Most large conferences feature buzzworthy keynote speakers and giveaway-filled vendor rooms. The real meat of the conference, though, comes from the breakout sessions. These smaller events-within-an-event allow attendees to choose the topic or experience they want and provide an opportunity for conference planners to increase engagement and learning even when the guests number is in the thousands. They can be the highlight of the event that will have participants talking long after the conference is over… or they can flop. It’s essential that planners are intentional about creating breakout sessions that are memorable for all the right reasons. Let’s look at how to do it.
Stick to a Plan
Much of what determines the success of conference breakout sessions happens well before the conference itself. If you’re the planner, make sure you’re dedicating time to thoughtful breakout session prep. First, consider the format and environment. Who is your audience? What do they need to learn or experience? What conference goals are uniquely suited to being achieved in breakout sessions? Incorporating highlight videos can be an effective way to showcase key takeaways or provide dynamic recaps of past events. Talk with your production company early to find out what options you have to incorporate technology into your sessions. It’s likely there are some exciting opportunities you aren’t even aware of. People love seeing something new, and this might be the perfect way to give it to them.
Don’t just assume you know what your guests want or need from breakout sessions. Ask them! Early attendee involvement via pre-event polling or social media engagement will give you direct feedback on what your participants hope to get from your conference and will help you tailor your sessions accordingly. Once you have a rough idea of what you want to accomplish through breakout sessions, be purposeful about selecting facilitators and moderators that will add value to each session. Communicate clearly with them regarding their role and the goals of their session.
Photo by: avad3 Event Production Team, Teammate discusses plans in a breakout room at EAST Conference in Hot Springs AR
Breakout Ideas
We are all familiar with the lecture breakout sessions- you sit in a smaller version of the main auditorium and listen to a presenter give specialized information. Certainly, this format has its place, but it’s undeniable that a more engaging format will yield better results. If you have no idea how to make that happen, don’t worry. We’re here to help! As you read about some different options below, think about your field and what a session in these styles might look like.
Make It Educational
These are close to that traditional lecture format, but with a glow up. The main goal is still to educate the audience on a specific topic. However, there may be a hands-on component, or time within the session for participants to reflect on how the information relates to them and how they can apply it. Maybe time is set aside for Q and A, or guests are given a chance to discuss and process the information with each other.
Discussion Topics
Sometimes there is tremendous value to be had from gathering a small group to have a discussion on a topic rather than a more formal presentation. A panel discussion can allow guests to hear different points of view or gain insight into different aspects of a topic from a variety of perspectives. For example, someone considering opening their home to foster care would obviously learn about the process from a case worker but would benefit far more if they were also able to hear from a current foster parent and a young adult who had been in foster care in the past. A roundtable format is similar and works great if the goal is for the group to achieve a consensus or create a plan of some sort. For these sessions, it’s important that the goal is clear to everyone participating in the discussions, and that the moderator is fully prepared. Depending on the size of the audience, this format can allow for a range of audience participation, from Q and A to full contribution.
Photo by: avad3 Event Production Team, Breakout Room at Walmart Marketplace Seller Summit San Fransisco
Keep it Interactive
If your breakout session goals include team building or skill transference, interactive workshops can be a perfect fit. Usually done either in smaller breakouts or with multiple facilitators, this format creates an environment where attendees are learning while they actively participate in an activity designed to give them new skills. Maybe employees involved with marketing are divided into small groups to practice a new method of collaboration, or teachers work with facilitators to go through the process of teaching a new curriculum component. The goal is for guests to learn by doing.