T E M P L AT E

14 Event Design Techniques

Consider taking popular low-tech meeting design formats, activities and tricks often used to increase
participation and learning, and adding technology for a modern twist before, during and after the event.

ASK ME ANYTHING SESSION (AMA)

An AMA Session means just that - the audience can ask the speaker anything! These can be an exciting and free flowing part of your
event and a refreshing way to change to pace. The best AMA have lots of questions put forward to keep it fast moving and relevant.

Tech Twist

BEFORE AND DURING

Attendees can use apps or audience response systems to ask questions in real time, without the fear of raising their hands and speaking
in public, which is a massive barrier for many. These may be submitted in advance, but most will be suggested on the day. Other attendees
can vote up questions they most want answered. There may be a manual or automatic moderation feature to ensure that only “approved”
questions are shown. The moderator could use a tablet to keep up with the questions coming in. The questions could also be shown via
a live feed to the main screen so that no one misses the question and to keep eyes focused forward. People not present at the event can
also take part by submitting questions through the app or web based ARS and via social media. This session will be a good one to be
livestreamed and there should be lots of sound bytes to share on social media.

AFTER
Post event it will be useful to export all of the questions asked and which questions were most popular. The speaker could be asked to feed
back on the best questions that didn’t get air time for an interesting follow up opportunity. The questions may also spark ideas or influence
future content decisions for the event.

UNCONFERENCE/OPEN SPACE

At an unconference or open space session the participants suggest and determine the content and choose what they want to participate
in. The format is generally open discussion as there is a bias towards interaction, rather than rehearsed presentations, although anything
goes. This is a kick back against the formal conference structure and encourages the wisdom of the crowd.

Tech Twist

BEFORE
Ahead of the unconference using matchmaking technology can help connect like-minded attendees. Sometimes a range of broad
topics may be shared in advance which can spark early discussions on social media or via an event app. The final programme is
however created in the moment on the day of the event.
DURING
Instead of using post it notes Audience Response Systems can be used to submit the topics at the live event and these can be voted up or
polled to see which is most popular. This may determine a topic that everyone present discusses together before breaking out into smaller
groups, allow more time to be dedicated to the most popular topics or to simply inform which sessions need to take place in the biggest
rooms and spaces available. Similar topics need to be merged together - an interactive screen would be a high tech way to visualise the
programme for everyone and make it easier to see, rather than everyone crowding round a board or wall or trying to remember locations of
the discussions that appeal. When the programme is decided information can be pushed out via the event app. Consider using fun tools like
throwable microphones to promote interactive sessions.

AFTER
After the event the conversations and sharing can continue on social media and via discussion groups or private chat rooms in the event
app. Whatsapp and Slack are also being used to keep momentum.
 WORLD CAFE FORMAT

Groups spend 20 minutes at a small table to discuss a specific question or topic with a facilitator, before moving to the next discussion
table, which has a different focus. The facilitator stays in the same place each time and gives a brief summary of the discussion that has
already taken place to the new group so they can add new value rather than going over old ground. After all groups have inputted to every
table the facilitator from each table shares a final summary with everyone present.

Tech Twist

BEFORE
In advance of the event attendees could suggest and vote on the broad topics to be discussed, although you may not want to give too much
away before the day.

DURING
Interactive displays and collaboration tools on an ipad would be a great way for the facilitator to record the ideas, group and develop
them. Microphones (throwable or via a smartphone app) is perfect for giving the final feedback, or livestream the final summaries.

AFTER
If you recorded the table discussion feedback electronically these notes can be exported and shared with everyone. This may kick off further
discussion as ideas continue to develop in people’s minds and the conversation could continue via social media.

FORUM THEATRE

The audience members watch a scenario acted out before them and then discuss different actions that should be taken which alter the
direction or outcome of the scenario. In other words the participants become directors and have to work together for the final solution.

Tech Twist

DURING
If this is taking place with a larger group the discussion could take place on social media and ideas and polls initiated to
determine what should be changed if there are many different ideas. Throwable microphones or app based mics can help manage
the contribution of the audience more effectively. Livestreaming could share the process with the outside world to get their
perspective too.
AFTER
The recording from the livestream can be used to share with future groups to encourage discussion about what they would have done
differently.

RAISING HANDS OR BODY VOTING

These give an indication of the thinking and feeling of the audience, either by raising their hands or physically moving about the room to
show where an individual feels they fit on a scale.

Tech Twist

DURING
Set up quick polls, or a rating survey either in advance of the event or quickly added on the spot, on the day.
 DISCUSSION GROUPS

Encouraging discussions in pairs or small groups is a well-used tactic to get participants to think about how the content relates specifically
to them, network with other people and ensure that they have a greater chance of recalling the learning at a later date.

Tech Twist

DURING
The facilitator often asks a few volunteers to feed back to the wider group and using throwable microphones is a good way to get people’s
attention back from the conversations and gain more active involvement from willing participants.

ICE BREAKERS AND NETWORKING

Encouraging ice breaking activities is good for networking and giving someone a familiar face in the crowd, even if they don’t know
anyone else attending the event. Traditionally event planners sometimes ask attendees to write on their paper badges what they are
an expert in, what people can ask them about, or what they are most interested in finding out. Not all attendees are comfortable or
confident with networking but this is a key success factor for the event.

Tech Twist
BEFORE AND DURING
Using smart badges and matchmaking tools is a scientific way to engineer connections between people with matched interests,
rather than leaving it to chance. This enables participants to schedule meetings for during or after the event and hopefully do
more business.

FISHBOWL/TALKING STICK

These types of activities enable contribution from the audience but in a controlled and structured way, by only allowing people in the “hot
seats” or holding a stick to speak out loud.

Tech Twist

DURING
Microphones can achieve the same objective as people speaking without the microphone will not be heard. A throwable microphone is a
visual cue to show who will be speaking next and with app based microphones the Chair or MC can give permission to talk in the order they
wish and stop the microphone if they need to take back control.

PECHA KUCHA

Pecha Kucha is when 20 presentation slides are shown for 20 seconds each and automatically advance, meaning the speaker has to keep
up and cannot deviate. The whole presentation is over in 6 minutes and 40 seconds in total giving a fast paced snapshot of the topic.

Tech Twist

DURING
Slidesharing tools are a handy way for attendees to follow along and to share a slide that resonates with them to social media. An audience
response tool may be used to determine which presenter is given more time to give a longer presentation so polling tools can instantly
share which content to delve into more deeply. The short, fast paced nature of Pecha Kucha would also work well for livestreaming.
 FLIPPED CLASSROOM

This idea relies on the attendee doing “homework” before the event, which can then be explored more fully at the event itself.

Tech Twist

BEFORE
Livestreaming tools are an engaging way to share content before the event, so long as attendees can choose to watch live or access a
recording. This may also allow you to know who has watched in advance!

FACILITATOR OR LEARNING COACH

A facilitator or learning coach will expertly coordinate all elements of the live event, keeping everything on track in line with the bigger
picture. These are skilled professionals that can read the audience and adapt the programme based on first hand feedback.

Tech Twist

DURING
A skilled facilitator is able to get more from any engagement tool you choose to implement and will excel at relating back information so
that everyone can digest the messages coming through.

BEHAVIOUR CHANGE

Some people would argue that events are only successful if they result in behaviour change from the participant as a result of the event.
Commonly the facilitator will ask participants to record their personal action points. By speaking these out loud or writing them down they
are more likely to happen. Commonly at the end of an event attendees may be asked to write on a postcard what they want to come about
and address it to themselves. The organizer will then post out the postcard 30 days after the event as a reminder to them.

Tech Twist

DURING
Mics can be used to verbalise personal actions. Surveys can be used to feed back personal action points via an event app or live interaction
app, which can be revisited and issued as a personal reminder at an appropriate point after the event. Even better would be if the same
survey or poll questions issued before the event are reissued after the event to record if opinions have changed or what actions have been
taken. It would also be fun to use livestreaming to record ‘pledges’ from the audience.

TESTING LEARNING

If the event was focused on training and learning often a test is used to ensure that participants have digested and understood the
key points. The results of the test may mean the individual has passed or are awarded CPD points.

Tech Twist

DURING OR AFTER
A gamification app could be used to test participants and instantly score and give feedback if you wish. This could give opportunities
for more innovative testing - for example maybe they need to share a video recap of the key learning points or they need to complete
a visual puzzle. Alternatively this could be done with simple survey questions via the event app or polling tool.
 BETTER LEARNING OUTCOMES

Learning is a common objective for many events and if you have good engagement the information is more likely to be stored and recalled.

Tech Twist

DURING
Many of the techniques outlined in this section help to achieve this but other ideas include getting people more active, for example by
planning an informative scavenger hunt. Use matchmaking tools or smart badges to find and discuss a common problem and possible
solution with another participant. Twitter can be used to lock in learning as it is a good way of noting and sharing the key takeaways. Using
a leaderboard and social wall can further boost the motivation to do this.

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