Organising a company meeting? Try these tips…

One of the common issues we find with businesses trying to hold meetings and events is that they believe that they need to get the date and the venue right first, before they really clarify the message that they are trying to get across. 
So, our advice is to take a moment and read the tips below:

1.Content

Get your content right first.  Before you even think about the venue, the food, the delegates.  You need to understand the message you’re trying to get across.  You’re about to take a lot of people and time out of your business.  This message must be important, right?

2.Venue

Once you know what it is you’re trying to say, now you can take a look at the kind of space you need in which to deliver the message.  This tip ties in nicely with the delegate experience, because in the end it’s all about that experience.  But, for now, take a look at the way in which you want to get you message across and the kind of ‘spaces’ you need to do it.

It doesn’t have to be the same hotel room that you’ve always used.  We know a lot of interesting spaces that could really enhance your experience.  Details of how we can help are just a couple of clicks away!

3.Delivery

The delivery of the message is vital – again tying in with the delegate experience.  Think of this about crafting a story to give to your audience.  We live our lives in a succession of short stories in a longer book.  However, we hear, see or experience those stories, the common thread is still the same.  Engage your audience on a journey and they’ll engage with you.

4.Delegate Experience

Now, we come to the most important part of the whole project; the people you’re inviting! Get them on your side by making the venue accessible, the timing appropriate, the food enjoyable and the delivery of the message engaging!

Is the seating comfortable?  Is the audio visual production engaging?  Have you made the message as easy as possible to understand?  Is the environment comfortable (temperature, no drafts, no distracting noise etc.)  If your veue finding agent isn’t talking to you about the delegate experience, you might want to ask yourselves why not?  Is your event as important to them as it is to you?

iphone agenda

5.Professional Host

To help keep your event running smoothly and on time, you should absolutely consider bringing in a professional host, who has experience and knowledge of the conference market.  They will be able to keep your sessions to time and interact with your speakers and panellists to help them engage effectively with the audience.

6.Follow-up

Once you’ve delivered your message, your task doesn’t end there.  There is almost always some form of follow-up: Did the delegates get the message?  Were they engaged by the way it was delivered?  Are they doing something different as a result?  Are you?  Always have your goal in mind throughout the process.

You might even want to capture feedback live whilst the delegates are engaged with your message.  We can take you through a range of options that are easy to work and fit most budgets.

Graham Wadsworth

Creative Director

How do you engage your delegates…?

Tipping Point Twitter

In an age where there are three generations working in business today, we recognise that using technology is essential to engage a ‘GenY’ population, but your ‘Baby Boomers’ will need something quite different.  Therefore, using a variety of ways to engage everyone at your events is essential.

For years, companies have organised conferences, bringing together their employees who take time out of the business to deliver strategic messages, bringing the audience up to speed with the latest initiatives and rewarding them for a job well done.

In our opinion, as your delegates become more technology-aware, your business conference must stay up to date with the way in which your delegates wish to communicate, if you want to get your messages across effectively.

  • How interactive are your conferences?
  • How effective are your speakers and facilitators?
  • How do you involve the quieter members of the audience to ask questions?

Would you like an innovative and modern approach that gets your audience interacting with you in a way that helps you to gauge the level of buy in at your event immediately?

Well, we have recently been providing our clients with a solution for their conferences and achieving results that impressed them and their delegates.

How does it work?


Feed your audience comments directly to the screen for an interactive presentation

We provide an iPad for each table, group of people or individuals and, where required set up a dedicated Twitter account and hash-tag.  The iPads can be branded with your conference or company logo on.  They can also have vital documents relating to your event that your audience can click on and refer to.

Using the hash-tag, we can track comments that your delegates are making throughout the event from their own twitter accounts.  So, this is similar in concept to the interactive voting pads and text service, but there a subtle but important difference.

Once we have moderated the Twitter feed comments, we can then put them all up onto the conference screens for the speakers to use as discussion topics.

We ask the delegates to tweet questions and thoughts during the sessions.  At intervals, the facilitators or speakers can refer to the twitter feed and get a sense of the audience’s thoughts and take questions from the twitter feed comments as well as the regular Q&A session.

What is the benefit to the audience?

It allows the quieter, more introvert delegates who wouldn’t necessarily have put their hand up and asked a burning question to feel more confident to do so by typing a tweeted question.

Audience members feel they are part of the event and not just being spoken to all day.

Using Twitter at a conference

What is the benefit to the Company?

Sometimes speakers can run out of time and audience members who have questions often don’t get the opportunity to ask their question.

The great benefit of using the twitter feed and hash tag option is that questions that didn’t get answered during the event can be answered afterwards.   Sometimes our clients place a Q&A session on their intranet following the conference so audience members can see the answers to their questions and others from the day.  It is a great way to embed the key messages from the speakers at the event.

You can judge the level of your audience.  When the twitter feeds slow down, more than likely, so has the energy of your event!

If you are keen to encourage your audience to ask challenging questions, you could set up a twitter account for the event and set all of your iPads to use that account.  That way the questions would stay anonymous and potentially you could get to the heart of what people really think.

You don’t have to have someone at the conference writing down the questions, you will have a record of all of the questions from your twitter feed account.

What if a challenging question comes up on the screen that our speaker would prefer not to answer there and then?

That wouldn’t happen.  One of our event crew will sit with a member of your company during the event to ensure that only the questions being displayed on the main conference screens are relevant and appropriate to the environment.

If the question is not relevant at the time or controversial, you may choose to answer that question at a later date via your company intranet or news bulletin.

Can’t I just stick with a more traditional approach, I am not really into Twitter?

Well that’s lucky, because we are!  We are here to help and in an age where there are three generations working in business today, we recognise that using technology is essential to engage GenY and different to perhaps what a baby boomer would want.  Therefore, using a variety of ways to engage everyone is essential

We can support you prior to and during your event to help you set up your twitter account and #tag for your event.
We will brief your facilitators and speakers ahead of time on how it will work on the day.

Finally we will be there on the day so you can stay relaxed and enjoy your event.

We’ve worked with a number of businesses that have engaged this type of technology and both the delegates and the speakers have been hugely impressed by the difference in the way the events have run.

Delegates feel a sense of energy in the room and are engaged by their ability to interact with the speakers in real-time.  The speakers feel a sense of their audience actually hearing them and being a part of the delivery of the speech.

If you would like to discuss how using this technology could help you at your next event, call us today and we will be happy to help.