What's On Your Attendees' Agenda?

"They're freaking out because no one has gotten an agenda... this definitely isn't going to be a meeting as usual."

--Our client, about his attendees.

We frequently don't publish a detailed agenda in any of the event materials given to the attendees. If we do, it ends up being no more detailed than a start time and rough break/lunch times (and perhaps a rough end time).

Not having an agenda does several things:

It allows attendees to fully engage. Though it drives "Type-A" personalities a little nuts, not having an agenda allows attendees to give up control (of their time, not their responsibility/accountability), relax, and go with the event. They want to see what's next.

It takes away pre-conceived notions. If an attendee knows that finance is going to present at 11, they have all morning to think about how unengaging that presentation is going to be. (Whether or not it actually IS.) They focus on the content of the moment and it gives the presenters an opportunity to frame the conversation how THEY want.

It prevents ducking out. "Well, it's only marketing, surely I can duck out and take care of XYZ..." If you don't know what's next, you don't know if what you're going to miss might be vitally important. At a previous event, attendees wanted agendas so they could schedule time with their families (some had come along for a post-event vacation) during the general session. Good for the family? Sure. Good for the content? No.

It inhibits clock-watching. Presenters finish early or, more often, run over time. Not having an agenda gets rid of the toe-tapping, "He's 3 minutes-and-counting over his allotted time," "When will she be DONE already," sentiments out in the audience--decreasing impatience and increasing attention. Likewise, if a presenter goes "short", the audience isn't left wondering why they didn't take up their full 40 minutes.

It allows for on-the-fly changes. During the middle of an event, we sometimes need to switch a presenter or change the direction of the content based on what is happening in real time. Without published agendas, we're able to do this seamlessly--and the audience is none-the-wiser. Do they know that Presenter X failed to prepare and so we had to substitute Presenter Y? Nope. Do they know that because XYZ happened earlier, we chose to invite the keynote speaker from yesterday back? Nope. Do they know that we're throwing in extra activities because the energy seems low? Nope. They're going with the flow, and we're able to better do our jobs.


Not publishing an agenda may not work for all events--and often a minimal level of detail (when people go to breakouts, when the day begins, etc.) is needed in written form. But when one has the option, don't have a minute-by-minute breakdown of the event available to the public audience.
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Driving Clients Crazy: Set in Stone vs. Flexible Events

Right now, we're ramping up for a good half-dozen January events. As we put together show flows, presenter scripts, emcee guides, etc. We're driving a few of our clients a bit crazy.

This certainly isn't on purpose, but some people need everything to be set in stone weeks before an event. We simply don't operate that way.

That doesn't mean that every single element isn't meticulously thought out--it is. What it *does* mean is that an event is a living, breathing creature. Without flexibility it won't necessarily suffocate in its own box, but it can be a fraction of its potential.

Here are the advantages of a flexible event:
  • Not having everything set allows you to adjust your presentations/flow to the mood of the audience.
  • Sometimes spontaneous activities need to be inserted to increase the energy level of the room.
  • Things happen at an event. You want to be able to comment on them, script them in, etc.
  • Flexible content allows you to adjust to the knowledge base of the audience. If things are too difficult to understand or too easy the audience is going to check out.
  • Sometimes the best ideas come out at the last minute. You don't want to reject something that could be exactly what the event needs just because it wasn't planned weeks in advance.
  • Mistakes happen. You need to be able to correct them seamlessly.
This is also, sometimes, why we don't publish a minute-by-minute, bullet-by-bullet agenda or content summary. If the audience has an exact road map of what's coming, they are utterly unforgiving when things have to be changed (and things, very often, DO change during an event whether things are supposed to be set in stone or not).
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Presenters Like Presentations That Are Fun To Present

Here's a novel concept: a dense deck of PowerPoint slides is just as not-fun for the presenter as it is for the audience.

I guess we've always known this is true in the back of our minds; but if a presentation wasn't fun to present, why would a presenter present it? (Ladies and gentleman, your new tongue-twister.)

We stumbled upon this revelation (ehhem) when consulting with a client about their lunch-and-learn style presentations. They wanted a fun, brain-based presentation that was turnkey; anyone presenting could give a good, engaging presentation--even if they weren't their top choice for a speaker. Then our client said, "Well, if we have a fun presentation, it could make the presenter better. After all, presenters like presentations that are fun to present."

The lightbulb went on!

We're so entrenched in advocating for the audience to be engaged, that we forget that a speaker can become a talking zombie; someone who is just delivering the words and going through the motions without enjoying the experience. The presenters' enjoyment always took a backseat to the audience--and we went forth crafting energizing, brain-based presentations without being aware of the effect it had on the presenter.

It's true, there are some presenters who can make a proverbial silk purse out of a sow's ear--taking a 49 slide deck with 18 bullet points per slide and presenting it in an energetic way. . . but they typically aren't just *presenting*, they're also engaging with jokes and anecdotes and going off the slides, etc. If you had to substitute speakers at the last moment, giving that same presentation wouldn't be nearly as agreeable.

Just as the audience doesn't want to listen to a speaker just reading slide after slide, we can't imagine that that's what speakers want either. Not only does it not provide a creative outlet for them, but not having a presentation that engages the audience deprives a speaker of the critical positive audience feedback--the effervescent bubbling of energy in the room that you feel on stage when you're really *on* and they're really liking what you're saying.

So I guess the point is a humanitarian one: don't just improve your presentations for the sake of the audience, do it for the presenters, too.
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Designing a Brain-Based Event: The Power of Competition

(Note: This entry will also be posted at the Experient E4 Blog)


In the Brain-Based Events Exchange Café at e4, the audience was divided into two teams and we played the Brain-Based Smackdown (an audience response game show). Now, we didn’t just play the game for fun’s sake (though it certainly was a lot of fun), we added both the team interaction and the competition into the presentation to increase the success of the event.

Why put the audience into teams and add competition into an event?
· A person can get lost in an audience of 100…500…1000… It’s more difficult to get lost in a team of 10-20.
· Being on a team provides a personal, supportive environment at an event.
· Having team competition makes attendees accountable to their peers for engaging in the event.
· Competition reinforces content and adds energy, excitement, emotion and engagement.

Ways to add competition:
Game shows: Game shows are a great way for teams to earn points in a team competition. You can either add a single game to a workshop/breakout session, or have a game that runs throughout the day (previewing information, reviewing information, teaching information, etc). You can use the same format in different rounds (i.e. Multiple matches of a Jeopardy-style game) or you can use different game formats. Game shows can even be structured in tournament style to make them an event within the training.
Audience-response game shows can be particularly effective. Everyone has their own game pad so everyone plays along (and individual scores go towards the team tally).

Knowledge Bucks: A great way to keep individuals engaged and participating in a less structured session is "Monopoly money" or Knowledge Bucks. This funny-money can be given out when individuals respond to a question, arrive on time, etc. Team members can put them in a designated box, and they are added to the team's total score. These can be tallied during breaks.
Energizers: Have the teams organize a post-lunch cheer, with the most creative, on-point and well-executed cheer receiving the most points. Have a paper-toss where members write questions on paper, crumple them up and toss them around until a designated time period passes and one person from each team must answer the question in their hand--for a certain number of points a piece. Activities like this both contribute to the energy of the room and the team competition.
Leader Board: Have a leader board that shows the tally of team scores for all activities--game shows, knowledge bucks, team cheers, etc. Update it at breaks so teams can see where they stand and to stoke a little competition. This doesn't have to be anything fancy--a grid on a white board or a PowerPoint slide will do nicely.

Dan Yaman is the Founder and CEO of Live Spark, the event design firm that produced Eddie and Ellie the eagles. Live Spark also consults on presentations and events, designs custom game and audience-response experiences and more. You can check out our blog for more tips and event insights—or check back here for more postings to come.
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Designing a Brain-Based Event: Adding Emotion

(Note: This entry will also be posted at the Experient E4 Blog)

In the Brain-Based Events Exchange Café--recently presented at e4--we talked about ways to engage an audience at an event and make sure that your message is communicated in a way that people will remember.


Emotion has been proven to increase the rate of recall in events. When there’s an emotional context, the brain secretes adrenaline and this helps to fuse memories. This creates a powerful event where more key information is retained by attendees.

Within our café session, we asked participants to brainstorm ways that they can add emotion into an event. Here are some of the great answers we received:


Share stories: Stories activate the brain and engage us emotionally. A story can be an anecdote or can even be the “story” of a product.


Create a personal connection: Good speakers get audiences to relate to them using rapport, anecdotes, humor, etc. Creating a personal connection could also mean making it possible for people to bring and share their own experiences within an event. Setting their own powerful, highly-personal goals and outcomes.


Incorporate humor: Ellie and Eddie the Eagles are good examples of incorporating humor into an event. You don’t have to have a giant talking eagle co-hosting to engage the audience in a humorous way, though. Jokes, anecdotes, videos, etc. are also ways to add humor.


Create competition: In the Brain-Based Events session, we played an audience-response game show to re-engage participants, but also to create the emotional experience of competition.


Inspiring videos: Hollywood spends millions of dollars producing products that will emotionally connect with an audience. In the right context, an inspirational video can be extremely powerful. (The locker room scene of “Miracle on Ice” comes to mind.)


Use music: Our brains are wired to engage with music. The music you use as the audience walks in, leaves, and reflects/discusses during the event can have a huge emotional impact. On example of musical mis-use? I attended an event where the opening song, as the audience walked in, was “Rainy Days and Mondays (always get me down)”. Talk about setting an inappropriate context for the event!


Scents: We saw scents being used at the e4 event to draw people into areas. Scents can have a powerful emotional connection—the smell of popcorn in the lobby, fresh-baked bread, the sharpness of peppermint etc. Keep in mind, though, that scents are somewhat risky to employ at an event because there can be so many sensitivities, and strong scents can be a trigger for headaches.


Nostalgia: Company heritage pieces are a good example of using nostalgia for emotional impact. Old photos, sound clips, etc. can also be employed.


Novelty: Changing up the program and adding elements that are completely new and surprising can provide an emotional experience.


Photos: There’s a reason that people display “happy snaps” on the morning of the second/third day of an event. It reconnects people with their experience at the event.


Environment of the room: Lighting, seating, staging, etc. can all subtly influence emotion in the room. Dark rooms with close seating create a different feel than an open room with theatrical, flashy lighting.


Interaction: Interacting with the audience at an event can foster an emotional experience… but more on creating interaction later!


Emotional connection with an audience doesn’t have to be complex, and it doesn’t have to be one single emotion. Making an event FUN adds emotion. Having a team competition adds emotion… And that all leads into higher content retention and a more effective event for you and your clients.


Dan Yaman is the Founder and CEO of Live Spark, the event design firm that produced Eddie and Ellie the eagles. Live Spark also consults on presentations and events, designs custom game and audience-response experiences and more. You can check out our blog for more tips and event insights—or check back here for more postings to come.

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Designing a Brain-Based Event: Adding Interaction

(Note: This entry will also be posted at the Experient E4 Blog)

In the Brain-Based Events Exchange Café--recently hosted at E4-- we talked about ways to engage an audience at an event and make sure that your message is communicated in a way that people will remember. Adding interaction to an event and within presentations is absolutely critical to success.


Studies cite different attention span limits (Dr. Medina stated 10 minutes), but on average, the adult attention span in a live event is from 5-7 minutes.

That means that in most typical presentations, there is going to be a lot of attention atrophy, and the messaging will be lost. So how does one mitigate against this effect in a typical, 60-minute presentation? By adding interactive elements at regular intervals.


During our exchange café, we brainstormed ways to add interaction within a presentation, and here’s what we came up with as a group:


Add a game: In our own presentation, we played a game show. In addition to being a way to review, preview and present the information in a unique way, it also added an element of energy and competition that broke up the content.


Do a skit: At an event we produced, instead of just giving the finer points of coaching, the presenter brought an assistant on stage and modeled the coaching interaction.


Have discussion: Give the audience opportunities during a presentation and an event to reflect and discuss your content with a neighbor or at their tables. Not only does it reinforce content and add interaction, but it also creates personal relevance.


Demonstrate: If it’s a new product presentation, don’t just rattle off bullet point features—have a prototype to show, or things that the audience can “play” with and interact with. If it’s a new process, actually go through the chronology.


Show a video clip: Media is a great way to break up a presentation, add emotion and captivate the audiences’ attention.


Ask questions: When a speaker interacts WITH the audience, it makes they audience accountable for their participation in the presentation. Gathering their opinions, thoughts, misconceptions, etc. makes a presentation more personally relevant.


Switch speakers: While the best-intended panels of mice and men may often go awry, the concept behind a panel or interview or tag-team speakers is a good one. Switching speakers resets the attention clock.


Use different sounds: When this was brought up in our session, it referred mostly to the modality of a person’s voice—varying tone and timbre to be a dynamic, continually engaging speaker. However, using music, sound effects, etc., could be a way to add novelty and re-engage the audience.


Add activities: An audience wants to play. Participating in hands-on activities not only increases interactivity and extends the attention span, but it also gives the opportunity to practice with key concepts and content.


Tell a joke: Humor is a wonderful way to re-engage the audience, because it evokes a strong emotional response (also causing the brain to secrete chemicals that aid in binding memory). Getting the audience to laugh is a great way to keep their attention. (This is another reason why we use live animated characters, like Ellie and Eddie the Eagles.)


Tell stories:
Speaking of emotional engagement… A good story can captivate attention far beyond the typical attention span, because that’s how we’re wired to receive information, process and learn.

Dan Yaman is the Founder and CEO of Live Spark, the event design firm that produced Eddie and Ellie the eagles. Live Spark also consults on presentations and events, designs custom game and audience-response experiences and more. You can check out our blog for more tips and event insights—or check back here for more postings to come.

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Why we Love Steve Jobs

We love Steve Jobs from Apple. Well, I mean, we don't personally love Steve Jobs, but we do love the way he presents.

Our office gathered around a laptop (yes, a Mac) to watch Mr. Jobs announce new iTunes, Apple TV, and iPod Touch (among other) upgrades. As we listened to him speak, it became abundantly clear that he's a walking best practice for presentations.

Not that this is revolutionary, much has been made at websites like Presentation Zen, etc. about the clean, clear way that Mr. Jobs presents.

He:

Has clean slides with lots of "white" space.
His slides are so simple, in fact, that the average presenter would be tempted to add just a bit more. A few talking points, perhaps? Alas, the simplicity is crucial. The slides are easy to understand, impactful and resonate INSTANTLY with the audience.

He is a great technical speaker.
There's a lot of training that goes into a speaker being seen as "down to earth". It's a hallmark of practice that Mr. Jobs presents with such ease, and so that everyone--from your average at-home blogger, to a shareholder, to a technician, to the consumer--can understand the message. Not only is his message colloquially phrased, but he has genuine passion evident in his speaking. Rehearsed/fabricated (we think not) or not, it makes the presentation that much more compelling.

Has a great process for learning.
Mr. Jobs presents the features/benefits of his product, then he demonstrates how it works, then he recaps the features and benefits. Not only does this change the way the information is presented--making it more engaging--but it also reinforces the learning. He'll take out a product and demonstrate the physical process of a procedure on stage. This connects all the dots--from features to function.

Whether you're an Apple user or not, there's no denying that Steve Jobs does one heck of a job presenting his products. It's a style we could all afford to emulate in internal OR external presentations.
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Graphic Recordings at an Event

What you see above is a "graphic recording" of a session we hosted at e4 in Orlando this year. (The session was Brain-Based Events, and you can click on the graphic above to see it at a larger, easier-to-read size.)

E4 has always been great about introducing new innovations in the event and meeting industry and putting them into practice at their own event. This was no exception--we were treated to a graphic recorder right on the side of the room in the general session. The objective was to provide the audience with an instant, graphically stimulating portrait of the presentation to appeal to visual learners.

Like many innovations, there were some great elements and some not so great aspects to the graphic recordings. Here are our general impressions from a brain-based perspective:

What worked:
  • Having the graphic recordings posted around the room past the session they were "drawing" was a great recap and reminder of what was covered. It also provided a colorful, visually stimulating environment.
  • Having the graphic recordings scanned and available post-event was extremely cool. It was easy to reference a presentation.
  • The graphic representations made it easy to recall chunks of information in a presentation and they made for a great review tool.
  • Graphic recorders had an opportunity to go back and "amend" the recordings with extra information past the session (or at least they did during our session).

What didn't quite work:
  • Having the graphic recorders at the front of the room pulled focus. The novelty aspect of the graphic recording was constantly demanding your attention (and seeing something moving out of the corner of one's eye while focusing on the presenter was slightly off-putting).
  • The brain can't multitask, and the tendency was to switch from the drawing to the presenter with little success at "getting" the information from either source while it was occurring.
  • When the recordings were i-mag'ed on the main screen, they were incredibly distracting.
  • The graphic recording wasn't instantaneous, and as a result if one was watching that element, it tended to drag quite a bit or was incongruous with the information at hand.
If one were to use graphic recording, our suggestion would be to have the graphic recorders on the side or back of the room, and use the recordings primarily as a review tool post-session. (And we *love* the idea of walking in the second day, or after a break on the first day, and having those big, bright sheets detailing the previous days or presentations before.)
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@e4 With Ellie the Eagle

It's been a *very* busy summer for us here at Live Spark. We'll do a more thorough update and add more articles soon, but we thought we'd let you know where we're at right now.

The answer is the Hilton Bonnet Creek in Orlando, Florida at the e4 (Experient) conference.

Last year, Eddie the Eagle--an AniMated character produced by us--was the co-host of the event with Experient's Teri Tonoli. Eddie couldn't make it this year (due to various family commitments and a need for variety), so he sent his new wife (and nest partner) Ellie to fill in for him on hosting duties.

Ellie looks quite similar to Eddie--only with a bow--and, like Eddie, belongs to an association of meeting planners (of the eagle persuasion). She and Eddie first flirted at eHarmony--that's eagleHarmony--being matched on 5 different levels of compatibility. (Not least of which, a mutual love of roadkill.) They then grew their romance in the feather at e5--the e4 event...for eagles.

Now Ellie is at e4 to learn how to talk the talk and squawk the squawk. The opening session on Monday already went really well, and you can bet she'll be sitting in on one of Dan Yaman's "Brain-Based Events" presentations on Tuesday at the Exchange Cafes. (Hey, if an eagless can't shamelessly promote once in a while. . . )

So if you're at e4--look for us here! And if you're not, well, this introduction to Ellie the Eagle probably seems kind of out of place...but you should definitely explore how an AniMated character could add humor, engagement, reinforce key points, and be a delight with impact at your next event.
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Doodling Along

The photo to the left was taken during the recent Kagan hearings. (Credit: AP photo)

It shows Minnesota Senator Al Franken doodling while the hearings are taking place. This has been remarked on positively and negatively, and while we won't touch the partisan politics, we do believe that this photo illustrates (pun intended) a point.

I, myself, am a meeting-doodler. This has frustrated some bosses I've had, because they take the doodles as a sign of disrespect or inattention. The truth is, however, that I need to sketch, doodle, write, etc. (do something!) with my hands while I'm listening to a presentation. It helps me focus...and I'm not alone in that. (Sen. Franken, for one, appears to be in this camp as well.)

This is why, when we design meetings, in addition to any structured workbooks, sheets, etc., we always suggest blank notebooks. It appeals to the kinesthetic learner--those who need to move to learn.

Some people will write notes (and even if they never look at them again, the act of writing them down helps cement the knowledge), some people will doodle (forming strong visual associations in their mind along with keeping their hands busy and brain focused) and others won't use them/don't need them. Whatever the audience's personal involvement with their notebook, everyone needs the option of having a space to physically write, doodle, draw, note-take. It doesn't mean that their attention has waned, in fact, quite the opposite.
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