Event Tips

In any communication - interpersonal or group, there are always process AND content levels. The content must be accurate and relevant and informative so a good briefing with all speakers is essential - let them know exactly what you expect of them. The process refers to everything else - all the non-verbals that exist and control the atmosphere of your conference and the connection between speakers and the audience and also between the the delegates themselves.

  Room Set-Up

After 20 years of speaking full time, in my opinion, a key process factor that influences the group dynamics is the way the room is set up. If you want people to bond together and feel a team spirit, set the room up theatre or crescent style - people sitting in rows of chairs curved around the stage or central presenting point. Have two side aisles rather than one central aisle. Classroom style is similar to theatre, but still create barriers to connection. Round tables might be good for creating small teams and work groups, but it separates the whole group and interferes with its integrity. "U shapes" are OK for small numbers but they keep people apart and leave large gaps between the presenter and the audience.

  Lighting

Good lighting is essential - keeping people in the dark encourages them to hide and sleep! A brightly lit spot on the stage and a dark room disconnects the speaker from the audience and many speakers forget to stand in the bright spot!

  Music

Make sure you have bright and bouncy music playing as they walk in and out - it encourages people to talk to each other and lifts the energy in the room. Have a theme song for your conference to let them know when it's time to return from breaks. (Van Morrison's Greatest Hits is always a safe bet for walk-in.)

  Breaks

Include regular physical breaks between sessions - have people stand and stretch, or turn to each other and interact to keep them alert during the day.