ENGAGEMENT EVENTs
PLANNING & MANAGING FACE TO FACE SESSIONS
#1 Maximise space
Extra space is always better than a venue that’s too small and space gives you flexibility. Spare room can be used for breakout areas, displays etc. and means participants won’t feel claustrophobic.
#2 Use plants!
Have an ugly, cold or unfriendly space? Greenery softens a venue and creates a natural, relaxed, comfortable atmosphere. Plants can also hide a multitude of venue sins…
#3 Natural light
Natural light is always better than artificial light and venues with large windows and/or outdoor spaces are ideal. Participants will feel more alert, relaxed and productive if they don't feel shut in and have access to fresh air.
#4 Walk in a participant's shoes
Imagine your venue/event from a participant’s point of view – follow the journey they will take in your mind. Will they feel welcomed, comfortable, accepted and supported from arrival to departure?
#5 Catering should never be an afterthought
Food is key to relationship building, participant comfort and overall productivity and sharing food can lead to shared conversations and new connections.
#6 Liaise with key contacts
A conversation between your facilitator and the venue is crucial - miscommunication and mishaps can be avoided (and any specific requirements can be catered for) by ensuring this discussion happens early in the planning process.
#7 Get private
Check with your venue to ensure the space is separate - wherever possible avoid the possibility of having 'interlopers' from an unrelated workshop or other guests moving through your space and disrupting participants.
#8 Enhance the experience
How can you improve your participants' experience? Small efforts can make a significant difference. Taking glasses of water to people mid-discussions on a hot day, for example, will be greatly appreciated.
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