Northstar

PLANNER'S PORTFOLIO | BEST PRACTICES Jul-Aug 2017 7 MEETINGS & CONVENTIONS • MCMAG-ASIA.COM Freshening Up the Same Old Meeting Words Linda Spelling SMALL TWEAKS CAN GIVE NEW LIFE TO FAMILIAR VENUES AND FORMATS PHOTO: ©ISTOCKPHOTO MORE TIPS + Evaluate the previous meeting and assess the elements that are necessary, as well as those that are not. + Integrate different types of technology – mobile apps, social media walls, real- time polls – into the event. This shows attendees that the host organisation is contemporary and keeping up with the times. K eeping an annual meeting interesting is a challenge planners face on a regular basis, especially when the programme is hosted at the same venue or destination year after year. Following are tactics for creating a fresh experience in a familiar setting. SHAKE IT UP The rst step is to visually di erentiate the meeting from the previous year. For example, set the opening stage on a di erent wall or at a di erent angle. If the room was set in the round last year, try stadium or classroom seating. Is one large screen usually used? If so, set up two screens that ank each side of the stage. Mix up dining areas, too. For example, breakfasts and lunches previously held in ballrooms can be set up in foyer space or an on- site restaurant. Or, instead of hosting dinner by the pool again, arrange an elaborate barbecue beach party or picnic on an event lawn. HIT THE TOWN One of the easiest ways to change up a meeting is by taking the group o -property for an evening event. This not only spices up the actual experience, but provides a welcome change of scenery for attendees. If the group went o -property last year, don't secure the same venue, even if it was a success, because the sequel is never as good as the original. Also, be open to taking attendees o -site – perhaps to a theater, park or university – for meetings during the day. This novelty can change the event's dynamic and infuse a bit of unexpected fun. BREAK THE MOLD Revitalise the event by creating a brand-new ow for the agenda. For example: Transform long, drawn-out group meetings into shorter sessions. Besides being a distinct change from more traditional formats, the shorter sessions tend to maximise attendees' attention spans. Reduce the amount of time devoted to "talking heads" and create an agenda that includes several interactive sessions, promoting more intimate and engaging experiences. Say good-bye to your existing programme template by scheduling your general session in the middle of the event, rather than as the kick-o . If the keynote speaker always presents on the last day, have him or her welcome the group at the rst session. DON'T WASTE TIME Adjust the timing of the programme to match the amount of content. You might need only three days instead of the typical four in order to achieve your meeting's goals. This shift will undoubtedly provide a new look and feel. While tweaking the format can prove di cult – and some stakeholders might resist change – it can make a huge di erence in meeting productivity and e ectiveness . + "Creative Conference Formats" (bit.ly/2esCbzd) + "Securing an Event Site" (bit.ly/1x1FlxU) Linda Spelling is owner/president of Buzz Inc. (buzzcorporate meetings.com), a full-service corporate meeting planning company based in Northern New Jersey. Hungry for change? Challenge the hotel's culinary team to step up their creativity and enhance menus from previous years. Brainstorm ways that the actual presentation of the food can be displayed, perhaps with creative décor or theme ideas. Don't forget to cross-reference old menus to ensure selections are not duplicated.

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