Change your agenda to shift energy, build momentum

People are craving in person connection over virtual meetings more than ever. To make the most of in person events, how can you keep everyone engaged and on the edge of their seat? Don’t rely on conference coffee or sugary treats for stimulation, intentionally design an agenda with an ebb and flow that keeps energy high and everyone talking long after the event.

My approach to keep the energy high:

Set the right tone

Once an invitation is sent, this will set the tone and convey a certain energy. Don’t blow it! Before hitting send, take time to create a compelling message that is clear, enrolling, and sets expectations for participants.

Diving headfirst into the agenda can water down the first few moments of your event. Be creative and create some ripples in the room before launching into the deep end.

Don’t settle for cringe-worthy icebreakers. Throughout the day integrate meaningful exercises, gradually increase vulnerability, and invite participants to bond with each other.

Shift tempo at key intervals

Well planned events have basic components like chapters that unfold in a bestselling novel. Consider the pauses after introductions, between speakers, before and after breaks and moving toward the end of the session.  Facilitators can use these moments to shift tempo, or add thoughtful questions, activities or challenges for participants.

Insert a hard pause and make time to integrate new ideas shared at an event. We all need space to think about new concepts, reflect on lessons learned or bring an insight into action. With soft background music or a long silent pause, change the meeting tempo to let big ideas sink in and give people a chance to think.

Shake things up when energy is low

At a recent 1.5 day conference, the organizers literally shook up the afternoon by inviting participants to join a Zumba dance break! This injected a fun break in the day and invited spontaneous connection for anyone who wanted to move their body. Even for those who chose to watch from the sidelines, this activity was brilliantly placed when energy typically drops in a late afternoon session.

After a lunch break, I often invite everyone to stand in a line for an exercise instead of returning to their seats. This moment is curated to create a connection between people, learn where they may have something in common, and see where they are distinct. Standing shoulder to shoulder and looking up and down the line suggests a new perspective and a chance to see others with empathy or understanding.

Consider the moments in between

For multi-day events, make the most of any time outside of the official agenda. Find informal ways to keep people connected and create space for introverts who need down time. Perhaps it’s a group walk before breakfast or après drinks on a patio.

By far, the best social I enjoyed at a recent conference was an evening music trivia challenge. Table had a mix of new and familiar faces. Each person had a chance to get into the fun whether it was naming a tune, trying out a dance move, or cheering on a teammate.  With music spanning 5 decades, the playlist kept everyone on the edge of their seats to earn points for their team! We laughed, bonded, and danced to shake off the day. It didn’t matter if you were a student intern or a VP, this social was designed to be inclusive and fun.

An in person meeting is a perfect opportunity to get creative and deepen connection between participants. Don’t settle for predictable meetings and events with a standard agenda. Let’s work together to design gatherings that energize. Contact me today to get started.