Meetings Blog Aug 02, 2017
Let’s first look at smaller meetings and conferences where, as the planner, you have a closer and more direct involvement with many of the attendees. You’ll need some useful topics of discussion up your sleeve for those group moments mentioned above. Think of these as your handy Swiss Army icebreaker knife and as the organizer you have much more license to throw in some fun curveballs.
Bottle opener – the classic move that opens up any limited conversation at relatively small events: a structured introduction. With background information on the attendees, and being the most knowledgeable person in the room on what will unfold at the event, you are perfectly placed to personally introduce the individuals, explaining their role if appropriate, while connecting the dots regarding shared projects and interests. As their fledgling relationship develops you can quietly slip away.
Wire stripper – when it doesn’t look like you can get past superficial discussion topics in a group try the following to peel back the top layer or two. Ask linked questions about the event itself maybe about the speaker, the objective or even the catering, whatever works in the moment. Getting more of an insight into their opinions can be done by linking these questions to the attendees’ previous experiences of similar situations, with most at relative ease speaking about what they’ve witnessed before, but needing a nudge to open up.
Corkscrew – this one is pulled out when you need to help attendees (or speakers) that are not participating in conversation due to being too nervous and it helps them to unwind. Empathy and understanding are key to the moment and clearly the better you know those at the event, as well as its content, the easier it will be to connect. Also, don’t underestimate the power of a sincere compliment as an icebreaker in this situation if there is an opportunity to give it.
As you well know, it’s not only thinking of the right things to say to encourage group discussion – especially as this is extremely difficult at larger events. A cleverly arranged room can do this job for you. If you were to walk into a trade fair for dairy products and were greeted by the chance to milk a cow do you think it may be a stimulus for immediate conversation with whoever was next to you? “Wow, not sure I could do that,” you may start as the chat quickly builds momentum without even a moment’s thought. Well, that’s exactly the idea behind clever set-ups: add elements to the room that people can’t avoid commenting on.
Another related fun icebreaker idea is that of out of place and cryptic items. You’re putting on a car launch where the engine is the focus due its state-of-the-art technology. Have key components of said engine scattered around the arena with an interesting info card next to it and link to another piece. Or have a titillating question on the card about it, which is then answered during the presentations. Both of these approaches tend to get people talking with ease.
The great thing about all these set-ups is that they can also be used to gamify your event whether it be allocating seating for attendees or initiating group challenges.
Food and beverages are clearly high up on the checklist for almost all meetings and events and let’s assume that the sustenance and nourishment obligation is a given. This too is an area that can be exploited for breaking the ice.
Wherever your meeting is to be held, look into what local produce you can use. If you have visitors from out of town or overseas this can prove really effective but even if most of the attendees are from the event vicinity there are always ways of surprising them. Consider stylish fun new trends in the area, or maybe impress people with the traditional fare. If the city or region doesn’t have anything that is going to get the group talking, use your presentation creativity to make the ordinary appear remarkable. Speak to your venue hosts, and caterer if separate, to work together on intriguing breaks, fascinating lunches and beguiling dinners. And let’s not forget the evening conversations that can be shaken and stirred with a professional tender behind a cocktail bar!
As you can probably imagine, with enough of these tips in play at any particular event, the chances of uncomfortable silences are reduced. Not only this, as attendees meet more of your ingenious nudges towards conversation, it becomes more about enhancing and advancing the interactions rather than the initial icebreaking. Positive for you, for the guests, and for the entire event.
