Ensuring delegates enjoy an association conference so much that they want to return to the next one, is important for organisers. We look at advice for speakers and innovative formats organisers can use to keep delegates tuned in (and eager to return)
Networking is an important part of the conference format for delegates
‘Death by PowerPoint’ is a fun cliché but a terrifying prospect for any conference organiser. What if a speaker or topic doesn’t work out? What if it damages the reputation of a conference?
Of course, you can work on this with the advice of a professional conference organiser (PCO) or some simple guidelines for speakers.
So who is responsible for making sure delegates at an association conference are energised and engaged?
Tips to help keep delegates enthused
According to PCO MCI Dublin’s Manager – Association Relations Jeremy Butcher it’s a split between the individual speakers and organisers. MCI Dublin works with its clients to ensure the speakers are prepared.
“We provide speaker instructions and speaker welcome packs for example that give quite clear instructions on how you should be presenting to a group.”
Suggestions to brighten up a session include:
- Varying tone of voice
- 6x6 slide rule (six point per bullet point, six bullet points per slide)
- Co-presenting, which allows for dialogue on stage
- Getting good content
- Communicating difficult themes as simply as possible
- Allowing opportunities for audience interaction through question time
- Backing up complicated topics with charts and graphs rather than being text heavy
Choose professional speakers
If you’re working without the help of a PCO, here are some further practical tips:
- Ask about speakers’ previous speaking engagements. Were they well received?
- Put together a resources pack on giving good presentations
- Ask to see speakers’ previous presentations (eg slides or additional resources they used)
Explore new conference formats
However, keeping delegates enthused isn’t up to the speakers alone. Exploring conference formats can also help.
It doesn’t have to be just ‘chalk and talk’. Interactive formats that Butcher mentions include:
- Workshops
- Breakout sessions
- Interviews
- Discussions/dialogues
Innovative use of technology
Technology also has a part to play. “We often try and facilitate individual speakers with the technology to make their presentations more interactive.”
Butcher gives the example of interactive voting at a conference. “Every speaker is told two or three weeks before the conference that they will have the opportunity to put questions to the audience live.” The audience has a keypad through which they can submit their answer. This allows the audience to play a role in the way the discussion is going and really feel involved.
Human interaction key to conferences of the future
MCI, says Butcher, is trying to pioneer delegate-led sessions. The value in attending an association conference for many delegates is accessing information or experience they can’t access through alternative systems.
“We need to find things that you can’t get by watching a replay of a conference for example.” Adding more of the personal elements to an association conference agenda can help. “These are the things that you can only get when you meet face to face,” says Butcher. They are:
- Networking
- Individual relationships
- Time spent talking to people and working on problems
Keeping delegates’ eyes open
Activity schedules and menus can also play a part in keeping people awake in the afternoon, which is traditionally a difficult time after lunch.
Keeping people awake and switched on is the key thing, it seems. An interesting point for anyone giving any sort of presentation ever is that our brains have a 10-minute span.
Speakers must do something emotionally relevant every 10 minutes to hook their audience back in according to author of Brain Rules, John Medina.
What are your rules for keeping delegates tuned in?