Meeting and Event Design Flashcards
What are the five principles of meeting design?
Assessment and Evaluation; Meaningful engagement; distributed learning; collaboration; and experience.
Assessment and Evaluation:
Clear, measurable objectives for determining event’s return on investment
Meaningful Engagement:
Designing event to connect with the audience physically, intellectually, and emotionally
Distributed Learning
Optimal scheduling of Distribution of learning, and what should occur before, during, and after event
Collaboration:
Consulting with stakeholders in development of program
Experience:
Consider the event experience from attendee’s perspective
What is the first step of meeting design?
Developing program components, such as selecting, structuring, and sequencing potential elements.
Facts to consider for determining content:
Goals and Objectives (Celebration of ideas, professionally oriented recreation, relationship building, sharing of work, etc); Event budget; Goals of event stakeholders (sponsor sand exhibitors); available technology resources; profile of attendees; learning style of attendee (visual, auditory, or kinesthetic); most appropriate meeting modality (face-to-face), virtual, or hybrid
When deciding on program content and delivery format consider:
Needs for audience, issues, and preferred method of learning
An Audience Reaction Team is?
Where 4-5 attendees query the main speaker from the stage with questions from the audience
A BarCamp is?
A Participant-led conference where everyone contributes
Breakout or Concurrent session:
Typically in depth topic with speaker or facilitator
Buzz sessions:
Attendees divided into discussion groups, with reporting of findings during plenary
Colloquium:
Informal discussion meeting usually academic or research
Debate:
Two teams arguing side of an issue
Fishbowl:
Interchange between inner & outer circle
Keynote sessions:
Typically high profile speaker or panel
Interview:
Moderator asking questions of presenter
Open Space Technology:
Agenda determined upon arrival of participants with faciliator
Pecha Kucha:
Series of short presentations of 20 slides lasting 20 seconds each
Seminar:
Lecture and/or dialogue, usually small group of attendees
Symposium:
Meeting of experts in particular field, presenting and discussing papers
Unconference:
Participant-led events; discussion/informal presentations
Workshop:
Intense, hands-on learning experience
The Public Name for the meeting should:
Adhere to common notions about Meeting structure
Meeting Structure for An Exposition
Large scale, includes trade show
Meeting Structure for Convention/Congress
Large scale, occurs regularly, several days
Meeting Structure for Conference
Designed for discussion, proceedings may be published
Meeting Structure for Symposium
Formal, specialists present, may be face-to-face or online
Meeting structure for work shop
Interactive, focused, relatively short
Program Flow is
Outlines timing of each element and helps provide a realistic time frame (flow between session, timing of breaks, meal functions, etc.)
Event Specifications Guide (ESG)
Final Working Document that is shared with key staff, suppliers, and venue representatives
Detailed Agenda
Key overview for front-line or registration staff and key hosts
Attendee Agenda (or Program)
Typically includes room information and a venue floor plan
Phillips ROI Pyramid is one method of measurement success, the levels are:
Level 0: Inputs and Indicators, Level 1: Reaction, Satisfaction, Planned Action; Level 2: Learning; Level 3: Application; Level 4: Impact; Level 5: ROI
Cultural Context, keeping protocol in mind…
Program planning should be done with considerations of religious or cultural activities or requirements
In regards to Invitation and Honorariums…
research protocols and process for invitations and/or honorariums or gifts to presenters
Types of speakers should be determined:
based on the needs of attendees, educational goals of the event, and the budget.
Professional Speakers are
often keynote speakers; may be represented by speaker bureau(s); will need to be briefed on audience background and demographics
