By Edgar Valdmanis In my post a couple weeks ago, I gave a few tips about how to design a meeting for max networking, and thought I would follow up with some more today.
Before a break, the MC should again remind people to take the time to network with someone they have not met before, or at least not seen for a long time. Also, make sure that breaks are long enough for people to
a) go to the bathroom
b) get a coffee (or other beverage)
c) and network
This usually means that the break must be at least 15 minutes.
If there is an exhibition and you want the exhibitors to be happy about the investment they made in time and money, make sure the exhibition is in the break area, and allow another 5 minutes for attendees to visit the exhibitors' stands. Also, make sure that all exhibitors are mentioned on the same list as the other attendees, with company name, their own name and professional title.
After the break--if possible--ask attendees to sit with someone else than before the break.
At the end of each presentation there is usually a Q&A session. Encourage people who ask questions to stand up and introduce themselves before they ask the question. If there is not a handheld cordless microphone to go around, make sure you repeat the question from the podium so that everyone in the audience can hear both question and answer. An interesting question will make this person stand out, and other attendees will often contact her/him during the next break to discuss.
If questions are scarce, the MC can ask the audience questions and good MC's will go through the list to seek out particular persons or companies that are expected to have an opinion. Again, this will highlight certain persons that can be approached later.
Some speakers are overly busy, but if possible encourage all speakers to be present all day and mix and mingle themselves. Many attendees hesitate to ask questions in public, but will want to ask questions on a 1-1 basis during break time.
When I said earlier that exhibitions should be in the break area this includes lunch. If possible lunch should be finger-food served in the exhibition area, and there should be stand-up tables only. If there is a variety of food, different buffets can be placed somewhat apart so that attendees standing next to one buffet have to cross the room to find alternatives.
Finally, make sure the organising committee are the prime networkers of the day. Organisers should not cling together, but spread out and "hyper-mingle." The most important task of a networker is being a "connector." This means that a professional networker does her best networking when she focuses on connecting two of her contacts rather than just meeting a maximum number of people herself. The organisers know each-other, the speakers and probably a number of the attendees. Therefore they can do a better job of connecting others than most in the room. In particular the organisers should be aware of shy people, the so-called "wallflowers" and go out of their way to introduce these to other attendees.
As we all know you lead by example and therefore if the organising committee are seen busy networking and connecting, others will follow.
Have I forgotten something? Please add your comment or personal tip.
Edgar Valdmanis is Marketing Director of the Norwegian Computer Society, and President of Meeting Professionals International Norway Chapter.
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