Networking At PCMA Convening Leaders Conference in Austin (January 2017)

In January the Professional Convention Managers Association (PCMA) will be hosting their annual "Convening Leaders" conference in my home city of Austin, Texas. I am excited that so many clients, freinds, and others in the convention industry will be here in the Capital of Texas. 

Thousands of event professionals will convene for a week of high level learning, fun, and networking.

Regardless of industry, a top reason people attend conventions is the "Networking Opportunities" -- but once they arrive on-site many fail at the process of making legitimate, meaningful and long-lasting connections.

Below is an excerpt from my "Conference Catalyst" content on how to maximize an event.

Having a plan, making networking a priority, and being focused on how to help others are just a few of the steps that will allow anyone to get the most value from attending these types of events. Follow up is the key to creating mutually beneficial and ongoing conversations. - And it is important to remember that successful networking connections never happens by accident.

Ten Tips For Networking At A Multi-Day Conference

1. Have a plan. Know in advance whom you want to meet.  Do not leave your networking to chance.  Reach out to peers, vendors, speakers, and others before you arrive and schedule times to meet up in person.

2. Bring plenty of business cards. In today’s digital world some argue against the importance of business cards. But having a card is not for you, it is for the other person. Some people forget names quickly and asking for a card helps them recall your details. Telling someone “Google Me” is making them work to keep in touch. Additionally we don’t all use the same technologies, so using a special app assumes we all adopt the same tools. Not carrying business cards can be selfish, and selfish is so last year!

3. Do not focus on meeting the celebrities. While meeting famous authors, speakers, and other industry gurus is fun, you are one of hundreds who will come up to them and shove a card in their hands. Instead, place your focus on meeting other people who are like you that are in attendance at the event. It is peers with whom you are most likely to bond with and create real long lasting mutually beneficial friendships.

4. Talk to the people sitting next to you. When you walk into a general session or breakout, take the time before the presentation begins to say hello to the people seated around you. I call this the "power of hello". Once you have said something as simple as "hello", the conversation will begin to flow nataurally.  Small conversatinos will also lead to longer talks later in the week if you see them again.

5. Ask questions of people you meet. Never lead with your "elevator pitch". People are more interested in themselves than they are in you, so ask them questions to help them get to talking. A great question is "why did you decide to attend this event?"

6. Put your technology away. Do not run to your iPhone or tablet at every break. When you are working on electronics you send the message that you are unapproachable and busy. Utilize the time on coffee breaks to converse with other humans who are present at the event. Look around and smile rather than texting.

7. Do not automatically send a LinkedIn or Facebook request. Too often people immediately send social networking link requests to people they just met. However, different people have different policies about whom they link online. If they believe in only connecting with those whom they have established relationships, you make it awkward if you send them a link too early (which they then ignore). Best is to ask people if they would welcome such a link at this time. Be respectful of the fact that they might use social networking differently than you do. Immediately following them on Twitter or Instagram is okay, as Twitter does not require a mutual connection acceptance.

8. Read their stuff. Many people are active bloggers, tweeters, podcasters, authors, etc... If people create the content, seek out their work and read it. A great way to get to know people by reading their stuff.  Telling someone you follow their blog or podcast will instantly make them join the conversation, as they will be honored.

9. Introduce people to eachother. When you meet cool people, be the conduit that connects them with others who might be beneficial to them. This includes those at the conference, as well as other people you might know back home. If you ask the right types of questions, you will easily spot connections that can help others. Don't ever worry about "what's in it for me", but instead just be the person who connects. You will find over time that others will help you too if they know you naturally a giver.

10. Follow up. If you meet interesting people and you never follow up, it makes no difference. Own the follow up after the conference and send positive emails (or better yet, a handwritten note) telling them how much you enjoyed talking with them, and plan for future discussions.

11. Do more than others expect from you. Bring more to a new relationship than the other person expects and they will always remember you as someone who is a giver. Invite them along to lunch or dinner with your group of friends or get them into a cool party. Those who help others always get more down the line.

If you are going to the PCMA Conference.... or any industry convention.... make your networking efforts count!

**If you are attending Convening Leaders, be sure to come to the Morning Orientation at 7:00 AM on Monday and Tuesday. Thom Singer will be hosting these daily kick-offs, and we will do more by 8:00 AM than most people will do all day!!

Have A Great Day

thom

Should a Speaker Do More Than Speak?

A client recently asked if I was willing to "play" while I was at their event.  They were wondering if I was willing to go beyond my role as a speaker, have some fun, and help them with some other projects while present at the multi-day conference.

My initial reaction was "YES" (saying yes leads to cool things), and it turned out to be the right thing to do.  They wanted me to be the "man on the street" interviewer for a video they were filming during the opening reception on the first night.  Not only did I help my client fill a role they needed, but I had an amazing time wandering around with the camera man and chatting with members, board members and exhibitors.  Playing always equals fun.

The association was working with CNTV (Convention News Television), the industry leader in bringing the exciting television production experience to conventions, conferences and trade shows.  Their professional crew helps organizers generate new revenue, increase attendance, provide a member benefit and extend the life and reach of the event.  I had met the CNTV people at several events where I have been a speaker over the past few years, but this was the first time I got to "play" with them.

Should speakers do more than speak at your event?  Should you ask them to play?

Well that depends on your speaker and the goals of the organizers.  If Bill Clinton is your keynote speaker, he wont be doing add-ons throughout your three day event.  But non-celebrity speakers should be willing to participate in activities that improve the attendee experience.  

In the busy meetings world where everyone has to multi-task, speakers who are part of the team can do more than one presentation.

To be fair, not every speaker's business model is the same, and thus not all can devote a full day, or several days, to your conference.  However, you can always ask them to take on more than a single role.  It is common for speakers to provide pre-conference videos and post-event webinars, so asking them to be more involved onsite is not an unreasonable request.

But be respectful to the speaker and treat them as a valued team member... not a vendor.  Do not get angry if their answer is "no" (again, their business model might require them to get to work on other projects after their speech to your audience), and never over-schedule their day (I had one client three years ago who abused my schedule and that was no fun).  When you are engaged in "playing" together you can uncover awesome ideas.

Asking your speakers to do more than speak can be win-win.  Most of my speaker friends are seeking ways to provide extra value, and clients who work with their speakers can help inspire whole new product offerings. 

As for my evening as the "reporter" for the conference video... it was one of the most fun nights I have had at a conference (and something I am now able to offer to other clients).

Have A Great Day

thom singer

Thom Singer is known as "The Conference Catalyst". He works with meeting planners and conference organizers to set the tone for a meeting. His presentations educate, inspire and motivate attendees to engage deeper in the event and make meaningful connections.  http://www.conferencecatalyst.com 

www.ConferenceCatalyst.com

Conference Conversations - The Power of Hello

People attend conferences to learn, but they also show up to network.  However, once at an event too many spend all their time talking to co-workers or staring at their phones. Their intent is to make connections, yet few ever maximize their networking.

Making connections at an event should be simple, since the other attendees also want to meet other people. It sounds easy, but often people over-think the whole process.  Once you have said "Hello" to someone, and they have reciprocated, you now have the right to chit-chat.  A conversation can grow out of that one word.

Starting a conversation with a stranger is the first step to discovering if there is a path to a deeper relationship.  And it is not hard to meet others in these situations, as you are allowed to chat at conferences.  People expect it (they even desire it).

Most people who go to conferences, trade shows, conventions, seminars and other professional gatherings are there to make connections with others. Across all industry lines people cite "networking opportunities" as a primary reason for attending these events, however once they arrive... they stink at making any meaningful connections.

Help others meet you by being the one who initiates a conversation. Be approachable and smile at people. Once you have the chance, say "Hello", do so with a sincere interest in finding out more about the other person.

You will discover when at a multi-day event that the people you speak to early on will cross your path repetitively over the course of the ensuing days. These people will be in line for food, at a nearby Starbucks, and getting on or off the elevator. The first conversations you have with others once you arrive could create the groundwork for most of your social interactions at the event.

I call this "The Power of Hello". You will not have a strong connection with everyone you meet, but the more people you talk with, the higher the chance of encountering one or more with whom you will find common ground.

If you are shy, push yourself just a little to talk to two or three people at each break, happy hour, or meal (really shy?  ONE person per break!). Hiding in the corner will keep you from finding those "networking opportunities", and deprive others from knowing you.

Remember, you might be the person who can help others succeed. It is not just about you finding links to future success, you could provide a path for others to discover a major opportunity.  Why cheat others from your knowledge and network?

It all starts with "Hello".  Remember, you have permission to start a conversation while at a business event (as everyone present is there for the same reasons).  Go for it.

Have A Great Day.

thom singer

Video Blog Post - Maximizing Networking at a Conference

A main reason people people attend conferences, trade shows, conventions and other live meetings is for the "networking opportunities", yet once they arrive on site they often fail to make the level of connections they desire.  

In this short Video Blog Post I discusses ways to set yourself up for better networking results by the actions you take before, during and after an event.



Have A Great Day

thom singer

5 Reasons To Hire A Master of Ceremonies

A friend, who is the CEO of a tech firm, asked me why his company should hire a professional Master of Ceremonies to host their "Users Conference" instead of having the VP of Marketing (who has a "great personality") serve in this role.  They have had varied levels of success by having their own people run the show, but he liked the idea that his employees did not cost him any additional fees.

Yes, he was thinking of hiring me to weave the "Conference Catalyst" program into the role as EmCee -- but my answer had nothing to do with if I was chosen for this conference.  Having an MC is a smart move.  The company is investing a lot of time and money in the conference, and the "face of the conference" is not a place to cut costs. I have found that events that have "just anyone" serve in this role often come up short on maximizing "conference attendee experience".

Five Reasons for A Professional EmCee

1.  Experience Matters.  Seasoned event professionals hire a Master of Ceremonies for the same reason that experienced keynote speakers are selected (I did not say "professional speaker", as there are many great speakers who do not charge a fee.  But speakers who have not delivered a minimum of 25 keynote level presentations -or more - could fail to achieve the desired result of content and charisma).

Being the MC involves a different set of skills from giving a speech, and thus having someone who has a great personality and some presentation experience does not guarantee they can oversee the energy, flow and transitions of your show.  A good MC will set the tone for the whole event.

2.  Conflicting Responsibilities.  The VP of Sales and Marketing (or other team member) has many responsibilities at the company's customer conference.  They need to always be "on" for clients, and have to be able to make time for any variety of conversations.  The MC role is both time consuming and emotionally intense.  Thinking that a senior level employee can juggle all that they need to do at a conference while also being the on-stage host means that their efforts will not be 100% effective.

3.  A Fresh Perspective.  Company or association events are often overrun with "insiders" about whom audience members already have pre-set opinions.  Reputations and past interactions (positive and negative) can cloud the way an audience views your Master of Ceremonies.  This is not necessarily a bad thing, but it takes a way the fresh edge that a professional MC can bring to the event.

4.  The Event is NOT a Commercial.  Smart organizations resist the temptation to make the focus of their event about the company that is planning the conference.  When your MC is from the executive team, or board of directors, you are indirectly placing the spotlight on the company.  When you have an outside MC it will move the attention to the audience experience.

5.  Keeping On Schedule.  The most important thing the MC can do is ensure the event runs on time and has the right energy and "vibe".  Too many speakers (especially those who are not professionals) have little regard to the importance of timing.  An experienced MC knows how to set expectations of the allotted schedule for all speakers, and can politely "give them the hook" should they go long.

Have A Great Day

thom singer

Thom Singer is known as "The Conference Catalyst". He works with meeting planners and conference organizers to set the tone for a meeting. His presentations educate, inspire and motivate attendees to engage deeper in the event and make meaningful connections. http://www.conferencecatalyst.com 

Limit Your Local Cliques At National Meetings

The national conference of an industry association is a great place to gain knowledge, learn best practices, and network with peers from around the country (or around the world).  Most people proclaim their best ROI at live events is directly related to the people they meet.  While the keynote speakers and they educational sessions are fantastic, most people find the real power in live events comes from the other attendees.  

The serendipitous "Hallway Conversations" that occur when we converse with fascinating people (often who are from other parts of the globe) are hard to plan for in advance, but when they happen we realize they are the reason we came to the event.

Yet too many people undermine their own chances to connect by hanging around with co-workers and other friends from their home cities.  It is not uncommon at large association gatherings for local chapters to have their own private happy hours or all sit together at luncheons.  

Why would I want to fly to New York to spend two days connected at the hip with my friends from Austin (who I see every month at our chapter meetings)?  Especially if being with them is limiting my opportunities to discover the maximum value from being present at the conference?

Am I saying you should ignore your friends or be rude?  Of course not.  But think about what happens at a luncheon if you all sit together -- You meet nobody new.  But if ten of you sit at ten different tables, then combined you meet 90 other people.  What are the odds that one of those 90 will be AMAZING?  (My guess is most of them will be!!!).

If you are attending a large destination event with several others from your hometown, together you can make the conference more successful by working together and separately.  Have your private happy hour in your home city two weeks before traveling to the meeting.  At this happy hour have each person take a minute to share with the group what they hope to accomplish at the national conference.  Then get agreement for all to be on the lookout to help others maximize the event.  

Hanging around together will limit the value you can encounter. Working for each other while meeting new people at the event will give everyone a shot at more success.  If you must see each other, plan to get together at non-convention times.  A late night drink in the hotel bar or an early morning walk is a great way to spend time with your friends. 

If you are on the shy or introverted side, then it is okay have one "networking buddy" whom you attend sessions together. But do not be clingy.  It is okay to sit at the same table, but leave a few seats between you so both can engage in conversations with people from other cities.

The next time you attend a national event, break the trend of needing to always be with your hometown friends.  Challenge everyone in your chapter to get out and be ambassadors for your chapter, city or region.  You may be surprised how this will impact your experience.  When everyone is out talking up your area the other attendees will notice.  If you all sit together everyone will notice you as a clique.

The people you meet at conferences can open up a whole new world of contacts.  A top reason that people claim to attend association events is for the "networking opportunities", and then they stink at making any connections because they are engulfed by those they already know and see regularly at home.  Get over the need to fly over several states to visit with your neighbors.   

5 Tips for Chapter Delegates at Large National Association Events

1.  Do not stand or sit together at every breakout, meal, happy hour, etc...  Go forth and meet new people. 

2.  Have a local meeting of those who will be present at the national event a few weeks before the conference.  Share what each person in your delegation is hoping to accomplish (what they want to learn, who they want to meet, etc..), and then everyone become the extra eyes and ears.

3.  Introduce the cool people you meet on site to others from your hometown.  You never know when you might the the catalyst for a fantastic connection.

4.  If you think your group is getting cliquey, encourage people to branch out and / or invite outsiders to join you.

5.  Have a chapter meeting within a month after the event where those who attended share with the information with whole membership.

Have A Great Day

thom singer

Thom Singer is known as "The Conference Catalyst". He works with meeting planners and conference organizers to set the tone for a meeting. His presentations educate, inspire and motivate attendees to engage deeper in the event and make meaningful connections.  http://www.conferencecatalyst.com 

www.ConferenceCatalyst.com

5 Ways To Make Your Conference About the Attendees

My friend Dave Lutz (CEO of Velvet Chainsaw) wrote a great article on the PCMA Convene Magazine titled "5 Ways to Make Your Conference Marketing About Attendee Benefits".  It is an important reminder for event professionals, as how you position your event directly impacts if people show up and participate in the conference.

His writing inspired me to think about what then happens at the actual event.  We should all follow his advice in how the marketing should be for the attendee (not for the planning organization), but the focus on the audience should not stop in the promotions.

Here are my thoughts (and hat tip to Dave Lutz, as some of the tips are similar to his marketing ideas):

5 Ways To Make Your Conference About the Attendee

1.  It is about them, not you.  Too often the focus of opening or closing sessions at events is dedicated to thanking their board, organizing committee, etc....  While recognizing people for their efforts to the organization is important, people will never ask "could you have made that part where you bring every volunteer on stage even longer?".  Respect the audiences time and do not bore them with internal back patting. 

All activities on the agenda should be filtered through the "Is this about the audience" filter.

2.  Why did they attend?  There is a lot of attention put on content, but if attending an event was only about the content then a live event is not the best delivery mechanism.  Yes, people want high level learning, but they also want to have an experience and network with peer.  Often these do not get the true level of importance in a survey, as it does not come off as sounding as "professional" as talking about the content.  Do not hide behind the currently popular mantra of "Content is King", as that misses the whole picture.

Discover what people really want.

3.  The speakers set the tone.  The general sessions and breakout sessions have a profound impact on the experience of the attendees.  These are shared experiences that impact the "mini-society" that is created at a conference. A speaker is not a commodity item chosen to fill a slot on the agenda. Those who are selected to present need to be vetted a great speakers who can share content and inspire.  

Just because someone is smart or has done something cool - it does not mean they belong on stage.

4.  Technology is great, but not if it hurts live connections.  We live in a technology and social media crazy world.  These tools are amazing and can have a positive impact on allowing people access to information and about each other.  But sometimes the app distracts from the live experiences.  If people are glued to their smart phones on every break, they are not talking to each other.

Tech does not replace the power of the impromptu hallway conversations that happen when people engage in a live conversation.

5.  Create a networking culture.  Networking does not happen by accident.  While attendees report they  go to live events for the "networking opportunities", too often they fail to make the types of connections they desire.  They spend their time with co-workers of surfing information on their smart phones.  To create a culture for networking you must do more than have an open bar at the first-timers reception.  There needs to be ample time during breaks and there needs to be a "lounge" setting where people can easily meet and converse.  You also need to educate the people about how to maximize their conference experience.

Do not assume that people will network on their own.

Have A Great Day

thom singer

Thom Singer is known as "The Conference Catalyst". He works with meeting planners and conference organizers to set the tone for a meeting. His presentations educate, inspire and motivate attendees to engage deeper in the event and make meaningful connections. http://www.conferencecatalyst.com 

Three Ways To Follow Up After A Conference

This post originally appear on August 8, 2011.  It was too good not to share again (2013 edited version)

People attend business conferences and events all the time with the hopes to make meaningful connections.  The meetings business is a huge industry and even through the rough economic years and the increase in online options, there is a plethora of face-to-face gatherings.

A main reason people attend business events is for the "networking opportunities", however once they get there they stink at making meaningful connections.

Worse is when people make a contact at an event they rarely follow up.  Meeting someone once does not make them part of your network.... it makes them someone you met once.  There is a huge difference between having a brief chat at a convention and establishing a long-term and mutually beneficial relationship.

In today's fast-paced and impersonal culture a quickly sent LinkedIn request is often mistaken for an effort to add people to a network.  A social media link is not the same as a friendship that is established through shared experiences.  

To create a real relationship you must have ongoing conversations.  If you want to go beyond just trading information you must "own the follow up".  Meetings are great tools to bring people together, but some conferences invest to create a culture that is more than a few keynotes, breakouts, and meals.  When you are part of something bigger than an "event" you are more excited to follow up with people when you get home.  

Here are a few ideas:

1. Send a handwritten note.  Yes, email is easier and text is concise.  But these communication methods are often part of the ongoing noise that many try to filter out all day.  Many professionals get over 150 emails everyday.  Since so few people send these types of notes they really do stand out.  

2.  Schedule lunch or another activity.  The sooner you get together again the higher the odds you will establish a real friendship. While this works best if you live in the same area, too few people ever take this step even when they work in the same building.  Humans are experiential beings, so when you share experiences you build bonds.

3.  Have a "tele-coffee".  My friend Neen James coined this phrase.... it is where you make coffee in your office, they make coffee in their office across the country (or across the world) and then you have a scheduled conversation via phone or Skype.  This is a great way to have a memorable conversation with those who live far away.

Don't delay in planning for the follow up after a conference (yes, if you want success you need a plan).  The more time that passes they less likely you will ever have any other contact with the people you meet at business events.

What do you do to cultivate the connections you make? 

Have A Great Day.

thom singer

Thom Singer is known as "The Conference Catalyst". He works with meeting planners and conference organizers to set the tone for a meeting. His presentations educate, inspire and motivate attendees to engage deeper in the event and make meaningful connections.  http://www.conferencecatalyst.com 

www.ConferenceCatalyst.com

Is Your Meeting Focused On The Attendee?

In our busy world we invest time judiciously.  Attending an event is a serious commitment for many professionals, as it will take them out of the office for hours or days.  Nobody participates in a conference, trade show, convention or other business meeting hoping it will waste their time. 

Those who plan meetings are among the hardest working and most dedicated people in the business world. They put in long hours and an extreme level of detail to ensure a positive experience. Nobody organizes an event hoping it will be a waste of time.

The focus of all decisions must be on the "Conference Attendee Experience".  What seems right ahead of time in an office far from the site may not be best for those in the crowd once the event begins.  There are so many small details and little room for error.  Gone are the days of taking last year's agenda and filling in the blanks.

To Have Outstanding Meetings:

Strategize Innovation:  The meetings business is evolving, and there is a lot written about how to recreate the way learning is structured.  People learn differently, and thus having only traditional lecture format keynotes and breakouts is no longer enough.  The agenda needs to have a variety of programs, breaks, networking opportunities, entertainment and downtime built in to the agenda allows for everyone to maximize their experience.  

Organizers should be open to fresh ideas, but not blindly follow the hottest recommendations they read in industry publications.  Each meeting is unique and gathering ideas from committee members, attendees, and vendors is paramount for success.  Brainstorming and strategizing desired outcomes for the event will open up a variety of options.  Speakers and other other activities are nor plug-and-play commodity items.  The same-old/same-old schedule will never create an innovative program.

Nurture Goals:  The event organizers have goals for the meeting, but so do the attendees.  To achieve outstanding events the priorities of those who are going to be in the audience must be understood and prioritized.  People come to conferences for a variety of reasons and humans are complex creatures, thus they do not always clearly articulate their motivation.

Surveys only go so far, and thus you need to be having ongoing dialogues with participants before, during and after the event to gain insight into what impacts their experience.   People will tell you more about what resonates with them when they know you are working to support their goals.  If they believe the host organization has their own agenda, they will shut down and go through the motions.  Your goals have to be synced with their goals, and they have to know it.

Encourage Relationships:   A top reason people attend business or association events is for the "networking opportunities", however once they arrive they often fail to make the type of meaningful relationships they desire.  Creating a culture for better connections at events does not happen by accident.  There must be a commitment that goes beyond the open bar at the Welcome Reception.  People need to be given permission to engage with each other or they will fall into the routine of sitting with co-workers or passing time on their phones or tablets.

Cliques will occur at conferences (as they do in any social situation), and those who attend for years develop their own circles of friends.  But we need to remember that a conference is a mini-society and the social interactions are paramount to the learning.  Many people get the most valuable information from the impromptu "hallway conversations" that occur with others they meet.  If there is little opportunity for people to engage, then the overall experience is limited.

Have A Great Day.

thom singer

Thom Singer is known as "The Conference Catalyst". He works with meeting planners and conference organizers to set the tone for a meeting. His presentations educate, inspire and motivate attendees to engage deeper in the event and make meaningful connections. http://www.conferencecatalyst.com 

Networking at the AASCIF Conference

I am very excited to be the opening keynote speaker and "The Conference Catalyst" for the AASCIF 2013 Conference. This event will be a lot of fun, and the three-day line up of of speakers and activities looks amazing!

I am hoping that everyone in attendance will find this year's event spectacular and that they maximize the ROI for their trip to Austin, Texas. 

The key to success at any conference is in the connections that are made with people, thus the networking matters.  How you engage with people is not something for the parties, but all throughout the conference. Fortunately the conference organizers have done a great job of building in the proper amount of breaks, downtime, and experiential events in conjunction with the learning. 

But event the best event networking takes a commitment from the participants.Here are my tips for maximizing the conference:

Ten Tips For Networking At A Multi-Day Conference 

1. Have a plan. Know in advance whom you want to meet (directly or the type of people), and which speakers you want to hear. Do not leave your schedule to chance or you may miss out on things that are your true priority.  Set up appointments in advance if you know people will be present with whom you want to connect.

2. Bring plenty of business cards. In today’s digital world some argue against the importance of business cards. But having a card is not for you, it is for the other person. Some people forget names quickly and asking for a card helps them recall you later. Telling someone “Google Me” is making them work to keep in touch. Additionally we don’t all use the same technologies, so using BUMP (or another digital tool) assumes we all adopt the same technologies. Not carrying business cards can be selfish, and selfish is so last year!

3. Focus on meeting the other attendees, not just the "Stars". While meeting the speakers and industry gurus is cool, you are one of the many who may come up to them and shove a card in their hands. Instead, place your focus on meeting other people in attendance at the event. Find your peers and make them your "stars", as they are the ones you will grow up with in the business.

4. Talk to the people sitting next to you. This should go without saying, but very often people get side-tracked and do not make the effort. When you walk into a session, take the time before the presentation begins to say hello to the people seated around you. I call this the "power of hello". Once you have said something as simple as "hello", it will be easier to talk with them later in the conference when see them again.

5. Ask questions of people you meet. Never lead with your "elevator pitch". People are more interested in themselves than they are in you, so ask them questions to help them get to talking first. There is plenty of time to tell them about your business.

6. Put your technology away. Do not run to your iPhone, Droid, Blackberry, tablet, or laptop at every break. When you are working on electronics you send the message that you are unapproachable because you are busy. Utilize the time on breaks to converse with others. Look around and smile rather than texting like crazy. The hallway conversations are legendary for providing the best value of all at conferences. Do not miss out because you are tweeting!

7. Do not automatically send a LinkedIn or Facebook request. Too often people immediately send social networking link requests to people they just met. However, different people have different policies about whom they link with. If they believe in only connecting with those whom they have established relationships, you make it awkward if you send them a link too early (which they then ignore). Best is to ask people if they would welcome such a link at this time. Be respectful of the fact that they might use social networking differently than you do. Immediately following them on Twitter is okay, as Twitter does not require a mutual connection acceptance.

8. Introduce others. When you meet cool people, be the conduit that connects them with others who might be beneficial to them. This includes others at the conference, as well as people you might know back home. If you ask the right types of questions, you will easily spot connections that can help others. Don't ever worry about "what's in it for me", but instead just be the person who helps others at every turn. You will, over time, develop the reputation as one who assists others .... and then you will find more people will help you, too.

9. Be true to yourself. If you are a bit more on the introverted side of things, be honest that a whole three days of socializing will drain your energy. Take some time for yourself to recharge. Do not skip out on major parts of the events, but find the time you need to get focused. 

If you are more outgoing, do not overdo it. Sometimes the late nights and free drinks can seem fun at the time, but can also leave you wiped out the next day. Enjoy yourself, but realize that few of us can stay out until 3 AM and be wide-eyed for the 7:30 breakfast.

10. Follow up. If you meet interesting people and you never follow up, it makes no difference. Own the follow-up after you meet people and send them an email (or better yet, a handwritten note) telling them how much you enjoyed talking with them, and plan for future discussions. Creating ongoing and meaningful connections with others in the industry will bring you more success.

11. Do more than others expect from you. Bring more to a new relationship than the other person expects and they will always remember you as someone who is a giver. As you get to know people make it a priority to understand what they need to succeed. Sometimes you or someone in your network is they key to the other person achieving their goals. Find ways to help. Those who give always get more down the line.

Have A Great Day

thom singer

Thom Singer is known as "The Conference Catalyst". He works with meeting planners and conference organizers to set the tone for a meeting. His presentations educate, inspire and motivate attendees to engage deeper in the event and make meaningful connections.  http://www.conferencecatalyst.com 

www.ConferenceCatalyst.com

Networking At A Conference Is More Than The Welcome Reception

The team at Velvet Chainsaw Consulting has released an informative e-book called "Conference Connexity" (Available free to the readers of their blog).  The book is a quick-read and highlights the importance of community and connection in the execution of a successful event.

Conference attendees always cite the "networking opportunities" as a reason for attending a live event, but once they get there, they often fail at making the type of meaningful connections they desire.  The planners try to give their audiences what they want, but are often perplexed on how to change up the same-old / same-old format.

The book covers a lot of ground in thirty pages, but it is full of ideas that can inspire new ways to plan your conference to weave the networking opportunities throughout the whole agenda.  We cannot force people to have great conversations, but when we show them how to engage with each other, and create a networking culture, then amazing things will happen.  

Here are my favorite five points in the book:

1. Embed networking throughout the conference program.  If we treat the human-to-human engagement as a second-tier activity, then we will get second-tier results.  Networking is not just something to do over cocktails, but can happen in the hallways and in the sessions.  Speakers need to be selected as partners in the success of the event, and trained in how to make their sessions engaging.

2. People value connections with leadership and experienced practitioners.  Make sure that your organization's board, senior staff, speakers, and other VIP's are participating in the event.  Often these people are either in committee meetings, at private gatherings, or hiding in their hotel rooms.  Too often speakers leave immediately after their talk, cheating the audience from their chance to connect.  

3.  Program enough "white space" (free time).  A 15 minute break does not give people enough time to pee, much less get coffee, have a conversation, and allow their brains time to process the information.  While cramming in content seems like a great idea in the planning stages, rushing your attendees from room to room cuts into their positive experience.

4.  Weave innovation "Thought Leaders" into your program.  The speakers set the tone for the whole event. Having only industry experts or celebrities as speakers can create a predictable and boring conference.  Sometimes the best speakers come from outside your business, and having keynoters who make people think and take actions will jump start more interesting conversations.

5.  Unleash planned serendipity.  Leverage your information about the attendees to create situations where they can make better connections.  Create areas where people can gather and talk.  Have special events for like-minded attendees.  Train your volunteers and help them engage with each other and the whole audience.

I suggest you read the Velvet Chainsaw e-book, and make connecting your community an up-front priority for all your events.

Have A Great Day

thom singer

Thom Singer is known as "The Conference Catalyst". He works with meeting planners and conference organizers to set the tone for a meeting. His presentations educate, inspire and motivate attendees to engage deeper in the event and make meaningful connections. http://www.conferencecatalyst.com 

Association Mavens - Interview with Bryan Kelly

I was interviewed by Association Mavens host Bryan Kelly about The Conference Catalyst program, and my thoughts on how to improve the conference attendee experience through creating an atmosphere for better networking.



I look forward to seeing Bryan in person at the ASAE Great Ideas 2013 Conference.  I have met him before, and he is a great person.

Check out Association Mavens and see all his interviews with some very interesting people in and around the association industry.

Have A Great Day

thom singer

When A Conference Luncheon Is MORE Than A Conference Luncheon

The National Tour Association (NTA) and the United Motorcoach Association (UMA) co-located their annual conferences for the first time this year.  They combined opening sessions, meals and breakout sessions were open to attendees from either organization.  They also shared space side by side for their trade shows on the same floor. I had the honor to speak at the event, and the planners did a fantastic job of creating an "experience" for the over 3000 people in attendance (including an opening reception at NASA).

The lunch program on Day One was one of the most amazing events I had ever attended at a conference.  It was sponsored by Broadway.com and it was more than a luncheon, it was a happening.  The entertainment was a medley of performances from ten Broadway shows with the current stars of the New York shows.

In addition to the 90 minutes of "WOW" from Broadway, there were a couple of surprises that made the whole thing more personal to the organizationsl.  The current chair of NTA "crashed" the stage dressed as the Phantom and sang part of a song from Phantom of the Opera.  Turns out he has a great voice and actually starred in Phantom in Hawaii 15 years ago.  How cool.  But the real hook was when the current chair of UMA and his wife came on stage to introduce the star of the soon to open Jeckle and Hyde.  They raved about this upcoming musical, and the woman who would soon sing to the crowd... as it was their daughter.  The UMA chair's daughter has a lead role in the musical in New York.  What are the odds?  (That was really cool, and she stole the show with her voice!).

Stephanie Lee, the president of Broadway.com, was the MC of the lunch and she did a great job weaving the ten performances together while showcasing all the top musicals (some of which will open this winter in NYC).  The numbers included songs from Flash Dance, Jeckle and Hyde, Nice Work If You Can Get It, Once, Motown, Cirque du Soleil, and others.

The production value of the "Stars of Broadway" lunch was top notch and the audience of 3000 people were driven to their feet for a standing ovation following the final performance.  How often to conference audiences get that kind of experience that touches their souls and drives then to a multi-minute applause?

Those in the meeting industry are always looking for ideas on how to have unique experiences at their events.  Too often we end up with a lot of the same in a different package.  This lunch hit on all the marks of what those who plan conference events dream about.

As it turns out this is a regular thing for the NTA conference, as Broadway.com has been sponsoring similar spectacular lunches at the NTA Travel Exchange for about a decade.  The regular attendees look forward to being treated to the "Stars of Broadway" and first timers are always blown away by the level of the production.  As the audience exited the ballroom there was nobody who was not smiling, laughing and talking about what they had all experienced.

Having twenty Broadway actors flown to your conference for a 90 minute show would not be practical for every conference (it does fit in well with the NTA Travel Exchange, and Broadway.com's strong network in the Theater wold makes it all possible).  However, there are other ways to "wow" an audience.  Looking for partnerships with sponsors who have access to something cool in your industry and then taking the risk to create a lunch or (other event) that is more than a meal. The concept of doing something unique and unexpected will work for any conference.  It needs not be a Broadway "show" to be a "SHOW".

Have A Great Day.

thom singer

Association and Corporate Staff As The Secret Weapon For Conference Success

If your organization is hosting a conference or trade show you need to ensure that your staff members are fully participating.  If your people are corralled in the back of the room or in a side office, then you are missing out on the real value long-term the event can bring.

Sure, someone has to work the check-in table and take care of other house-keeping issues (and emergencies), but too often the association staff or company employees are not part of the community that is created when we bring people together.  Worse, sometimes the executives or sales staff get to mingle with the attendees, while everyone else has their face pressed to the window looking inward.  Meanwhile others are back at the office and not even present.  These official lines of demarcation can not only alienate team members, but also is opportunity lost to make connections and gain feedback.

Often I see staffs that do not feel "equal" to the VIP's who are attending your event.  It is clear in how they behave that they see themselves as many rungs down the ladder.  Why do they feel this way?  Because that is the message that the management and board are sending.  While wearing matching logoed shirts is a good idea to help attendees identify who works for the organization, those colorful polos and oxfords should not come with a label of second class status.  In fact, it should be just the opposite.

But why should your team be engaged and mingling side by side with your clients and vendors?  Because their participation brings stronger relationships to the overall organization and a boat load of first hand data on how people are experiencing the conference.  People cannot have a relationship with a company or association, they have those feelings for people.  But knowing someone by an email address is not the same as personal interactions.  When your constituency knows your staff personally they feel a stronger connections to the whole group.

And never forget: conference, trade show, convention or seminar is not really as much about the content as many mistakenly believe.  Oh yes, I know ... your "CONTENT IS KING" mantra is ringing in your head... but the reality is that if content were the real purpose then sending a White Paper would be a more cost effective delivery mechanism.

Bringing dozens, hundreds or even thousands of people together for a meeting is expensive.  But that does not mean there is not value (quick, someone tell the US Government this, as they are trying to pass laws that will hurt the $263 Billion industry that employs over 1.7 million people!).  No online webinar can replace the meaningful human-to-human connections and the powerful learning that happens in a face-to-face environment.  People are experiential beings and meetings have the power to anchor their feelings to the experience.

Sending your team into the crowd as an equal participant in the meeting is invaluable.  I have facilitated round-table conversation sessions at major conferences for companies and associations.   Those that have their properly trained staff at all the tables get the most value from these interactive sessions.  Those who do not get their people engaged miss out on the give and take in conversations that lead to meaningful connections.  Do not waste the chance to create bonds.

On occasion a hosting organization will worry if their team is professionally experienced enough to mingle with their members or clients.  YIKES.  You should not hire anyone who cannot converse with your target audience.  Besides, if given the opportunity and the right level of briefing, your team do great.  Do not sell them short!

I witnessed one association who recently had their people embedded in the crowd at one of their annual  conferences and the feedback from the staff and the attendees was all positive.  They had never tried this before because their previous leader had seemingly looked down on the staff.  The new CEO had a different opinion and the results were strong.  Give your people a chance to stand shoulder to shoulder with your VIP's and everyone will benefit from the interactions.

Your staff can be the secret weapon that makes your event spectacular.  Both the experience for all involved and the information you can collect will bring long-term rewards.

Is your staff involved in your event or are they standing off on the side?

Have A Great Day

thom singer

Thom Singer is known as "The Conference Catalyst". He works with meeting planners and conference organizers to set the tone for a meeting. His presentations educate, inspire and motivate attendees to engage deeper in the event and make meaningful connections.  http://www.conferencecatalyst.com 

www.ConferenceCatalyst.com