An event can be stressful for attendees. You’re taking them out of their natural work environment, they’re missing the cadence of their regular communication, you’re pummeling them with information back-to-back over hours (often delivered in a deadly-dry way), and they’re told that this information is mission-critical for their jobs and livelihoods over the next year. Sometimes there are unpleasant truths on their minds that never are addressed, and they’re expected to carry on and learn new information.

No wonder we hear from attendees, “I felt like I HAD to have a drink at the end of the day.”

This is, understandably, a toxic environment for learning. You can’t absorb new information when you’re stressed out about your environment, or when you’re fixating on issues. This is why we emphasize making events less stressful through multiple techniques. 

1. Address issues up front. When we use AniMates, addressing the elephant-in-the-room issues allows presenters to acknowledge that something is on an audience’s mind so they’re receptive to subsequent information.

2. Incorporate play. Gamification and team competition allow attendees to practice with information in new ways—but that are fun and engaging. Giving them an opportunity to move around, cheer, show off their skills and knowledge relieves the stress of information overload and ALSO helps reinforce content. 

3. Give attendees time to absorb information. Events are an investment, so it makes sense that a lot of clients want to squeeze as much information as humanly possible into the agenda—you have attendees there, why not use every second? However, without giving attendees the ability to reflect on the material in some way—reviews, creating personal take-aways, gamification, etc., they reach information overload and everything washes over them. 

We normally think of events as a time to reconnect, to motivate, to get on-board with a consistent company message. We don’t generally think of them as stressful, but those stress points in design are exactly what can inhibit the learning objectives of the event. With a little modification, events can become environments that are conducive to learning and lightning rods for shared ideas—instead of places attendees feel glad to escape at the end of the day.

Most events try to open with a splash: A sit-down video designed to convey energy, a powerful greeting from an emcee or host, etc. Lights, camera...action!

...And then they go into the standard format of "our first speaker..."

This might be fine if you want another event-as-usual, with information washing over your audience. 

But if you've taken the time to design a really effective, interactive event, spending some time priming the audience for their experience will pay off tremendously. What should you do to get your audience ready for an event that is going to benefit them more--but also requires more from them than passive listening?

1. Set expectations: Spend the first part of the event talking to your audience. Convey that this won't be an event as usual, and they'll be seeing different ways of doing things. Set up the event by setting their expectations: The event will be valuable for them. It will be worth their time. Here is what they will be able to take back day ONE to achieve the objectives you've set for the event. 

2. Get their buy-in: They know what to expect from the event--they won't be having an "event as usual" so they can't be an audience as usual. There is an element of reciprocity involved--you've made a commitment to them by preparing an event of value, so they have to be a different kind of audience. Not passive, but active. Part of getting their buy-in can also involve having them set their own goals and expectations for the event--what do THEY want to get out of it? What are they committed to seeking out by the end of the event?

3. Give them permission to play full out: Audiences are so used to being at least partially passive that if you want them to interact you need to give them permission to do so. If you're expecting questions, cheering, role-play participation, etc., after you've set the expectations of that behavior, you have to give them permission to do it in the way you want to see it. Which leads to...

4. Practice & reward the interaction you want to see: Start out right away by getting the audience to participate in the way you want them to, and then reward it. This looks different based on your outcomes and how you structure your event, but one thing we do is--when we have competition laced throughout the meeting--get the teams cheering right away. They then get points for their early efforts (or fewer points if one team wasn't so great). This sets the tone for the audience interaction you want and expect. 

A great event opening to a different kind of event can, of course, include the standard splashy video. But then it should go beyond that to priming the audience to participate and play full-out--making the event incredibly valuable for them and the company. 

 

 So you want to highlight some of your sponsors at an event--in front of the audience--in a fun way. 

The sponsors, however, are a bit dry, a bit repetitive, and the audience couldn't reasonably be expected to know anything about the particulars of their business. The important thing is having a bit more exposure. 

So what do you do? A game show. 

But how do you create a game show when the audience doesn't know anything about the sponsor?

With the power of info screens and piggyback questions. For instance, we had a client that wanted an energetic end to their event while featuring the sponsors in a game show format. So what we did was turned a fact or facet of the sponsor into an only-tangentially-related, fun trivia question. 

Some examples. 

We showed this info screen about the sponsor--an exterior company.

Another info screen leading into a question...
With a fun, light-hearted trivia question that the audience had a reasonable chance at guessing or remembering. 

The game proceeded like that for all the sponsors, and in the end the audience had more sponsor name recognition--but also ended the event with energy, excitement, and fun. 

We've seen a lot of very unique things at events over the years.

Jugglers.
Ballerinas.
Mountain Climbers.
Bike Building.
Drum Circles.
Astronauts.
Live Monkeys. (And an occasional Monkee.)

You name it. We've seen it. All in the name of providing audience engagement. There is an idea that there has to be a *moment* at an event that stands out--that makes it the "wow".

We love this. But. What about the rest of the event? After the silk scarves settle and the dry ice evaporates...where is your audience at? How do you CONTINUE to engage them past a moment?

If you have the most powerful keynote speaker in the world...and then you go back to PowerPoint after PowerPoint...all you have is that (very impressive, granted) moment.

Interaction.

The key to engaging an audience throughout an event is interaction with the audience. Learning and communication is not a one-way experience; it's a two-way conversation. Audience participation is fundamental to their own engagement.

One way that we engage audiences throughout an event--not just in a moment--is by incorporating gamification. Not only does it provide interaction and engagement, but it enhances the event:
• It's teambuilding that occurs outside a single activity and goes through the event.
• It's reinforcement and review of key content and learning points.
• It's a way to keep energy up during the event--there's not one "fun part" to the whole event...the whole event is fun.

Want to see how you can incorporate gamification at your event? We wrote a guide! Leave a comment or contact us, and for more event tips and tricks check out www.live-spark.com

 

"We have time for one more question..."

...can be every event's worst nightmare.

You're about to leave the event on a high, and then "one more question" turns into a barely-controlled gripe session--sucking the energy out of the room and leaving everyone feeling uneasy.

It's a wah-wah instead of a woo-hoo.

A lot of the times, these last minute questions aren't focused, aren't relevant to the whole audience, or may have nothing to do with the event itself.

You don't have to paper over complaints or issues, but there are ways to handle audience questions in a more focused way that is better for the overall event:

1. Have people available to answer questions/issues throughout the event. One of our clients recently replaced a deadly end-of-event q&a session with a commitment to have their executives visible throughout the event to take questions.

This allowed people to get questions answered that were more personally-relevant to them (and maybe didn't apply to the whole audience) and to direct them to the most appropriate person.

The executives were then able to do a summary statement at the end of the event based on what they'd been hearing--and what was most relevant to the audience.

2. Have a question box. Encourage the audience to write down their questions throughout the event and submit them to a dedicated question box. Commit to answering all questions--even if it's in post-event communication.

This allows you to sort questions for maximum relevance for the whole audience and for the event. You can have short daily q&a sessions based on the questions--or have a final q&a at the beginning of the last day--instead of the event landing with a fizzle at the very end.

3. Start the event with questions. If the idea of allowing for questions is to demonstrate responsiveness and listening, then the event shouldn't wait until the end to catch questions that may have been festering from the start of the event.

If you're willing to be flexible and shape your event around the dynamic needs of the audience as it's happening, this can be a powerful event springboard.

4. Send out pre-event questionnaires. Collecting questions, reservations, feelings, etc., of the audience before the event can, like the last point, help you shape the event to address the needs of the audience. This also gives you control over what you directly address at the event, and what you may choose to address in other communication or programs.


Of course, questions can always come up during an event--hence why the route we typically take is aforementioned question box that allows for an iterative response process. Addressing questions, concerns, and (yes, even) grievances in a thoughtful, PLANNED, way goes a long way to maintaining and focusing the energy & tone of the event, and ensuring its overall success.

For more event expertise, visit www.live-spark.com.

Like a lot of parents since COVID-19 became a global pandemic, I've been doing "distance learning" with my child. What my peer group and I have noticed, universally, is that a lot of kids who were great in school classrooms...are not doing well when removed from the classroom environment.

This isn't just due to one factor, of course, but significant elements that are missing--that are creating a learning gap for kids--are also creating training and working gaps for businesses and employees. Some of these elements can be looked at to make more robust, effective in-person events (when they happen again).

Learning concierge
In the classroom:
Children need a teacher figure or, at the very least, a non-distracted person who is dedicated to their learning; who is there to answer questions, give support, and who proactively reaches out.

Event application:
Having event organizers and trainers onsite who are not only available for questions, but who actively reach out and network with attendees to ensure that they're grasping key concepts (not just "having a good time").

Peer Groups
In the classroom:
Children learn better in peer groups. Solo learning can be intense and studious, but focus can come from the accountability of being in a group of peers. You owe it to your other students to pay attention, settle down, be active so everyone can hear and learn.

Event application:
Having people together, physically, in the same room creates an environment where success or failure can be won as a team. We often team up attendees for this reason; it's easy for one person to be lost in a crowd, but it's hard to escape accountability in a group of 10 WITHIN a much larger meeting.

Distribution of Responsibility
In the classroom:
Children work together on projects, boosting the collective knowledge of the group by bringing in shared experiences, objections, additions, and brainstorming.

Event application:
Interactive tasks, extra-general session work, etc., can be assigned or completed if given as a team project. Participants are able to do more and interact in a more dynamic way--producing FOR the event--if they're interacting together.

Changing up the Format
In the classroom:
Kids have multimedia, print, lecture, etc.; the typical day is broken up by a variety of sources giving information, connection to the outside world, self-directed research, and different topics that stretch their brains. They can ask questions, guide discussion, etc. It's a vastly different environment than an overburdened Zoom call or infrequently touching base with a teacher.

Event application:
No one is having fun being on 8 hours of Zoom calls a day to talk to their teams. Virtual events are still placing people in one environment; the computer screen. Just like most live events still place their attendees in one format; the PowerPoint presentation. Events would do well to change the physical environment and the variety of ways that information is presented and how people interact with that information.


While kids may or may not go back to school in-person in the fall, and adults may or may not return to in-person events, it's clear that they provide value that contributes to the success and learning of their attendees in ways that virtual environments cannot.

Now that lots of offices are working remotely, co-workers are struggling to connect with each other (both because of all the other pressures in the home--kids, pets, stress, etc. but also because it's just not the same to have a water cooler conversation when the water cooler is your kitchen tap and you might not be wearing proper pants).

Strange times lead to a dearth of connection, and team building is a great boost to office morale--but how do you team build when everyone is in a different space? Here are a few ideas:

Online Competition: Many companies have dipped their toes in virtual competitions already. (Intel, for instance, does a widespread competition for retail salespeople.) Divide offices into teams and host online quizzes, competitions, scavenger hunts, etc. with weekly leaderboard results.


Virtual Trivia: Speaking of online quizzes; having a virtual trivia break at the end of a week is a great way to both review what has been happening that week--getting everyone on the same page even if they've been working remotely--and lighten the mood. Prizes may or may not be involved, but everyone plays along using virtual keypads (see www.learningware.com) for a great virtual (and classroom) game show resource.


Show your Talent: Virtual meetings are giving co-workers tiny glimpses into the personal lives of their peers. Capitalize on that by doing a bit of a talent show. Can someone play the guitar? Can they make up a parody song about virtual work? Do they have a cat that can meow on command? Time to find out!


Video Presentations: Co-workers (or management) can prepare short, entertaining videos, showcasing what's going on with their projects. One of our clients is sending out messages from their AniMated mascot--featured at their face-to-face events--to keep everyone updated in a fun, lighthearted way.


Hangout Happy Hour: My husband's company enacted a virtual happy hour--and combined this with a trivia/icebreaker game. It was a designated time to unwind a bit in a high-stress climate. Cocktails are optional, of course.

Virtual events have one big drawback: you are meeting in a space where people are inherently distracted. In these times, especially, audience members are faced with more distraction than usual (for instance, I'm writing this while my 16 month old takes a nap and I'm plying my 5 year old with her 50th viewing of Wizard of Oz while I'm supposed to be homeschooling her. That's her beside me busting in on a Zoom call I had earlier.)

You won't necessarily be able to control wandering children, but how do you make the best of some of the other challenges of meeting in a virtual space?

What do you do when virtual events are not ideal, but are a necessity? You make the best of it.

Challenge: Attention span in the online space drops from 5-7 minutes to 2-5 minutes.

Solution: Add interactive elements.

In a face-to-face presentation you lose the audiences' attention in 5-7 minutes if you don't change the way you're presenting. You can do this by adding video, telling a story, adding interaction, etc. In the virtual space, this time frame is even less generous, and changing the way you present is more challenging. The audience NEEDS to interact instead of being passive watchers, or they'll disengage faster than you can say "new browser tab".

Challenge: A lack of experiential "wow" or impact.

Solution: Provide an event experience.

Consider having a virtual event EXPERIENCE instead of slapping presentations together and hoping for the best. Consider having an emcee. Interject humor and connect your event elements together. Consider your environment--music, media, other elements. Break up presentations with networking questions. Make attendees part of their own learning experience by engaging their emotion and active participation. 

Consider turning your virtual event into a team building competition--put attendees on teams and ask game questions in between presentation points. 

Challenge: Virtual presentations can feel canned and not suit the needs of your audience.

Solution: Pare down your presentation and add dynamic elements.

Don't just put a presentation online--create a virtual experience (i.e. play in the space you're in). Brevity has always been the soul of wit, and in the virtual event space time is attention. Focus in on what is absolutely need-to-know and strip out extras. It's even more important to consider what your audience will actually be able to SEE in your presentation, and what will be an eye-chart (or is just your talking points on a PPT slide). Every visual should be clean and have impact. 

Challenge: Lack of accountability.

Solution: Make attendees part of the experience.

Videoconferencing has upped the ante for the webinar (attendees can no longer, for instance, leave the room to go to the bathroom on the call), and some platforms like Zoom let presenters know when their attendees have shifted their attention to other windows. However, a better way to make attendees accountable is to make them part of the experience. Have them craft pieces of a presentation, incorporate training techniques like roleplays, etc., within the event. You can also have quizzes/game questions throughout the virtual event that ensure that attendees are paying attention and accountable for knowing the content.