Steal These Creative Ideas for Conference Activities

Savvy planners know that what takes place before, after, and in-between conference sessions can be just as valuable for attendees as the content itself. Clever, unexpected activities can make the experience more interesting for guests—and keep them talking about it long after the program ends. Here’s a look at six inventive activity ideas from a variety of conferences.



Relate is a new conference series from software company Zendesk that is focused on exploring relationships and customer service. To tie to that theme, organizers offered a thank-you note station at the May event in San Francisco. The company’s in-house creative team designed witty cards and invited attendees to personalize them with a hand-written note expressing their appreciation to their colleagues. More than 300 cards were stamped and then mailed by Zendesk staff, and attendees took home an additional 1,000 cards and envelopes.

Photo: Courtesy of Zendesk



At C2 Montréal in May, attendees stepped inside the “Channel” experience, where they could grab one of the phone receivers and have a conversation with another guest in the room. Organizers say the activity was intended to explore what it takes “to truly hear and be heard in our modern, hyper-connected world.” After the conversation, participants moved into a debriefing space to discuss the connection between the experience and their work.

Photo: Agnieszka Stalkoper



At Zendesk’s Relate conference, which took place in Sydney in July, the company created coloring books as a playful look at the complex relationships businesses and customers experience. Each illustration depicted two opposite forces—such as sun and moon, sea and space, etc.—along with a poem or joke that further explored those relationships. Attendees could color the books using colored pencils provided on tables around the event, and they also received a coloring book to take home in the conference gift bag.

Photo: Courtesy of Zendesk



A picnic combines an alternative to traditional meal service with a networking activity. And when held indoors, a picnic can take place year-round. Organizers of the TED Conference, which was held in Vancouver in February, provided blankets and baskets filled with food for six people and invited attendees to find others to share it inside the Vancouver Convention Centre.

Photo: Ryan Lash/TED



With hundreds, or even thousands, of people in attendance at most conferences, it becomes an ideal opportunity to attempt to set a Guinness World Record title. The attempt creates buzz even if it fails. At the National Federation of the Blind’s 2015 conference in Orlando, 2,480 attendees participated in a successful Guinness World Record title attempt for the largest umbrella mosaic. The open umbrellas created the image of the organization’s logo and tagline, “Live the life you want.” The stunt was part of the association’s 75th anniversary celebration.

Photo: Courtesy of National Federation of the Blind

Source: BizBash

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7:35 PM

Steal These Creative Ideas for Conference Activities

Savvy planners know that what takes place before, after, and in-between conference sessions can be just as valuable for attendees as the co...

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8 Audiovisual and Production Tips for Stage Presentations

Photo credit: Greaterthanentertainment

Matthew Saravay, the president of Wizard Studios gave planners and production managers tips on slideshows, audio, and speaker management at a recent event.

1. Use a dark background and light letters for presentations.

For PowerPoint presentations and others that involve speaking with a screen, Saravay said to always use a dark background—such as black or purple—with light letters, so the letters pop off the screen. “For presentations, I want to fool people's eyes,” said Saravay, who noted that an audience will have trouble viewing a presentation with a light background and darker letters. Saravay also said it's best to ask clients to build slideshows in a 16:9 aspect ratio.

2. Equip speakers with an appropriate microphone.

Saravay noted that giving speakers an appropriate mic is key for the most effective sound, as microphones pick up signals in different ways and signal flow is key. Lavaliers are popular, because they're small and don't have to be held, and can easily attach to clothing around the chest area such as a tie. For instances where one is wearing a top that won't suit a lavalier, Saravay said it's best to suggest a handheld mic.

3. Consider what's behind the presenter.

“Make sure a podium sign or logo is behind the presenter. What you don't want directly behind the presenter is the screen,” said Saravay. “Think about what the photographer will have as the shot. The screen should be above or to the side.” He also noted that there should be texture on signage, as well as a pattern or color other than pure white.

4. Ask clients what their needs are so the right type of stage can be selected.

Saravay noted that planners should always ask clients questions about the logistics of staging, including whether there is a band, if there's a drummer, and the number of people who will be on the stage. He also says that for talent and V.I.P.s, there should be green rooms that have a clear path to and from the stage. The sequestered space should have a separate entrance and exit to the venue.

5. Use teleprompters effectively.

“When to use a teleprompter is up to your client and what your specific needs are,” said Saravay. “It's better than a written script.” He explained that they should be used in a way where the speaker can have a conversation and look at the audience as they're delivering their message. “You always want people to rehearse because of pacing,” he said. “You want to make sure the rhythm is in sync, so words are going at a pace that sounds natural.”

6. Set different lighting looks.

When it comes to lighting an event, he said that planners should understand the difference between functional and decorative lighting elements, and that lighting designers should design rooms with different lighting looks. One thing he said to always stay away from is the use of LED blue lights on stages, as they cause light distortion.

7. Create a show flow.

“Think about a show flow and how to integrate service,” said Saravay, who mentioned that planners should figure in breaks for light refreshments and clearing tables so that it's not out of place or awkward during an event.

8. Be strategic when selecting a venue.

“If I've never been to a venue, I will always give clients a preliminary quote,” he said. When it comes to venue and site selection, he noted some of the most important things to check for are the availability of power, rigging points, and Internet access.

Source: Bizbash

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in Conference Talk, Event Tips, Events

1:13 PM

8 Audiovisual and Production Tips for Stage Presentations

Photo credit: Greaterthanentertainment Matthew Saravay, the president of Wizard Studios gave planners and production managers tips on ...

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How will #Brexit affect Meetings and Events in the UK?

The biggest effect of a Brexit on meetings would be the resulting economic uncertainty, expected to last for several years. In fact, some large events already are on hold pending the outcome, according to an article in the U.K.–based Meetpie.com. Destination management companies in the U.K. also have reported losing business because of Brexit. 

An article in Conference & Incentive Travel magazine cites staff shortages in hospitality industry as a major potential impact of a Brexit because so many of these workers are immigrants. The article also mentions the free movement of people and event and exhibition goods among EU member states as a major benefit to the meetings industry, and one that the U.K. will potentially lose now that it has voted to leave the EU.

“The meetings and event industry is easily affected by economic and political uncertainty, however it will take at least two years for the separation conditions to be negotiated and no one really knows what will happen,” said Al Wynant, co-founder and CEO of Eventinterface. “I don’t think there will be an immediate impact and I foresee business as usual until there is more clarity on the process.”

Wynant said an immediate impact could be seen related to production cost for international planners hosting events and conferences in the UK related to the significant fall in the pound’s exchange rate.

The International Air Transport Association (IATA) is projecting UK air travel to decrease by 3 to 5 percent due to the country leaving the EU and the resulting economic downturn.

It will take some time to for the full impact of the vote to be felt. The UK has not yet formally declared the intention to leave, causing additional uncertainty. Once the declaration has been made, a two-year period of formal negotiations by the UK and EU will spell out the terms of the separation and hopefully stabilize the market. In the meantime it may be business as usual for the meeting and event industry.

The devaluing of the sterling could also make the U.K. a destination where you can maximize your dollar or euro, potentially making it a prime location for traveling to destination meetings and events.

Source: Meetings.net and EventInterface.com

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12:39 PM

How will #Brexit affect Meetings and Events in the UK?

The biggest effect of a Brexit on meetings would be the resulting economic uncertainty, expected to last for several years. In fact, s...

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16 Ways to Make Your International Events Less Risky and More Effective

Sue Pelletier went to a tips-filled session at the American Society of Association Executives Annual Meeting in Detroit last summer on the topic of planning meetings outside the U.S.

Here are some of her top takeaways:

• Really large meetings may be hard to place, since U.S.–style convention centers are not common in a lot of other countries.

• Be prepared to pay a la carte for everything from meeting space to AV, especially in Europe.

• Think about whether you want to collect registration fees in U.S. or local currency. One audience member said they use local currency “So we didn’t look so American.” Some planners like to set up a local bank account to use for funds for things like tips and paying drivers. “Always ask how they do it there, and be sensitive to local customs and the local culture,” advised one panelist.

• Find out what visa requirements the country might have well in advance, because it could take longer and cost more than you might think. Also learn what the passport requirements are—some countries require that passports be valid for more than six months after you depart the country.

• Also find out if any vaccinations are recommended.

• Check your personal health insurance to make sure you’ll be covered should anything happen. One person told a story about an attendee who had to get $25,000 wire-transferred before the hospital would agree to operate on his broken arm. In some countries, you may also want to look into ransom insurance (yikes!).

• Tell attendees to pack prescription drugs in their overnight bag, and to leave the good jewelry at home.

• Learn the local customs. In some countries, it’s rude to say no to a request, so they may just nod but then not do what you asked. Make sure the other parties understand what you’re asking for, and provide a deadline. In some countries, a tip is considered an insult. In others, everyone else on the team will want a tip too. Panelists recommended KissBowShakeHands.com as a good site for international protocol.

• Always have hard copies of everything, especially in areas where electricity may be iffy.

• Be aware that equipment may not be what you’re used to. If you rent a computer in Senegal, chances are the keyboard will be in French.

• Manage your expectations. “You’re not bringing a U.S. meeting to Ethiopia; you’re holding an Ethiopian meeting,” said one panelist. You may find yourself having to scrabble to find enough chairs for your 500-person meeting, as one planner described. Plan to hold twice as many site visits as you would for a U.S.—based meeting.

• Manage your attendees’ expectations. Let them know ahead of time that they may not be able to get a Kosher or vegan meal. “A vegetarian in Africa gets chicken—chicken is considered a vegetable there, as is proscuitto in Italy,” said one panelist.

• A local partner can be a godsend, but make sure they come highly recommended.

• Protect your content by having everything copyrighted and trademarked.

• The Office of Foreign Assets Control (OFAC) of the U.S. Department of the Treasury administers and enforces economic and trade sanctions against some countries (such as Cuba, Nigeria, and Sudan). Check with an OFAC lawyer early in the planning process to make sure you are allowed to do business in that country.

• Think about what you can let go of, and what you can live with. And check with state.gov/travel early and often.

Source: meetingsnet.com

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5:00 PM

16 Ways to Make Your International Events Less Risky and More Effective

Sue Pelletier went to a tips-filled session at the American Society of Association Executives Annual Meeting in Detroit last summer on th...

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What would you do if Your Conference Speaker Doesn't Turn Up?

Your guests have arrived for your conference and are waiting in anticipation for a Speaker to inspire them. As the speaker's session is about to begin, the emcee walks slowly on stage and announces that an unfortunate incident has happened and your speaker is not able to attend the event. What do you do as an organizer?

Neen James, MBA, CSP, a high-energy Aussie with a lot of sass, is an attention expert, keynote speaker shares her story with Meetingsnet.com.

The lights came up as the person who was about to interview a living legend slowly walked onto the stage at an industry conference. Our anticipation turned to apprehension as we watched his body language and facial expressions. Something wasn’t right. He turned to face us, and, with great sadness, told us that the special guest we had all been looking forward to hearing from was too ill to make it to the conference.

It’s an understatement to say we were disappointed. Not only for ourselves when we heard that we would not be able to learn from this person’s experience and advice, but we also felt upset for the interviewer, who had obviously invested significant hours to prepare for this event.

Then something wonderful happened. After the interviewer shared his personal disappointment at the turn of events, he put his contingency plan into action. He showed a remarkable tribute video about the person who was unable to make the show—and that person got a standing ovation, perhaps the first he’d ever received in absentia. The interviewer then interviewed another high-profile industry person with such fun and flair that he turned what could have been a disaster into a delight. Talk about grace under pressure!

The key was that he had a contingency plan, born out of liaison with the conference chair, the meeting planner, the CEO, and many others on the team. The result was a session that was talked about for weeks to follow, both among attendees who were in the audience and on social media, where the interviewer was called a “class act,” a “role model,” the “epitome of class,” and a “true professional.”

As someone who was there, I’d add the word “exceptional.” Every attendee in that ballroom witnessed how to elegantly handle a tough situation with grace, compassion, and eloquence.

As busy meeting professionals working with professional and industry speakers, do you have contingency plans you can put into action if your talent is delayed by travel or unable to make the session due to illness?

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in Business Meeting, Conference Talk, Event Tips

4:00 PM

What would you do if Your Conference Speaker Doesn't Turn Up?

Your guests have arrived for your conference and are waiting in anticipation for a Speaker to inspire them. As the speaker's sessi...

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5 Things a Theme Can Do for Your Next Association Conference

Conference themes aren’t whimsical tomfoolery. They play a very important role in your association’s ability to connect with your audience and reach your business objectives.
If you’ve ever been to a themed party, you know the creativity and fun it brings to the event. Association conferences are no different. A theme can certainly liven things up and breathe new life to the event, but it also does some remarkable things for your business objectives.

How to Select a Pertinent Theme
A theme offers a condensed version of what you’re interested in accomplishing. Things you’ll want to consider when selecting an effective theme:
– Your audience and their interests/needs
– The host city and how it ties in
– Something that is in line with your objectives that personifies them, but still leaves some room for interpretation

Once a theme is selected, it should permeate all aspects of your conference.

A Theme Unifies Objectives and Provides Focus for Events

Themes don’t have to be kitschy costume parties. They can be whimsical or serious but they should always focus on a business objective. For instance, a “Focus on the Future” theme sets the tone for presentations, conversation, and innovation. It signifies to the conference goer that this will be a forward-thinking event. You won’t be hashing out the same old topics. You’ll be charting a course for future success.

A successful theme shapes your conference agenda and personifies your objectives for the event.

Keep Content Interesting with an Event Theme

Your signature event requires a lot of content support. You’ll create content on the host city, content around the keynote speaker, miscellaneous content for newbies, etc., but after a while your event content can start looking formulaic and like everyone else’s, especially if you begin marketing and creating the content shortly after the last event ended. That’s nearly an entire year of content surrounding your event!

A theme gives you something new to say about your content – a new filter with which to create. It should color your social media posts as well as your video and written content. A theme also draws people in, makes your content feel unique each year (and not another post about what to bring to conference), and gets people excited about the event. It helps attendees draw connections, which makes people more engaged and supports more lively discussion.

A Theme Generates Buzz

Attendees will get excited about a well-chosen theme. If you take the time to select something with mass appeal to your constituency, one that resonates with them, they will help you with the marketing of the event. The excitement will build with each piece of shared content and their posts may elicit questions from others who see it in their streams. Themes are interesting. Themes draw a crowd.
Themes effectively shape your marketing collaterals and the big reveal of what your yearly theme is can generate a buzz on its own. For instance, the Higher Education Users Group (HEUG) ties its conference theme tightly into its host city. The theme and host city reveal are widely anticipated.
Speakers Feel and Understand Direction with a Theme
One of the hardest things to do when you select a big name keynote speaker (and any speaker outside of your industry for that matter) is to ensure s/he understands your audience and their needs. In order for the keynote’s message to resonate with them, the presenter needs to speak the language of your audience. They need to understand your audience’s concerns and goals from an industry perspective. For the largest emotional appeal, speakers need to know what keeps most of your audience up at night.

When you create a theme you’ve taken that into account. Your theme should, and must, resonate with your group. It will give the speaker meaning, context, and focus for his/her content. It provides a subtle direction of lens in which to view his or her approach. TED and TEDx events incorporate themes as “taglines” for their wildly successful speaking engagements. Past themes include: “The Substance of Things Not Seen” and “The Big Questions.”

Themes Have a Visual Appeal

Themes bring visual appeal to your message. The theme can, and should, influence everything from your meeting logo to your catering and snacks. Attendees should be able to glance at components and collateral in a large conference center with multiple conferences occurring at once and know which ones are yours merely by scanning.

Your conference theme anchors and shapes all visual aspects of your event including logos, apparel, giveaways, and other graphic representations of your event.

In Conclusion

A theme is not a silly party. It is a meaningful reflection and interpretation of your event’s goals and objectives. It functions as the elevator pitch for your conference and helps people understand in a very short period of time what your event is trying to accomplish. You don’t need a theme for your conference to be successful but why pass up a way to encapsulate your mission to your attendees and the outside world in such an effective way?

Source: Event Manager Blog

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in Conference Talk

12:28 PM

5 Things a Theme Can Do for Your Next Association Conference

Conference themes aren’t whimsical tomfoolery. They play a very important role in your association’s ability to connect with your audienc...

Read More