today, the best events are those that attendees feel they have to tweet or post on instagram about, and the success of an event lies largely on whether or not they deem it worthy to share. so while personalization is a must in today’s event climate, improving the efficiency of the planning process is just as important when it comes to the viability of creating these types of experiences. to do so, they partner with organizations like plum village monastics and wisdom labs to add mindfulness sessions to their events that align with the goals of the conference as a whole.
the event acquired twice as many speakers and opened itself up to a variety of pitches that never would have made it in had it not been for their unique commitment to crowdsourcing. while attendees are looking for more control over their schedules, planners can easily meet this need by offering a wide variety of content and interaction at different locations both in and around the venue. imex is widely known for their smaller, themed stations that give attendees choices and allow them to engage with the content and learning formats that interest them most. some creative spaces they used included a rotating bistro serving coffee and private meeting cabins for “braindates.” networking spaces like these private cabins and hanging trapeze chairs for meetings ultimately led to over 3,000 face-to-face meetings being scheduled through the duration of the event.
your agenda can also benefit from an understanding of crowd flow and circadian rhythms—so that attendees have time to get from a to b and recharge. schedule abundant time for the keynote speakers, q&as, and meet-and-greets. attendees and the speakers suffer when forced to rush. this allows you to see which topics were popular, identify areas that need attention, and get a jump on the future event agendas. at a glance, you’ll spot if speakers or attendees have to power-walk across campus for the next session.
in addition to breaks for meals and refreshments, unstructured time between sessions allows attendees to catch up on email, visit the restroom, and prepare for the next round of activities. designate a staff member to help with logistics, and leave enough time between one session and the next so presenters don’t run late due to set up woes or other hold-ups. afterward, the large group may reconvene for a presentation of the breakout session results. include session names, rooms, speakers, start times, and end times to format a conference agenda. explore secrets to large-scale conference planning and check-in ideas to streamline the planning and timelines of your upcoming events.
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