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Meeting Architecture
Meeting Architecture

Meeting architecture and meeting design

A successful event that achieves a ROI should encourage, persuade or educate audiences to do something which will result in them applying their learnings within their organisations which will lead to a (financial) benefit to the organisation and is stakeholders.

If an event is really going to engage with an audience every aspect of the audience needs to be studied in detail and analysed from the perspective of every facet of the event.

The age profile of the attendees will naturally help guide the best way to communicate to them and to maximise their engagement. The most effective way to engage a predominantly Generation X audience (born between 1961 and 1981) is very different to how one would look to engage with a Generation Y audience (born between the early 1980s to the 2000s) or a Baby Boomer audience comprising those preceding Generation X.

Recognising the tone and key messages that each will respond to are key to achieving a successful outcome. It is also important to consider whether the use of audience engagement technology would be appropriate in light of the audience profile and the objectives of the meeting. However, what is often forgotten in the rush for technology is that there are conventional ways to engage audiences. These are just a few examples…

  • An Oxford debate – presenters are split into two camps, for and against a motion, they speak for a set period of time putting their case forward in the most compelling way. The audience votes on the motion before and afterwards and is given the opportunity to question the presenters.
  • VIP forums – so you have invited a high profile speaker or your key executives are all in attendance and are speaking. There is an opportunity to leverage their attendance and significantly increasing audience engagement by facilitating small audience groups of 10-15 to have 10 minutes with each one by rotation in a Q and A meet the VIP type session.
  • Delegates decide – you give a speaker a set time period, say 30 minutes, and ask them to speak on one topic for 10 minutes. You then ask them to ask the audience to choose as to which 2 other topics, from a shortlist, they would like covered in the remaining 20 minutes.