When you've been in the industry for a minute, getting to go to industry events feels like the most amazing reunion ever! It's a chance to see new friends that you only see once a year at that event. It's a chance for IRL hugs after only knowing people in URL! These gatherings can feel like homecoming, filled with familiar faces and shared memories.
But there's a flip side. For newcomers, these same events can feel like walking into a private party uninvited. The warmth of old friendships can inadvertently create an atmosphere that feels exclusive and cliquish.
So, how do you balance a celebration of old friends with an event that feels welcoming to everyone?
I have a few ideas to help you design event to cherish the old and embrace the new.
Facilitate Introductions
Don't leave interactions to chance. Have ambassadors to introduce people around, and maybe even spotlight newcomers during opening remarks. Making introductions can help bridge the gap between first-time attendees and seasoned veterans. You can also add in conversation starters on name badges or at networking events, if your attendees are the kind of people who are willing to use those.
Create Structured Networking Opportunities
Plan activities that mix and mingle the crowd. You can offer things like speed networking or 'connection bingo,' but I find that quite often the more jaded conference goers will just skip these activities. Note: that isn't always a bad thing. One consideration is to help your newcomers network and connect with each other to begin to form their own tribes while the more tenured attendees stick to their catch-up conversations.
Build Community Before the Event
Let's be real; no one is going to download your app before the event to network. But they might look at the attendee list and try to connect with people they want to meet, so either offering an online platform, or adding this into your event app might be an added bonus. You can also consider creating a Slack channel or leveraging another platform to share information and spur conversation before the event. Small roundtable discussions online leading up the event is another great way to make URL connections that will flourish IRL.
Topic-Themed Breakout Sessions
Organize breakout sessions around various topics, not just professional interests but also fun and quirky themes. This encourages smaller groups to form based on shared interests, making networking less intimidating and more engaging. Wellness enthusiasts? Beer lovers? Moms?
Foster an Environment of Openness
Encourage a culture where all attendees, especially industry veterans, are approachable. Maybe introduce a 'no VIP' policy where all areas are accessible to every attendee, encouraging open communication and interaction. Invite your tenured professionals to be the hosts at the first-timers reception or give them a list of 5 newbies they should meet during the event.
Encourage Shared Experiences
Beyond the sessions and panels, incorporate team-building activities that require collaboration. Whether it’s a community project or a group challenge, working together breaks down barriers and builds new connections.
Mindful Scheduling
Keep the agenda considerate of attendee energy levels. Don't pack the schedule so tightly that attendees are overwhelmed or too exhausted to socialize. Adequate breaks and some fun downtime activities can recharge attendees and give them time to process and engage meaningfully.
It is actually possible to evolve from just another industry event to a welcoming community that excites, engages, and enriches everyone.
The goal is to build bridges, not walls!
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