Finding better event structure and programming

In July-August Convening In this issue, the editors asked event professionals around the world to share what they consider to be the inviolable rules—outdated event practices or traditions that they believe need to be overhauled or replaced—and their solutions. Here, we share responses that focus on event structure and planning, starting with what Huong Nguyen, CEO and founder of Shiloh Events, has to say about the use of badges at events.

Throw away name tags to make conversations flow more smoothly

“Brand names – do we really need them?” Nguyen HuongCEO and Founder, Shiloh Eventswrote in a LinkedIn post. “This is an industry practice or event element that every conference implements all the time. Since it is the industry norm, it is easy to never question its necessity. In addition, the onsite registration process takes a lot of effort.”

Nguyen listed a series of pros and cons and suggested that for small gatherings, it might be worthwhile to eliminate badges, not only to reduce costs and waste but also to encourage more natural conversations. After testing the idea at an industry gathering of about 30 people, she came to some positive conclusions.

“This is a great move for micro-events because it encourages natural conversations and connection points,” Nguyen said. “For example, encourage attendees to ask each other questions…it will naturally flow from ‘Hi, I’m ____, what’s your name?’ to ‘Where are you from?’ to ‘What company are you with?’ to ‘What do you do?’

“All of this information is usually on a badge, but it’s better to have people interact with each other, network, and really make connections.”

Long meeting time

“When our attendees fly somewhere for a conference, we understandably want to make sure they make the most of their time. Our mistake is that we cram too much into a short space of time, which ultimately leads to poor focus, reduced participant engagement, and attendees being exhausted before they even get home. By shortening sessions and/or providing ample free time during conferences, we ensure our guests are able to continue working, take time to enjoy the city they are visiting, and make time to network with others. How many times have you gone into a conference intending to have lunch, drinks, or coffee with a colleague or partner, but just didn’t have the time to make it happen? That’s our responsibility as planners. While it’s true that free time in the conference schedule means your rented space is sitting empty, it allows your attendees to recharge and be more engaged when the conference resumes.”

— Josh HenryCMP, Conference Manager and Head of Diversity and Inclusion, SPIE

Meeting length and format

Meetings that last an hour “are too long. Studies show that attendees lose interest and have trouble retaining information; 15 to 20 minutes is optimal, 30 minutes at most.”

Overall, the lecture model should be phased out in favor of peer learning. “I prefer live discussions between attendees rather than someone talking to you.”

— Kerry CrockettMBA, CPC, CAE, CMP Researcher, DES, President of NPAworldwide