Event Planning - The Program (Part III)
- Sean Spence
- Nov 13, 2024
- 3 min read
Dynamics for Small Groups
Hosting small groups heightens the significance of the host since the event's dynamics will naturally be more subdued compared to larger gatherings, and due to the limited number of attendees available for stimulating conversations. In the case of smaller groups, it is crucial to be prepared to initiate conversations or activities to ensure everyone remains engaged.
Dealing with Audio/Visual Technology
Dealing with audio-visual components in your event may seem daunting, but it doesn't have to be.
Here is what you do:
Assign one individual to be responsible for managing the A/V technology.
Make sure to practice using all the equipment the day prior to the event.
Make sure to practice everything once more, one hour before the event.
Make sure to check your system right before the event begins.
Ensure you are familiar with the essentials in case the individual you designate as responsible fails to appear.
Despite all preparations, be prepared to switch to Plan B if you are unable to get your audio/visual equipment to function as desired. Have a plan in place for the scenario where there is no audio/visual available.
Rules for Moderating a Panel
It can be beneficial to include a panel discussion in your program. Panels are valuable as they provide diverse information from different viewpoints. For the panelists, it is straightforward as they mainly discuss their current area of expertise, sharing the workload with others. Panels are also advantageous because with three to four spots and a moderator, there are plenty of opportunities to reward or connect with individuals.
The optimal number of panelists is typically three to four, as this allows for a rich discussion with ample content while ensuring each participant receives sufficient time to share their insights.
Ensuring that each panelist has approximately equal speaking time is crucial when it comes to time management.
Creative Integration of Technology
In a world driven by technology, consider exploring creative methods to integrate technology into the program.
It's worth considering incorporating Twitter into your event. To achieve this, you'll require a large screen visible from all corners of the room, where a Web-enabled computer screen is projected. This screen should display a Twitter page related to your event (or even for the sponsoring organization or company). Encourage attendees to tweet during the event, using the specific Twitter tag for the displayed page. This will enhance engagement throughout the program, enable remote participation and observation, and create a diverse record of your event from multiple perspectives.
How to Handle Q&A
Q&A is easy. One tip, if you have a big room, is to make sure everyone has access to a microphone. Also, before answering a question, it should be repeated so everyone in the audience can hear it - often, people stop doing this an forget after the first few questions; be ready to remind them.
Giveaways
Giveaways can be very fun, but they can also be expensive. They can also detract from the event if they are not sufficient quality or if they communicate a message that does not support what you are trying to do. People tend to like gift bags, though, and free stuff of pretty much any kind. Just make sure anything you decide to do really does add to your event, rather than detract.
NOTE
Make a list of people you really want to know, and who could add value to your event, and invite them to be a part of the program.
The process of preparing for the program provides excellent opportunities to get to know VIPs for your business.
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