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 The
Professional Convention Management Association (PCMA) reports that
forty one percent of convention managers predicted a decrease or no
change in attendance at meetings in 1998. If this trend of dropping
attendance at meetings and conventions continues, there may be no
meetings for planners to plan or places for speakers to speak! It
certainly suggests that we speakers have a vested interest in helping
meeting planners attract and keep strong attendance. |
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At
a recent Meeting Professionals International—Professional Education
Congress, I asked meeting planners about attendance trends in the
meetings industry. Many said they see the number of attendees at meetings
dropping significantly. Although planners cited various reasons, there
is one recurring solution — by increasing the formal networking opportunities.
When attendees establish new relationships or reconnect with old friends,
they are more likely to attend future meetings. |
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Informal
networking happens everywhere from the general sessions to the restroom.
At least it does for those people who are gregarious. Others need
a structured networking environment. Formal networking can be incorporated
into every educational session. Meeting new people and establishing
relationships can be fun, if it is structured properly. |
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What
can speakers do to ensure the meeting planners’ success? Three areas
in which I have had success follow. |
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First,
we must partner with meeting planners and consult with them on making
their meetings more successful. I work with the meeting planner on
activities that can be incorporated throughout the convention to encourage
networking between participants. In my keynote speech, I get the audience
actively involved. It gives them a chance to speak to people around
them and the activities encourage networking that will be used throughout
the convention. |
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This
adds value for the meeting planner and translates to more speaking
opportunities. As speakers, we examine every detail in the meeting
room before we speak — the lighting, room set-up, sound, etc. Shouldn’t
we be just as concerned about making the entire conference a success?
It is always much easier to present to an audience who is ready to
listen and has been having fun, than one who has just attended days
of technical sessions. |
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For
example . . . Leave space on the name tags for participants to reveal
something about themselves. Before the opening general session, have
people write or draw in each corner of the name tag their favorite
leisure activity, a hero they have, their favorite food, favorite
season of the year or any subject that is fun. Ask people to introduce
themselves to someone they don’t know and talk about one of these
four areas. If time allows, switch partners and describe another topic
on the name tag with someone else. These personalized name tags stimulate
conversation. |
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Do
you remember the 7th grade dance wallflower syndrome? “What if I don’t
have anything to say? What if they talk to me and I say something
stupid? Or worse yet, what if no one talks to me at all?” Meeting
planners and speakers can help eliminate audience members’ of uncomfortable
feelings. |
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Second,
including experiential activities in our presentations will facilitate
networking. Terry Paulson, PhD, CSP, CPAE says, there are two kinds
of people . . . new and used. The “used” are the ones with whom we
already have a relationship. The “new people” are those we have never
met. Many times we attend conferences and don’t know anyone else.
Activities that facilitate introductions and avoid the 7th grade dance
syndrome will increase the energy in our presentation. My evaluations
often say that I am humorous, although that is not my primary focus.
The audience creates their own humor through using the activities.
Each person receives what they need by participating. This takes the
responsibility of the audiences’ learning off of the speaker and places
it on them so they receive maximum retention. |
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Three
recent requests for speakers included: — “the speaker must be interactive”
— “looking for a motivational speaker that gets the audience involved.”
— “need a 45 minute skit, improvisational acting and interactive after
dinner presentation.” |
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Research
studies and adult learning theory indicate that people need to actively
participate in their learning so that they can retain and use the
concepts presented. Active participation, “play”, is something that
we engaged in freely and unconsciously as a child, but as an adult
it becomes more difficult. Being “grown-up” in business has become
analogous to having no fun; all work and no play. In a recent study,
neuroscientists at the Salk Institute for Biological Studies reported
that when we are having fun, we develop new neural cells in areas
devoted to learning and memory. |
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Third,
we will be booked consistently if we have a consistent quality that
we offer the meeting planner and the audience. Although, I present
various topics—customer service, team building, stress management,
and fun at work, I am known for the use of activities in my presentations.
The common thread is the experiential component. For instance, in
submitting articles for professional magazines, each includes tips
and ideas on effectively using activities for meetings, creating a
team environment or making the workplace a productive funplace. One
client had me present a keynote on change and the next year for customer
service. People had a lot of fun the first year and were excited to
have me back with new material and more fun activities. |
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If
you are the type of keynote speaker who wants the audience mesmerized
by your message, you can still facilitate this networking experience
by having the audience participate in an activity before you begin.
For example, as people enter the room the overhead projector, computer
or slide projector reads, “Find someone who has a birthday on the
same day,same week, or same month as yours. You have three minutes
to find that person. Write down that person’s name and address and
send them a birthday card.” Build it into your opening remarks by
emphasizing the importance of this activity. “We have become so busy
that we do not take time to meet others in our work environment. We
may have the obligatory birthday party once per month for everyone,
but not share ourselves with people on a personal basis. This birthday
card from your new friend will be an exciting reminder of this great
event.” As speakers we increase the chance the audience will remember
us favorably by creating a relationship building opportunity for them.
We can make a difference in their life. |
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What
has helped my audiences learn and make changes is the use of experiential
activities. By incorporating “meaningful” play, I allow the audience
to write their own script. As they connect their lives and stories
to the desired change, their chances of success increase. With this
consistency, the meeting planner knows that I will bring out each
participant’s path for change. The more we serve our audiences, the
greater the attendance at the conventions and the happier the meeting
planner will be.
Visit
Ideas to make your meetings more fun for additional ideas from
Robin for your next meeting. |
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Robin
Thompson is a professional speaker, trainer, and the author oF "Know
Stress to No Stress". She works with organizations
that want to keep good employees and with meeting planners who want
to put some fun into their next meeting or event.
For more information she can be contacted via
e-mail: speaker@RobinThompson.com
phone: (304) 763-3222
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