How to Make the Most Out of Breakout Sessions

Breakout sessions provide an opportunity for attendees to dive deep into a specific topic and learn from experts in the field. However, these sessions can also be a source of frustration if they are not well planned or managed. As an event manager, conference director, or meeting planner, it is important to understand how to make the most out of conference breakout sessions so your attendees leave the conference feeling satisfied with their experience.

Here are a few best practices to keep in mind when planning conference breakout sessions:

PREPARE TO ENGAGE YOUR AUDIENCE

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1. Make sure the topics are relevant to your attendees.
Your attendees will be more likely to participate in breakout sessions that are relevant to their needs and interests. When planning the breakout session topics, take into consideration the overall theme of the conference as well as the needs and interests of your target audience.

2. Find experienced and knowledgeable speakers.
The success of a breakout session depends heavily on the quality of the speaker. Be sure to do your research and find a speaker who is knowledgeable about the topic and who can deliver an engaging and informative presentation.

3. Choose an appropriate format. There are a variety of formats that you can choose for your breakout sessions, such as panel discussions, roundtable discussions, lectures, or workshops. The best way to determine which format is right for your session is to consider the goals that you want to achieve and the type of information that you want your attendees to walk away with. For example, if you want your attendees to have the opportunity to ask questions and interact with the speaker, then a panel discussion or roundtable discussion would be a good choice. However, if you simply want your attendees to sit back and listen to a presentation, then a lecture format would be more appropriate.

USE INTERACTIVE TOOLS

4. In order to make the most of your conference breakout sessions, you need to have the right tools in place. The right tools will help your attendees stay engaged and focused, while providing you with the ability to gather feedback and track attendance.

• Polling Software

Polling software allows you to engage with your audience and get real-time feedback on what they think about the topics being discussed. This is valuable information that can help you adjust your conference programming on the fly. It can also help you gauge which breakout sessions are most popular and which ones aren't resonating as much with your attendees. Look for a polling system that's easy to use and that integrates seamlessly with the rest of your conference technology stack.

• Slido

Slido is an all-in-one solution for creating engaging presentations and gathering audience feedback. It's simple to use and comes with a variety of features that will make your conference breakout sessions more interactive and engaging. With Slido, you can add multimedia content to your slides, embed live polls, and even run virtual Q&A sessions.

• BuzzSumo

BuzzSumo is a tool that allows you to see which topics are trending on social media. This is valuable information to have as you're planning your conference breakout sessions because it can help you identify hot topics that your attendees will be interested in. You can also use BuzzSumo to track which of your own sessions are getting the most social buzz so that you can replicate that success in future events.

• Google Forms
  Google Forms is a versatile tool that can be used for a variety of purposes, including tracking attendance at conference breakout sessions. You can create a form for each session with questions like "What was your biggest take away from this session?" or "What did you think of the speaker?" Once people have submitted their responses, you can view them all in one place and quickly get insights into what worked well and what didn't.
• Lead conversion software
  Lead conversion software enables you to quickly gather leads from people who attend your conference breakout sessions. This is valuable information that you can use for follow-up after the event. Look for a tool that allows you to capture leads in real-time so that you don't have to worry about manually entered data later on.

PROMOTE ATTENDANCE IN ADVANCE

5. In order for your attendees to participate in the breakout sessions, they need to know when and where they will be taking place. Be sure to promote the breakout sessions in all marketing materials leading up to the conference so that attendees are aware of what is happening and when it is happening. You may even want to consider offering incentives for attending breakout sessions, such as prize drawings or continuing education credits.

MANAGE LOGISTICS AHEAD OF TIME

6. The last thing you want is for your breakout session to run into logistical problems on-site at the conference. To avoid this, be sure to confirm all details related to room reservations, AV equipment rentals, food and beverage service, etc., well in advance of the conference date. By taking care of these details ahead of time, you can relax and enjoy the conference knowing that everything is taken care of!

INCORPORATE NEW TECHNOLOGY

7. Staying ahead of the curve is a challenge but the reward often surpasses the risk if you have the right production team participating in the planning.  Electronic Whiteboards, iPosters, Touch Panels are all ways to drive engagement, fun and leave a lasting impression on your audience.  You may have to budget more in these areas but the payoff will be well worth it.

Conclusion: Conference breakout sessions provide attendees with an opportunity to learn about specific topics in-depth from experts in the field. As an event manager, it is important to plan these sessions carefully so that they are successful and meet the needs of your attendees. Keep these best practices in mind when planning your next conference breakout session!