Picture it. A convention center ballroom. The late twenty-teens. 

2,500 people have been in the audience since 7:30 a.m. with back-to-back presentations. Some ran just a few minutes long--but those minutes added up and the schedule is now off. 

It's lunch time. However, next on the agenda is a 45 minute health care panel. 

The audience is struggling. Much like the lettuce in the buffet they weren't getting to eat--they are visibly wilting.

Think fast, hot-shot. What do you do?

This is the time when you need to shift the agenda. That panel might need to turn into a workshop. That panel might need to be moved to after lunch. That panel might need to be turned into a series of "insight" videos that play through the rest of the event. There are lots of options--all of which require some fast thinking and agenda adjustment (not unknown at even the most well-planned event). 

What should not have happened did. They decided to plow through anyway. Get it over with.

The panel, predictably, also ran long. The content wasn't irrelevant--it was interesting and critical--and the audience was just not able to absorb it. At that point, it would have been better to not do the panel at all. I'd say the effect was the same, but the extra content was lost AND it sapped even more of the audience's energy and willpower. Instead of getting a rescue, a drowning audience was pulled under. 

So how do you throw out a life line to a drowning audience?

• Watch your audience. What's going on in their heads is just as important (and more so) than the technical smoothness of what's going on onstage. 

• Adjust as needed. Agendas are living things at live events. If your audience is drowning--send the lifeboat early if you need to.

• Incorporate physical activity. If you need to plow on, have the audience stand up, shake hands, greet each other, share an insight, etc.

• Incorporate interaction. Make a passive audience active participants through gamification and other strategies.

• Plan ahead. If your agenda is jam-packed, consider that you're not optimizing your time by getting the most content in--you're overstuffing your audience. 

 

Ahh, the lunch & learn. Free food in exchange for a participant's attention and buy-in. What's not to love?

A lot. 

Audiences are savvy; they know what a lunch & learn tends to be--a thinly-veiled pitch trying to sell them on something in exchange for some pizza and their valuable time. It's no surprise, then, that audiences don't come into a lunch & learn with the most open of minds. In fact, many come in thinking, defensively, "You're not going to sell ME."

This, unsurprisingly, does not make them receptive to your information. They exist on the spectrum of indifference to active resistance. 

However, you can break down this defensiveness almost immediately and turn a skeptical or bored audience into raving fans--and it's as easy as incorporating a game show. 

Why Game Shows?

1. Competition: Structuring the event as a competition engages the audience's sense of play and activates their desire to show off their knowledge (and win!). 

2. Interaction: This leads to the lunch and learn being an active experience instead of a passive experience. Not only are participants interacting with the presenter, but they're also engaging with their peers as teammates, discussing answers, and becoming involved with the content.

3. Message Reinforcement: This direct interaction leads to content and message reinforcement. The game questions are a content review, and they can lead to deeper level of curiosity and understanding. Audience members pay closer attention to the content when they know it will help them (win the game) later on. 

4. Emotional Experience (i.e. FUN): Game shows are a break from talking AT people; giving them an energetic experience that engages their emotions (emotional engagement also correlates with greater content retention). Aside from being extremely effective, they're also a lot of FUN. 

When to Use a Game Show in Your Lunch and Learn?

1. Beginning: Playing a game round before the presentation begins both generates curiosity around the topic and sets the tone: This isn't going to be the normal lunch & learn--it's going to be an experience that audiences will enjoy. 

2. Throughout: Playing rounds throughout the event boosts energy and keeps it high even when the lunchtime lethargy hits. 

3. The End: Closing out your presentation with a game round leaves your audience with a positive impression--and that translates to more than just a good time, it's a feeling of goodwill about YOUR company and/or product. 

When our clients started using game shows as part of their lunch and learns--it wasn't hard to get attendees in the seats, staying in the seats, and staying engaged throughout. Using game shows is definitely more than food for thought. 

 An event can be stressful for attendees. You’re taking them out of their natural work environment, they’re missing the cadence of their regular communication, you’re pummeling them with information back-to-back over hours (often delivered in a deadly-dry way), and they’re told that this information is mission-critical for their jobs and livelihoods over the next year. Sometimes there are unpleasant truths on their minds that never are addressed, and they’re expected to carry on and learn new information.

No wonder we hear from attendees, “I felt like I HAD to have a drink at the end of the day.”

This is, understandably, a toxic environment for learning. You can’t absorb new information when you’re stressed out about your environment, or when you’re fixating on issues. This is why we emphasize making events less stressful through multiple techniques. 

1. Address issues up front. When we use AniMates, addressing the elephant-in-the-room issues allows presenters to acknowledge that something is on an audience’s mind so they’re receptive to subsequent information.

2. Incorporate play. Gamification and team competition allow attendees to practice with information in new ways—but that are fun and engaging. Giving them an opportunity to move around, cheer, show off their skills and knowledge relieves the stress of information overload and ALSO helps reinforce content. 

3. Give attendees time to absorb information. Events are an investment, so it makes sense that a lot of clients want to squeeze as much information as humanly possible into the agenda—you have attendees there, why not use every second? However, without giving attendees the ability to reflect on the material in some way—reviews, creating personal take-aways, gamification, etc., they reach information overload and everything washes over them. 

We normally think of events as a time to reconnect, to motivate, to get on-board with a consistent company message. We don’t generally think of them as stressful, but those stress points in design are exactly what can inhibit the learning objectives of the event. With a little modification, events can become environments that are conducive to learning and lightning rods for shared ideas—instead of places attendees feel glad to escape at the end of the day.

Most events try to open with a splash: A sit-down video designed to convey energy, a powerful greeting from an emcee or host, etc. Lights, camera...action!

...And then they go into the standard format of "our first speaker..."

This might be fine if you want another event-as-usual, with information washing over your audience. 

But if you've taken the time to design a really effective, interactive event, spending some time priming the audience for their experience will pay off tremendously. What should you do to get your audience ready for an event that is going to benefit them more--but also requires more from them than passive listening?

1. Set expectations: Spend the first part of the event talking to your audience. Convey that this won't be an event as usual, and they'll be seeing different ways of doing things. Set up the event by setting their expectations: The event will be valuable for them. It will be worth their time. Here is what they will be able to take back day ONE to achieve the objectives you've set for the event. 

2. Get their buy-in: They know what to expect from the event--they won't be having an "event as usual" so they can't be an audience as usual. There is an element of reciprocity involved--you've made a commitment to them by preparing an event of value, so they have to be a different kind of audience. Not passive, but active. Part of getting their buy-in can also involve having them set their own goals and expectations for the event--what do THEY want to get out of it? What are they committed to seeking out by the end of the event?

3. Give them permission to play full out: Audiences are so used to being at least partially passive that if you want them to interact you need to give them permission to do so. If you're expecting questions, cheering, role-play participation, etc., after you've set the expectations of that behavior, you have to give them permission to do it in the way you want to see it. Which leads to...

4. Practice & reward the interaction you want to see: Start out right away by getting the audience to participate in the way you want them to, and then reward it. This looks different based on your outcomes and how you structure your event, but one thing we do is--when we have competition laced throughout the meeting--get the teams cheering right away. They then get points for their early efforts (or fewer points if one team wasn't so great). This sets the tone for the audience interaction you want and expect. 

A great event opening to a different kind of event can, of course, include the standard splashy video. But then it should go beyond that to priming the audience to participate and play full-out--making the event incredibly valuable for them and the company. 

 

 So you want to highlight some of your sponsors at an event--in front of the audience--in a fun way. 

The sponsors, however, are a bit dry, a bit repetitive, and the audience couldn't reasonably be expected to know anything about the particulars of their business. The important thing is having a bit more exposure. 

So what do you do? A game show. 

But how do you create a game show when the audience doesn't know anything about the sponsor?

With the power of info screens and piggyback questions. For instance, we had a client that wanted an energetic end to their event while featuring the sponsors in a game show format. So what we did was turned a fact or facet of the sponsor into an only-tangentially-related, fun trivia question. 

Some examples. 

We showed this info screen about the sponsor--an exterior company.

Another info screen leading into a question...
With a fun, light-hearted trivia question that the audience had a reasonable chance at guessing or remembering. 

The game proceeded like that for all the sponsors, and in the end the audience had more sponsor name recognition--but also ended the event with energy, excitement, and fun. 

We've seen a lot of very unique things at events over the years.

Jugglers.
Ballerinas.
Mountain Climbers.
Bike Building.
Drum Circles.
Astronauts.
Live Monkeys. (And an occasional Monkee.)

You name it. We've seen it. All in the name of providing audience engagement. There is an idea that there has to be a *moment* at an event that stands out--that makes it the "wow".

We love this. But. What about the rest of the event? After the silk scarves settle and the dry ice evaporates...where is your audience at? How do you CONTINUE to engage them past a moment?

If you have the most powerful keynote speaker in the world...and then you go back to PowerPoint after PowerPoint...all you have is that (very impressive, granted) moment.

Interaction.

The key to engaging an audience throughout an event is interaction with the audience. Learning and communication is not a one-way experience; it's a two-way conversation. Audience participation is fundamental to their own engagement.

One way that we engage audiences throughout an event--not just in a moment--is by incorporating gamification. Not only does it provide interaction and engagement, but it enhances the event:
• It's teambuilding that occurs outside a single activity and goes through the event.
• It's reinforcement and review of key content and learning points.
• It's a way to keep energy up during the event--there's not one "fun part" to the whole event...the whole event is fun.

Want to see how you can incorporate gamification at your event? We wrote a guide! Leave a comment or contact us, and for more event tips and tricks check out www.live-spark.com

 

"We have time for one more question..."

...can be every event's worst nightmare.

You're about to leave the event on a high, and then "one more question" turns into a barely-controlled gripe session--sucking the energy out of the room and leaving everyone feeling uneasy.

It's a wah-wah instead of a woo-hoo.

A lot of the times, these last minute questions aren't focused, aren't relevant to the whole audience, or may have nothing to do with the event itself.

You don't have to paper over complaints or issues, but there are ways to handle audience questions in a more focused way that is better for the overall event:

1. Have people available to answer questions/issues throughout the event. One of our clients recently replaced a deadly end-of-event q&a session with a commitment to have their executives visible throughout the event to take questions.

This allowed people to get questions answered that were more personally-relevant to them (and maybe didn't apply to the whole audience) and to direct them to the most appropriate person.

The executives were then able to do a summary statement at the end of the event based on what they'd been hearing--and what was most relevant to the audience.

2. Have a question box. Encourage the audience to write down their questions throughout the event and submit them to a dedicated question box. Commit to answering all questions--even if it's in post-event communication.

This allows you to sort questions for maximum relevance for the whole audience and for the event. You can have short daily q&a sessions based on the questions--or have a final q&a at the beginning of the last day--instead of the event landing with a fizzle at the very end.

3. Start the event with questions. If the idea of allowing for questions is to demonstrate responsiveness and listening, then the event shouldn't wait until the end to catch questions that may have been festering from the start of the event.

If you're willing to be flexible and shape your event around the dynamic needs of the audience as it's happening, this can be a powerful event springboard.

4. Send out pre-event questionnaires. Collecting questions, reservations, feelings, etc., of the audience before the event can, like the last point, help you shape the event to address the needs of the audience. This also gives you control over what you directly address at the event, and what you may choose to address in other communication or programs.


Of course, questions can always come up during an event--hence why the route we typically take is aforementioned question box that allows for an iterative response process. Addressing questions, concerns, and (yes, even) grievances in a thoughtful, PLANNED, way goes a long way to maintaining and focusing the energy & tone of the event, and ensuring its overall success.

For more event expertise, visit www.live-spark.com.

Like a lot of parents since COVID-19 became a global pandemic, I've been doing "distance learning" with my child. What my peer group and I have noticed, universally, is that a lot of kids who were great in school classrooms...are not doing well when removed from the classroom environment.

This isn't just due to one factor, of course, but significant elements that are missing--that are creating a learning gap for kids--are also creating training and working gaps for businesses and employees. Some of these elements can be looked at to make more robust, effective in-person events (when they happen again).

Learning concierge
In the classroom:
Children need a teacher figure or, at the very least, a non-distracted person who is dedicated to their learning; who is there to answer questions, give support, and who proactively reaches out.

Event application:
Having event organizers and trainers onsite who are not only available for questions, but who actively reach out and network with attendees to ensure that they're grasping key concepts (not just "having a good time").

Peer Groups
In the classroom:
Children learn better in peer groups. Solo learning can be intense and studious, but focus can come from the accountability of being in a group of peers. You owe it to your other students to pay attention, settle down, be active so everyone can hear and learn.

Event application:
Having people together, physically, in the same room creates an environment where success or failure can be won as a team. We often team up attendees for this reason; it's easy for one person to be lost in a crowd, but it's hard to escape accountability in a group of 10 WITHIN a much larger meeting.

Distribution of Responsibility
In the classroom:
Children work together on projects, boosting the collective knowledge of the group by bringing in shared experiences, objections, additions, and brainstorming.

Event application:
Interactive tasks, extra-general session work, etc., can be assigned or completed if given as a team project. Participants are able to do more and interact in a more dynamic way--producing FOR the event--if they're interacting together.

Changing up the Format
In the classroom:
Kids have multimedia, print, lecture, etc.; the typical day is broken up by a variety of sources giving information, connection to the outside world, self-directed research, and different topics that stretch their brains. They can ask questions, guide discussion, etc. It's a vastly different environment than an overburdened Zoom call or infrequently touching base with a teacher.

Event application:
No one is having fun being on 8 hours of Zoom calls a day to talk to their teams. Virtual events are still placing people in one environment; the computer screen. Just like most live events still place their attendees in one format; the PowerPoint presentation. Events would do well to change the physical environment and the variety of ways that information is presented and how people interact with that information.


While kids may or may not go back to school in-person in the fall, and adults may or may not return to in-person events, it's clear that they provide value that contributes to the success and learning of their attendees in ways that virtual environments cannot.