from these interactive sessions.  Those who do not get their people engaged miss out on the give and take in conversations that lead to meaningful connections.  Do not waste the chance to create bonds.

On occasion a hosting organization will worry if their team is professionally experienced enough to mingle with their members or clients.  YIKES.  You should not hire anyone who cannot converse with your target audience.  Besides, if given the opportunity and the right level of briefing, your team do great.  Do not sell them short!

I witnessed one association who recently had their people embedded in the crowd at one of their annual  conferences and the feedback from the staff and the attendees was all positive.  They had never tried this before because their previous leader had seemingly looked down on the staff.  The new CEO had a different opinion and the results were strong.  Give your people a chance to stand shoulder to shoulder with your VIP's and everyone will benefit from the interactions.

Your staff can be the secret weapon that makes your event spectacular.  Both the experience for all involved and the information you can collect will bring long-term rewards.

Is your staff involved in your event or are they standing off on the side?

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 

Cool Things My Friends Do - Craig Price: Conference Recaps

Each Friday on this blog I enjoy highlighting some of the cool things my friends do in their work and personal lives. 

My friend Craig Price is a speaker who has launched a new product offering of "Conference Recaps" for business and association events.  

Many conventions have a plethora of breakout options, and that leaves attendees with a dilemma... they have to choose where to be, but often never know what they missed.  What if there was a way to increase your attendees Return on Attendance? A way they can get important action items from all the presentations, even the ones they couldn't attend? What if it was fun and engaging to boot!?

Craig Price delivers entertaining and informative event-recaps that gives everyone at an event the ability to bring home vital information….even from sessions they did not attend.

Craig will:

Interview all of your speakers and presenters before the event, gleaning important information about each topic.

Get to the heart of the presentation by looking for the information your attendees can implement immediately

Attend all the sessions to get the up to the minute information and interact with attendees for “real-time” results

Deliver a completely customized presentation for your event the way only Craig can…with humor and energy

Create helpful follow-up materials to ensure your attendees keep learning long after your event is over

With so many options to choose from, attendees can network and go to any session they want knowing they can still get value from any sessions they miss. More importantly they look forward to coming to the next event convinced of the value they have received at YOUR event.

In a world where meeting organizers are seeking something new and different.... Craig Price might just be an option to provide a unique Conference Attendee Experience!

Have A Great Day

thom singer

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 

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