Today's planners are being rebellious with their meetings
by Terry Matthews-Lombardo, CMP
Szzzlip! Did you hear that? It was the sound of planners everywhere using their favorite tool, the box cutter, to slash through the stone tablet of meeting rules (you know the ones that begin with phrases like, “Thou Shalt Not Provide Any Fun During a Business Convention”) that’s been handed down over the ages and adhered to until, well, we’re all just ready to explode. In fact, from the sounds of recent planner discussions, the industry has reached spontaneous combustion. Suddenly it’s really cool to be a rebel with your conference planning. Perhaps it was sparked first by the introduction of TED talks in 1984, or maybe it is just a sign of an industry that has reached critical mass after years of offering the same old, same old. Whatever the reasons, there’s never been a better time for you out-of-the-box thinkers to try fresh ideas that can breathe new life into ordinary events and annual programs.
by Terry Matthews-Lombardo, CMP
Szzzlip! Did you hear that? It was the sound of planners everywhere using their favorite tool, the box cutter, to slash through the stone tablet of meeting rules (you know the ones that begin with phrases like, “Thou Shalt Not Provide Any Fun During a Business Convention”) that’s been handed down over the ages and adhered to until, well, we’re all just ready to explode. In fact, from the sounds of recent planner discussions, the industry has reached spontaneous combustion. Suddenly it’s really cool to be a rebel with your conference planning. Perhaps it was sparked first by the introduction of TED talks in 1984, or maybe it is just a sign of an industry that has reached critical mass after years of offering the same old, same old. Whatever the reasons, there’s never been a better time for you out-of-the-box thinkers to try fresh ideas that can breathe new life into ordinary events and annual programs.
Before we toss around some “rebellious” ideas, let’s first establish exactly what some of those ‘old’ rules are:
You get the picture, right? If you’ve been a planner for any length of time, you are familiar with the ‘stone tablet’ rules, but sometimes don’t you just want to, as they say, ‘bust a move’ and turn things upside down for your next program? Here are some currently trending ideas that we applaud and think merit consideration during your next conference brainstorming session:
- All meal functions must have speakers
- All meeting spaces must be set in perfectly measured rows
- All breaks must offer coffee, and last no more than 15 minutes so people can get back to the business of learning
- All presentations must have handouts, PowerPoints®, and complete agendas to follow along
- All multi-day conferences must begin with a networking session and end with a formal banquet
- Etc., etc., etc.
You get the picture, right? If you’ve been a planner for any length of time, you are familiar with the ‘stone tablet’ rules, but sometimes don’t you just want to, as they say, ‘bust a move’ and turn things upside down for your next program? Here are some currently trending ideas that we applaud and think merit consideration during your next conference brainstorming session:
 1. According to Tracey B. Smith, CMP, CMM from Planner Education Network: “I love the idea of a 40-minute break! We need to provide more white space in our agendas to allow attendees to absorb and discuss what they’ve learned. Personally, when I go to conferences, I feel like my head will explode from all the great info I hear, but then it fades so quickly by the time I get home.” |  2. From Everett Shupe, MBA, CAE, CMP with SHUPE PLANS: “Among other things, we also offer the options of quick 50 minute sessions or 3-hour deep dive sessions (and they are scheduled opposite each other) to allow for different learning styles. For some topics I can engage for three hours; for other topics, all I need is the top three bullet points and then question/answer time.” |  3. And this from Teri Herzog-Dailey, Senior Manager, Bard Medical: “We changed ‘Death by PowerPoint’ to interactive meetings like game shows and other trivia-type training. Works so much better!” |
Unanimous to the ‘let’s shake things up’ discussions were the need for lots of comfy conversation areas sprinkled throughout the meeting space, including within the actual general session areas such as sofas in the front or rear of the room or both, where they are sandwiched between standard seats that are set in asymmetrical patterns. Healthy food options are also becoming standard, especially in plated meals that are traditionally boring. But most definitely in break stations which are also leaning towards fun and playful, containing ‘brain and energy foods’ in colorful displays.
With terms like ‘flip meetings’ (attendees view the speaker’s presentation in advance so that upon arrival a Q & A session takes place with the speaker and informed audience members) and new expressions like ‘unconferences’ (allowing for more person-to-person time via the use of conference social times/spaces or, to put it bluntly, more than a cocktail hour but less than a planned activity) showing up in agendas all over the country, it’s no wonder rebellious planners are finally having some fun in areas of program development. And according to many of them, it’s about time!
With terms like ‘flip meetings’ (attendees view the speaker’s presentation in advance so that upon arrival a Q & A session takes place with the speaker and informed audience members) and new expressions like ‘unconferences’ (allowing for more person-to-person time via the use of conference social times/spaces or, to put it bluntly, more than a cocktail hour but less than a planned activity) showing up in agendas all over the country, it’s no wonder rebellious planners are finally having some fun in areas of program development. And according to many of them, it’s about time!
Terry is both a veteran meeting planner and a freelance writer, focusing on issues related to the travel, meetings, and leisure markets. A CMP since 1987 with a resume that covers both international planning and incentive work as well as positions on the supplier side, she advises industry newcomers that want to learn fast how to succeed in this business “make sure and sweat the small stuff!”
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