Take Note of Keynote Speakers
I’ve broken through my boredom barrier, thanks to the keynote speaker’s address. I’d missed this session yesterday, but caught it this morning. And it made all the difference.
Good event planners pull out all the stops in selecting these speakers, who set the tone for the rest of the day by inspiring and energizing the audience. To my amazement, that’s what happened and my enthusiasm carries me through slower moments later on. I want to learn more, even approaching speakers at break to ask questions, just like a “real” attendee. I forgot I was there to evaluate. Yes, I still found myself reaching for distractions mid-afternoon, like counting the number of bulbs in the ballroom chandelier, but those magical morning moments of insight made it all worthwhile.
As others head off to gather bags and catch flights, I ask a well-dressed attendee for his views. He’s a consultant and frequents many conferences, sometimes as a speaker. Good news for the planners: he’s impressed.
“All the key decision-makers were here,” he notes. “They attracted all the right people. Keynote speakers were excellent; some of the others, well, many are students who need lessons in presenting, but they have valuable info for their peers. There was more good food than I could eat, and the dinner theatre was a real highlight. Above all, the timing was perfect. New regulations just came down and we know the future will not be what we’ve done in the past. And this conference showed everyone how things can and should change.”
You can’t ask for higher praise than that. I leave with a spring in my step, a couple of interesting contacts and a plan to read some of the materials mentioned. It wasn’t quite Florida in mid-winter, but I’m still leaving with a warm glow.
THE POST-CONFERENCE EVALUATION
What Worked:
Location, location, location
It’s just as important as in real estate, and Edmonton scores high. Close to scenic Banff and Jasper, a lure for out-of-country attendees looking to tag a cheap holiday onto their work duties. Close to attractions, but with lots of free parking. Best of all: everything under one roof – banquet services, accommodations, meeting rooms, restaurants for non-conference meals and on-site entertainment.
Content is king
No fluff here. In-depth, experience-based, usable information from experts in a variety of fields, all right on topic.
Sweat the small stuff
The devil is in the details, and these organizers gave the devil his due. Planning paid off: no tech problems, no food shortages, no rushed schedule.
Don’t forget the fun
Opened with an icebreaker and offered scheduled evening entertainment, which was a highlight for many participants.
Timing is everything
An ambitious schedule with lots of short speaking sessions, but no delays or overruns. Managed to satisfy attendees’ desire for more questions following a popular speaker by reducing long lunch period to add an extra session.
ROOM FOR IMPROVEMENT
Too much the same
Conferences are all about the chance for personal connections and this one focused too much on one-way communication from individual speakers to all participants. No one complained, but a different format pace could have livened things up and allowed a wider exchange of ideas (not to mention help prevent that afternoon sag). Options include panels of experts, round-table discussions on open-ended topics, optional break-out sessions in addition to the one-size-fits-all program, more time for questions and some interactive workshops with case studies.
Add some pizzazz
Although the conference’s focus was scientific, opportunities to showcase achievements weren’t maximized. Ideas: add an exhibit area where industries keen to show off their work could mount displays, play a slide show in the background during lunch, offer a best practices presentation from a cross-section of participants.
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Learn how to organize conferences from Mayfield Inn & Suites’ event planners Caroline Thompson and Karen Chain in this web exclusive tip sheet, 10 Tips for Organizing Conferences.
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