Meetings and Events Las Vegas | Identifying Essential Program Components

Identifying Essential Program Components

Article By: Adam Castaneda of V: Volume 3 - Issue 2

Program: the formal word for an event itinerary. It doesn’t matter if it’s printed or not, attendees expect to attend events that are organized into a cohesive program. By their nature, professionals are highly organized people regardless of the industry they work in. Time is precious to them, as well the business relationships they develop. They often receive invitations to dozens of corporate and industry-related meetings every year, and choosing which ones to attend depends on what they anticipate of taking away from each event. Once they do accept an invitation, it’s up to the meeting planners to coordinate a program that is beneficial for attendees in terms of ROI and networking possibilities.

When attendees leave an event unified after a team-building exercise or motivated after a keynote address, then planners should consider their work a job well done. But simply incorporating these elements into a program doesn’t necessarily mean they will produce the desired result. In fact, we’d say that more often than not, team-building initiatives and speakers of any kind don’t accomplish their intended goal. How can that be, especially if planners in Vegas have such a broad access to world-class team-building companies and entertaining speakers from every discipline.

Without proper thought and execution of the program, even the best team-building and speaking elements can undermine the event due to attendee fatigue. Keep in mind that convention goers have seen it all before, so even innovative ideas can seem rote and monotonous. So the question then is, how do you use team building and speakers to maximum benefit? The solution is simple: use them when you need them.

Planners can also research the event itineraries in their respective industries to see what other professionals have done. By looking at the work of their peers, planners can see what type of team-building activities and speakers are effective for the audience, and which are not. They can also get an idea about where to look for these vital program components.

Team Building as Innovative Group Play
Team-building exercises are great for bringing like-minded professionals together in fun and engaging ways. Many long-lasting company friendships have started through meeting and interacting in a team-building setting. Because of the potential for great productivity, planners often incorporate team building into their programs. However, the cons become clear when team building goes awry.

For example, some planners have made the odd choice of making use of team-building concepts during banquet-style events. Without it being said, such events are not fit for team building. The focal point of banquets is to celebrate the person or organization being honored, or to commemorate a special milestone or noteworthy award-recipient. Attendee focus should always be on the selected program participants, as well as the food being served. So you can imagine the confusion that is caused when attendees are asked to interact with guests that are beyond their assigned table. The situation is compounded when you consider that banquet attendees are dressed in formal clothing, which is not conducive to excessive movement. Clearly, team building at banquet-style gatherings would not be appropriate. It’s also cumbersome at luncheons and other gatherings where guests will be carrying gift bags and materials.

If you are going to use team-building during a seminar or annual meeting, don’t incorporate them as part of the set program. In cases where these events last entire days, planners will usually have several time slots allocated as intermission periods. These breakout sessions are the perfect time to interject team building that will foster audience engagement. In order to make this work, planners should expand upon the usual fifteen-minute intermission period, as such a short span won’t allow for much productivity. A thirty-minute framework is more conducive to such activities, and with the expanded time between program speakers, keynote participants won’t have the pressure of having to stay on stage for lengthy periods of time.

Classroom-style events and training sessions are perfect for team-building opportunities. Their small group size and learning goals are in synch with the requirements of general team building. Be sure to book speakers that don’t just talk at their audience, but engage them with thought-provoking questions that pertain to the event objectives. Having the networking component built-into a speech or a presentation, and having a likeable speaker to pull it off, also makes for a more enjoyable event.

Remember first and foremost that team building is about group interaction, and when was group interaction ever a boring thing? Las Vegas is unique among event destinations in that it offers team-building opportunities that are as innovative as they are exciting. For example, think about the fun possibilities offered by an institution like GameWorks. Video games are a great way to bring professionals together, even adults who haven’t played in years. They foster friendly competition, not to mention an enjoyable respite from typical corporate event-related activities. GameWorks even offers customized gaming options, giving planners the freedom to choose titles that are specific to their team-building needs.

Las Vegas is also home to one of the most breathtaking landscapes in the country. It’s a resource that many planners forget to utilize. Team-building companies such as All Things Cowboy offer great outdoor experiences that everyone can enjoy, even those professionals who wouldn’t ordinarily consider themselves nature enthusiasts. All Things Cowboy has several team-building programs that are specifically designed to improve group dynamics and work interaction, all in a breathtaking environment.

When people are having fun and learning about one another from the experience, it’s a win-win situation for everyone involved. With a little thought and care, a team-building budget can go a long way.

Speakers for Streamlined Programs
Every meeting attendee has found themselves at an event with a keynote speaker and has thought to his/herself, when is this going to end? Planners must pay careful attention when booking speakers to prevent this from happening. They don’t want to lose the audience for even a few seconds. Generally, it’s always more interesting from the attendees’ point-of-view to book an outside speaker.

“It’s just not that special for the audience to hear from someone they may hear from regularly, says Robin Jay, award-winning author of The Art of the Business Lunch and president of the Las Vegas Speaker’s Bureau. “To create a memorable event, bring in someone who speaks professionally. They will bring fresh content and deliver an entertaining presentation. The audience will enjoy it and even the big bosses may discover something new! Audiences will always remember a fabulous speaker and talk about what they learned for months or years to come.”

Corporate events such as banquets or annual meetings have often used speakers as a way to get attendees motivated about the business initiatives for the upcoming year. Speakers are also great resources for attracting industry buzz. Therefore, if planners have the budget, they shouldn’t hold back when it comes to booking big names. “There is a huge difference between a $1,500 speaker and a $10,000 speaker – including professionalism, experience, and talent,” says Ms. Jay. “It takes a lot of experience and confidence for a speaker to charge $10,000. The chances are good that if you are able to book a speaker in that fee range, you will be able to find someone who is perfectly targeted to your audience and who will deliver an outstanding presentation.”

As a rule of thumb, when attendees are expecting to socialize and be entertained, it’s best to eliminate speakers from the agenda. Think about it: you’ve just invested ten grand in a speaker, yet, the main focus of the event will be networking. That’s not the best idea. Save speakers for theater-style events, such as opening and closing ceremonies, or during gatherings when there are little distractions. Since most events occur in the evenings, many attendees are already arriving mentally fatigued. Too many points of interest will result in minimal retention, which defeats the purpose of speakers in the first place. Likewise, the nature of speaking engagements are formal, which would mean that small, intimate groups are also not likely to draw much from an agenda delivered in the form of a speech.

If your event absolutely calls for a speaker, then go for it. Just make sure that your vetting process is concrete so that you are getting the best speaker for your buck. A one-on-one conversation with prospective speakers is always a good idea. “Ask to speak directly with the speaker so they can answer your questions and assure you that they are the right speaker for your event,” says Ms. Jay. “A seasoned speaker will also have a pre-program questionnaire for you, to help them deliver a customized, targeted session that will help you and your clients to achieve all of their conference goals.”

It also helps to watch a video of their last presentation. Seeing them in action allows a planner to discern whether or not they have the body language, posture and level of interaction needed to fulfill their assignment. A speaker’s previous work can also give planners an indication if a speaker can relate to a particular demographic. What works for one audience simply might not work for another.

When scheduled at the right times speakers can be a huge asset for corporate events. They provide fresh insight into the industry from a professional’s point-of-view, and they can be engaging and entertaining to boot. But planners need to make sure they are essential part’s of the program and not merely fillers. That way, not only is the speaker fulfilling his/her purpose, but the event functions better as a whole.