Event Champion Workshop
TABLE OF CONTENTS
1 • Your Roles.......................................... 6-7 • Desired Outcomes............................. 8-9 SETTING THE STAGE • Agenda........................................... 10-11 • Learning Tools................................ 12-13 • Safety First..................................... 14-15 • Safe Haven..................................... 16-17 • Reflections..................................... 18-19 2 • Empathy Map................................. 22-23 • Your Big Idea.................................. 24-25 AUDIENCE EMPATHY – Call to Action and Takeaways – Wow! Factor – Only-in-YPO • Your Target Audience..................... 26-27 • Audience Needs Assessment........ 28-29 3 • E-CODE.......................................... 32-33 • Glossary of Engaging Activities..... 34-37 YPO EVENT DNA • Making E-CODE Actionable........... 38-39 • Industry Best Practices.................. 40-41 4 • Feels Goals.................................... 44-45 • Emotional Arc and Infusing Forum.46-49 DESIGN & DEVELOP • Event at a Glance........................... 50-51 – Blocking Time – Apply E-CODE • Three-Legged Stool....................... 52-53 – Learning – Networking – Experiencing 5 • What Makes Good Feedback........ 56-57 • Feedback Criteria........................... 58-59 PEER REVIEW • Gallery Walk................................... 60-61 6 • Elevator Pitch................................. 64-67 • Ratings and Awards....................... 68-69 PROMOTE • Notes.............................................. 70-71
“ Creativity is always a leap “ of faith. You’re faced with a blank page, blank easel, or an empty stage. —Julia Cameron 4
1 SETTING THE STAGE
EVENT CHAMPION WORKSHOPYour Roles CHAMPION RESPONSIBILITIES Ensure the big idea is clearly understandable Work collaboratively with YPO management team and vendors Join calls and attending planning meetings as scheduled and on time Work within the policies of the organization as outlined in the YPO Policies and Procedures Manual Treat all fellow champions, management team and vendors with respect and in accordance with the YPO Code of Conduct Seek the advice and counsel of the YPO Events Manager when questions arise, especially on tough issues (when we need to say “no” on something) Market the event member-to-member within your network 6
7SETTING THE STAGE THE CHAMPION IS THE FACE OF THE EVENT • Events sell because of YPO champions. This is the time to contact everyone in your network. Reach out to members wherever you are and become the spokesperson for the event. People buy based on the personal touch. OPPORTUNITIES • Marketing at the GLC, flagship events, chapter, region and network meetings are great opportunities to sell. Go to these armed with marketing materials. YOUR MANAGEMENT TEAM IS COMMITTED TO: • Responding to all calls or correspondence within 24 business hours. • Working collaboratively with the champion and vendors. • Engaging the champion with documented best practices and procedures. • Providing timely and accurate advice on issues and questions. • Treating all champions, fellow management team and vendors with respect.
WELCOME DESIRED OUTCOMES discma“srMeiurmfepoydlieprneYvotashaPrtigietnOnnttgmepm&apormaoesdngteeahrrvasgeem.le”lpomepdent We hope that by the end of this workshop you will be saying things like… e“vpIe’rvnaeot–cfcltaeYihcnaPaedrmnOsgepaledeniovadfenrnonspemtidwtefahextlxophlspeehertiraoirevibenaeencvsyceoteeidad.r”s “The tools and materials helped me shape my vision, distill deep value and raise the bar in creating a unique, powerful, and compelling event.” 8
“Sound peer-to-peer dmeacrveroeksmleootnmpinauagtennisidceewaffateietschvthYiavelPelupOepeeldtahrnsma.t”teo “I leveraged “My peers were a great YPO’s event sounding board to test ideas, expertise to help enhance my program, and ideate and plan create learning and experiential my event.” opportunities marketable to members.”
AGENDA SETTING THE STAGE • Agenda • Safe Haven • Learning Tools • About You AUDIENCE EMPATHY • Empathy Map • Audience Transformation • Your Event’s Big Idea • Call to Action and Takeaways EVENT CHAMPION WORKSHOPYPO EVENT DNA • E-CODE 10 • Learning Formats • Three-Legged Stool • Industry Best Practices
DESIGN & DEVELOP SETTING THE STAGE 11 PEER FEEDBACK • Emotional Arc and Infusing Forum • Event at a Glance - Time Blocking - Apply E-CODE - Apply Three-Legged Stool • Feedback Criteria • Presentations • Peer Feedback PROMOTE • Elevator Pitch Development • Presentations and Feedback • Connecting Beyond this Workshop • Evaluation
THE RIGHT TOOL FOR THE RIGHT JOB Throughout this workshop we will be using a variety of tools, each intended to maximize your learning. EVENT CHAMPION WORKSHOP P R E S E N TAT I O N : When we need to combine the power of the spoken word and compelling images EVENT CHAMPION WORKSHOPINTERACTIVE CARD WORKBOOK: A C T I V I T Y: 12 A useful way to learn from and A place to provide more detailed interact with peers information
SETTING THE STAGE 13 FLIP CHARTS/ ZOOM: LARGER STICKY NOTES: To connect with other award-winning Useful for group brainstorms champions WHY STICKY NOTES? Sticky notes allow ideas to be easily captured, categorized and rear- ranged as needed. When generating ideas, one idea per sticky note is recommended.
EVENT CHAMPION WORKSHOPSAFETY FIRST The safety and security of YPO members, their families and guests, the YPO management team, contractors and vendors is our number one priority. In support of this YPO has specific processes and protocols to help mitigate risk and enhance safety. The YPO Event Safety and Security Mission Statement: “Create, install and constantly evaluate and update dynamic processes that will increase the security and safety of YPO Members, their families and guests, the YPO Management Team, contractors and vendors when they attend YPO events, and to protect the organization in times of crisis.” Crisis Assessment and Response Team (CART) is a shared process led by the YPO management team and involves YPO champions to help keep YPO events safe. It engages FocusPoint, YPO’s security partner, in all aspects of event safety: • Assess all international event locations based on a 1-5 risk scale. Extreme Risk (Level 5) countries require CEO approval. • Monitor the security status all international event locations through the end of the event. • Create a detailed plan for the event team and champion to follow onsite if there is an emergency to respond to. 14
15 SETTING THE STAGE
EVENT CHAMPION WORKSHOP Safe • Listen: Seek first to Haven understand. Focus on feelings. USE THE FORUM TENETS OF LISTEN, ACCEPT, QUESTION • Accept: Suspend AND SHARE, TO CREATE judgment. Put your critic and cynic on hold. • Question: Ask clarifying and thought-provoking questions. Enquire to iden- tify the real issue and cre- ate self-awareness. AN ATMOSPHERE OF SAFETY • Share: Respond from AND RESPECT. your head and your heart. Use “I” statements – speak from your own 16 experience.
FORUM ATMOSPHERE • A C T W I T H I N T E G R I T Y and high ethical standards in your SETTING THE STAGE 17 personal and professional life. - Avoid behavior that reflects adversely on YPO or other members by their association with you. • S U P P O RT T H E S A F E H AV E N C U LT U R E within YPO to encourage open sharing of ideas and perspectives. - Honor the privacy and confidentiality of members and their experiences. - Adhere to forum protocols. Outside of forum, talk about Nothing that is said in forum to Nobody under any circum stances. Never means forever (“Nothing, Nobody, Never”). ~ Do not share member-specific content outside of YPO. This includes the absolute privacy of members’ personal and confidential information, member rosters (current or past members), M2Mx requests and “off the record” comments from speakers and resources. ~ Adhere to the non-solicitation policy by not attempting to sell products or services, seek special advantages or raise funds from others on an unsolicited basis. This includes charitable and political causes, however worthy, as well as to business. - Always respect your fellow members when they say “no.” - Any conflict of interest must be disclosed and approved in advance. • TREAT EVERYONE WITH THE HIGHEST R E S P E C T and attention, similar to what you expect as an influential chief executive. - Provide priority responses to phone, email, text messages and internet/app/social enterprise communication (i.e. Skype, What’s App, etc.) inquiries from other members. The intent is that providing priority responses applies to all communication methods. - Accept and embrace the diversity of perspectives across the YPO peer community. Different business, geographic, cultural, age, gender and ethnic perspectives help us become better leaders.
Warm-up Are there any personal stories that arose Debrief from the warm up exercises? Questions: What did you learn through this activity that can help us make our learning environment more effective? EVENT CHAMPION WORKSHOP What did you learn through this activity that will make you a better champion? 18
SETTING THE STAGE 19 Other Reflections:
“ Designing an [event] “ without an audience in mind is like writing a love letter and addressing it: To Whom It May Concern. —Ken Haemer, Presentation Research Manager, AT&T 20
21 2 AUDIENCE E M PAT H Y
EMPATHY MAP Before planning your event, it’s important to ask Build yourself questions about your participants. Work Participant with the Empathy Map section of the Event Map. Empathy Em·pa·thy / An Empathy map will help you develop a deeper understanding of the /’emp THē/ attendees that you are designing for. This tool can help you empathize and potentially draw out unexpected insights about their specific needs. noun 1. the ability The map provides four major areas on which to focus your attention, to understand thus providing an overview of an attendee’s experience. If you empathize and share with your attendees and anticipate their needs your event will be more the feelings relevant and compelling. of another. BEFORE the EVENT Think Say What are they thinking? What are they saying? As it relates to the topics How might they describe covered in your event. their current state? Empathy Map EVENT CHAMPION WORKSHOP What are they doing? What are they feeling? What current behaviors do What keeps them up at night? you think will change after What is your best guess about your event? their fears, or pain points? Do Feel 22
AUDIENCE EMPATHY ACTIVITY: AUDIENCE EMPATHY 23 1. Champion and Events Managers pair up. 2. Answer the questions on the Event Map. TIP: Try to anticipate current state of your audience as it relates to your theme. What are they thinking? What are they saying? What are they doing? What are they feeling? What keeps them up at night? What is your best guess about their fears, or pain points? Do the same for how you hope they will change after your event. 3. Use the sticky notes and place them right on the event map. (If you need more space, use the larger sticky notes and flip charts.) PARTICIPANT TRANSFORMATION In what ways do you hope your attendees will change? AFTER the EVENT Think Say What are they thinking? What are they saying? What new mindsets do you hope How might they describe their they will shift to? transformation? How did the event challenge mindsets & attitudes? Empathy Map What are they doing? What are they feeling? What new behaviors do How will your event empathize you hope that participants with them? will adopt? Do Feel
YOUR It’s time to explore your BIG IDEA and how it will help transform the au- dience and inspire them into action. Simple sentences are easier to remember. Being brief will also encourage you to be as specific as possible. The message you leave with your audience should be straight to the point. Follow the KISS rule: REFLECTIONS Keep it Simple and Short. EVENT CHAMPION WORKSHOPYOUR BIG IDEA A C T I V I T Y: 1. Champion and Events Manager pair up. 2. Fine-tune: • _Big Idea • Uniquely Yours • Only-in-YPO • Wow! Factor • Takeaways • Call to Action 3. Capture your ideas on the event map or in the notes space available here. 24
CALL TO ACTION AUDIENCE EMPATHY 25 AND TAKEAWAYS When you reflect on the transformation you hope to inspire, can you narrow it down to three key objectives? Capture your ideas on the event map and/or in the notes space available here. Your Call to Action will feel out- of-place if you haven’t been subtly pushing it throughout the event. UNI Q U E LY Y OUR S WOW! FACTOR Wow factor What are you most passionate /wou/ /fakt r/ about? Take some time to identify what the WOW! Factor for your event will be. noun How can you leverage that passion 1. informal for this event? How are you creating an extremely a quality or impressive experience for your feature that is attendees? extremely impressive. What will make this event uniquely O N LY- I N - Y P O yours? What makes this event an Only-in-YPO experience? What special doors can you open? What kind of insider access can you provide?
YOUR TARGET AUDIENCE REFLECTIONS UNDERSTANDING YOUR AUDIENCE A C T I V I T Y: 1. Champion and Events Manager pair up to identify the target audience. 2. Answer the questions below to the best of your ability. 3. How are you adapting your event in such a way that it will meet the various needs of your audience? 26 EVENT CHAMPION WORKSHOP
WHO IS YOUR TARGET AUDIENCE? OTHER DETAILS AUDIENCE EMPATHY 27 • Who will benefit most from your event? ABOUT YOUR TARGET AUDIENCE THAT YOU WHAT ARE THEIR NEEDS? FEEL ARE IMPORTANT • Why do you believe this event will be important TO CONSIDER: to this particular audience? • What does the audience want to see or experience with this kind of event? • Why is the timing of the event important? • If your program topic attracts multiple audiences, will your program content appeal to a diverse group? • What method of assessment will you use to determine what content appeals to your audience (e.g., word of mouth, surveys or focus group)? • Does the type of event you’re planning limit the audience size? If so, how will you determine who can attend?
At YPO we work TARGET AUDIENCE NEEDS with many creative, ASSESSMENT savvy, and dedicated event planners. • Create custom, relevant content for your target We gathered their audience thoughts on the crucial questions • Establish that you are flexible and open to attend- to ask your ee feedback target audience. • Design an effective event agenda Send your audience a pre-event needs assessment before you nail down the details of the event. The information that you wish to gather about potential participants in an initial needs assessment survey will depend largely on context. Here are a few topic areas to consider: 28 EVENT CHAMPION WORKSHOP
SOME SAMPLE QUESTIONS TO CON- AUDIENCE EMPATHY 29 SIDER ASKING: • What are five adjectives that describe you? • What is most important to you? • What are your main needs? • What keeps you up at night? • What are your perceived or observed threats? • Do you have any noticeable trends to share? • What topics would you like to see covered during the event? Why? • What do you specifically hope to get out of attending the event? • What do you think of these potential speakers and/or content? • If you have attended similar events, what worked? What didn’t work? • Based on these content topics, which ones interest you the most and why?
“ I hear and I forget. “ I see and I remember. I do and I understand. —Confucius’ Wisdom 30
3 YPO EVENT DNA
The E-CODE framework E C was developed by YPO members from the ENGAGE COMPELLING Learning & Insights PEERS CONTENT Committee a decade ago. This framework is Captivate members with used when any YPO impactful, actionable content program is developed. and clear takeaways. BRINGING E-CODE Create a safe haven that TO LIFE ACTIVITY: supports open idea exchange Craft thought-provoking activities that push There are many creative ways and relationship building. to bring E-CODE to life during boundaries while respecting events. Let’s explore a few Use member expertise individuals’ decisions ways with this sorting activity. for learning and mentoring and choices. 1. Deal out the engaging activity opportunities. Embrace diversity among peo- cards to four or five players. ple and perspectives through Encourage peer-to-peer 2. Take turns reading the front of interaction through exercises that the card. amplify and celebrate meaningful activities and different viewpoints and Tip: If more explanation is relevant topics. needed, read the definition on life experiences. the back. 3. As a group discuss which part of the E-CODE that the card best relates to and place the card next to that letter and move on to the next card. Tip: There will be overlap. When you’re finished (and please, not before) open to Pages 38-39 and compare your answers. 32
O D E OPEN MINDS DELIVER EXTRAORDINARY VALUE RESOURCES Seek thought leadership, Know the audience and go Seek resources with regardless of its location or beyond expectations in remarkable life experiences origin, to support personal and planning, marketing and executing the event. and relevant, meaningful business growth. expertise. Engage the whole person Consider every experience as Empower resources to through innovative a favorable reflection on YPO embrace forum protocol and and its brand, including thought experiences that awaken share knowledge openly. leadership, sustainable multiple senses. practices, diversity, inclusion and confidentiality. Challenge peers physically, Support lifelong learning Help resources succeed emotionally and mentally. by challenging mindsets, through powerful and varied attitudes and behaviors while delivery methods. respecting individual, geographical and cultural differences.
GLOSSARY Carefully curated Author/Analyst Talks: Interactive presentations by or interviews with authors/ OF ENGAGING ACTIVITIES learning analysts about their books or industry-wide trends. environments improve YPO’s Active Listening Empathy Circle: Listen and reflect back until the speaker mission of: feels fully heard and understood. A circle has one person leading the process Better Leaders checking back to ensure communication has taken place. through Lifelong Learning and Affinity Grouping: A brainstorming method in which participants organize their Idea Exchange™. ideas and identify common themes. Write ideas on sticky notes. Here is a list Randomly place cards on a table or place notes on flip chart paper taped to the of a variety of wall. Without talking, each person places similar themes together. Then they interactive discuss the groupings as a team and generate short, descriptive learning formats sentences that describe each group and use these as title cards or notes. to inspire engaged and active learning Badge It!: Use participant badges to share useful personal information besides and idea exchange. the traditional elements. Talk to me about...” Use “hello, my why is...” Body Voting: A form of public voting that has participants move in the room to a place that represents their answer to a question. Card Voting: Provides each participant with an identical set of colored cards that can be used in flexible ways—typically for voting on multiple-choice questions, consensus voting and guiding discussions. Case Studies: Ways to explore semi-realistic alternative roles. It’s a point for group analysis and discussion. Closers or Debriefs: “How I feel right now at the end of this event” as well as “my key learning or take away.” Color: According to global design firm HOK, brighter colors (such as reds, blues and greens) are conducive to higher focus and task accuracy. Blue, not surprisingly, is associated with calm, promoting mental clarity, control and creative thinking. Debate: A formal discussion on a particular topic in which opposing arguments are put forward. Deeper Dive: A confidential small-group discussion. Demonstration: An act of showing that something exists or is true by giving proof or evidence. EVENT CHAMPION WORKSHOP Dot Voting: A technique for public semi-anonymous voting in which participants are given identical sets of one or more colored paper dots that they stick onto paper voting sheets to indicate preferences. Endurance Activities: Activities that physically challenge participants. Fishbowl Discussion: Chairs are set in two concentric circles where only those in the inner circle can speak. Others listen and the at the appropriate time can make observations. 34
Flash Mob: A large public gathering at which people perform an unusual YPO EVENT DNA 35 or seemingly random act and then disperse. Forum-style Updates: Attendees share their confidential current challenges in a safe haven. Gallery Walk: Participants prepare boards, and everyone walks around to view as if in an art gallery. Graphic Recording: The translation of conversations into images and text on large sheets of paper during meetings and events. Guided Discussions: An active learning technique where students situate new knowledge within the context of their current understandings, thus facilitating a more thorough understanding of the material. Icebreakers: An activity that serves to relieve inhibitions or tension between people or start a conversation. Improvisational Games: Often used as ice-breakers or energizer activities. Interactive Lectures: Lectures that engage the group with questions and some sort of activity. Knowledge Cafe: Kick-off with a facilitator outlining the theme of the café and then pose a single open-ended question. The group then breaks up into small groups of about five each and discusses the questions. In small group sessions, one person stays behind while other people change tables in rounds. Letter to Future Self: Mail a physical letter after a month or agreed upon timeframe to remind the attendees of their key takeaways. Long-form Presentation: 45 minutes lecture or more. Mashup: Articulate the challenge as a “how might we” statement. Pick two broad, unrelated categories, like hospitals and hotels or waiting rooms and schools. Starting with one category at a time, list as many elements of these two experiences you can in two minutes. Combine items from the two lists to ideate as many experiences as you can. The more ideas you come up with, the better chance you have to reach a truly brilliant solution. Quick sprints drive creative sessions and avoid burnout. Perhaps most importantly, it helps us start down the path from the ridiculous to theradical solution. Mind-mapping: A visual representation of hierarchical information that includes a central idea surrounded by connected branches of associated topics. Multi-sensory Room: A special room designed to develop the senses, usually through special lighting, music, and objects. Music: Maximize your pre and post conference outreach by embedding music strategically to keep listeners engaged. Consider adding creativity to your meeting speaker line up with DJ’s with individual headphones.
GLOSSARY Open Space Technique: A method for convening groups around a specific OF ENGAGING ACTIVITIES question or task and giving them responsibility for creating both their own agenda and experience. EVENT CHAMPION WORKSHOP Pair Share: A collaborative learning strategy in which participants work together to solve a problem or answer a question. First they think individually about a topic or answer to a question and then share ideas with their partner. Parking Lot of Issues: Capture ideas that should be explored at a later time on a board. PechaKucha Technique: A technique where you are limited to 20 slides and each slide lasts 20 seconds each. Personal Introspective: A session where attendees privately reflect on their answers to five questions. All attendees then have an opportunity but not an obligation to share their answers with the group. Plus/Delta: A review tool that enables participants to quickly identify what went well at a session or event and what could be improved. Post-event Evaluation: Ask questions of attendees to gain significant insights for the event. This can lead to improved events in the future. Pre-event Survey: A survey to identify and clarify needs (to be incorporated in the event design). Pro Action Cafe: A blend of World Cafe and Open Space that facilitates reflection, discussion and consolidation of ideas and moving to action. Puzzle/Escape Room: A physical adventure game in which players solve a series of puzzles and riddles using clues, hints and strategy to complete the objectives at hand. Q&A: Set time for questions and answers. Quick Polls: Share with everyone, on the spot, to assess the mood of the room or the reaction to a speaker. Gather multiple choice decisions or visualize the reaction via wordle.net. Round Table Discussion: A form of academic discussion, participants agree on a specific topic to discuss and debate. Each person is given equal right to participate, as illustrated by the idea of a circular layout referred to in the term round table. Scavenger Hunt: A game, typically played in an extensive outdoor area, in which participants have to collect a number of miscellaneous objects. Scent: According to a recent article in “Apartment Therapy,” these five scents can help boost productivity: cinnamon, mint, lemon, orange, rosemary. Seat Swap: To trade seats. 36
Sensory Design: Elements such as colors, lighting, sounds, textures YPO EVENT DNA 37 and smells are now purposefully adapted to enhance the work environment and increase productivity. Short, Powerful Lectures: 18-minute TED talk format. Show and Tell: Everyone is asked to bring in something that reflects themselves—whether it was a favorite recipe, an interesting article, or even a family photo. At the start of each meeting, we set aside 10 minutes to go around and have everyone share what they had brought. Silent Conference: Have you heard of silent discos? – the parties at which participants equipped with wireless headphones dance silently to one of the playing DJs. Motivated by positive audience acceptance, event organizers started incorporating wireless headphone technology at their events. Site Visits: A visit to a place of work for a short time. Skill-building Workshop: A workshop focused on increasing specific skills and abilities. Speed Networking: a series of short, focused conversations about specific questions. Participants meet one-on-one with three to five-minute time slots each. When directed, proceed to next person. Speedball: Five-minute bursts of creativity on a particular topic followed by five-minute retrospective and Roman vote. Story Slams: Live storytelling competition in the vein of poetry slams. Think Tank: A body of experts providing advice and ideas on a specific topic. Triggered Brain Walk: Ideation stations around a room where teams of three would go to a station, write down an idea, then move to the next station and build on their neighbors’ ideas. To activate their visual, aesthetic senses, post a range of evocative visuals above each station to trigger thinking and get them generating new ideas. Unconference: A loosely structured conference emphasizing the informal exchange of information and ideas between participants, rather than following a conventionally structured program of events. Virtual Reality: A three-dimensional image or environment that can be interact- ed with in a seemingly real or physical way by a person using special electronic equipment, such as a helmet with a screen inside or gloves fitted with sensors. World Cafe: A structured conversational process for knowledge sharing in which groups of people discuss a topic at several tables, with individuals switching tables periodically and getting introduced to the previous discussion at their new table by a “table host.”
Making E-CODE E C Actionable ENGAGE COMPELLING There are a variety of PEERS CONTENT ways to make E-CODE actionable. This is not Create a safe haven Captivate members a prescription. These that supports open with impactful, are simply examples idea exchange and actionable content and to hopefully help spark relationship building. clear takeaways. your ideation and ignite your creativity 3. Affinity Grouping 7. Case Studies as you begin to design 5. Body Voting 20. Guided Discussions your event. 6. Card Voting 23. Interactive Lectures 13. Dot Voting 28. Mind-mapping Use member Craft thought- expertise for learning provoking activities that and mentoring push boundaries while opportunities. respecting individuals’ decisions and choices. 4. Badge it! 2. Active Listening Empathy Circle 27. Mashup 10. Debate 49. Show & Tell 19. Graphic Recording 53. Speed Networking 57. Triggered Brain Walk Encourage peer-to- Embrace diversity among peer interaction through people and perspectives meaningful activities and through exercises that relevant topics. amplify and celebrate different viewpoints and life experiences. 17. Forum-style Updates 24. Knowledge Cafe 21. Icebreakers 31. Open Space Technique 38 46. Seat Swap 41. Q&A 54. Speedball 60. World Cafe
ODE OPEN DELIVER EXTRAORDINARY MINDS VALUE RESOURCES Seek thought leadership Know the audience Seek resources with regardless of its location and go beyond remarkable life or origin, to support expectations in experiences and personal and business planning, marketing and relevant, meaningful growth. executing the event. expertise. 16. Flash Mob 33. Parking Lot of Issues 1. Author/Analyst Talks 40. Puzzle/Escape Room 35. Personal Introspective 26. Long-form Presentation 44. Scavenger Hunt 36. Plus/Delta 32. Pair Share 59. Virtual Reality 38. Pre-event Survey 48.Short, Powerful Lectures Engage the whole Consider every experience Empower resources person through as a favorable reflection on to embrace forum innovative experiences YPO and its brand, including protocol and share that awaken multiple thought leadership, sus- knowledge openly. senses. tainable practices, diversity, inclusion and confidentiality. 15. Fishbowl Discussion 29. Multi-sensory Room 34. PechaKucha Technique 30. Music 11. Deeper Dive 52. Skill-building Workshop 45. Scent 39.Pro Action Café 56. Think Tank 47. Sensory Design 42. Quick Polls 58. Unconference Help resources succeed Challenge peers through powerful and physically, emotionally Support lifelong learning varied delivery methods. and mentally. by challenging mindsets, attitudes and behaviors 18. Gallery Walk 9. Color while respecting individual, 43. Round Table Discussion 14. Endurance Activities geographical and cultural 55. Story Slams 22. Improvisational Game differences. 51. Site Visits 50. Silent Conference 8. Closers or Debriefs 12. Demonstration 25. Letter to Future Self 37. Post-event Evaluation
EVENT CHAMPION WORKSHOPMEMBERS WANT • Actionable value in your presentation — new learnings that can be applied in C-level business, family, personal development or their local community • Content that captivates and formats that challenge • Life-changing takeaways • Interactive and engaging presentations • A ‘deep dive’ experience versus shallow ‘snorkeling’ • A balance of activities between learning, networking and experiencing MEMBERS DON’T WANT • Static, behind-the-lectern presentations • A traditional keynote speaker format followed by a Q&A session • The ordinary and expected • Selling of products or solicitation of business • A presentation read off a PowerPoint SHARING BEST PRACTICES A C T I V I T Y: 1. With your same E-CODE groups take turns read- ing the industry best practices. 2. Share additional best practices from your personal experience. 3. Identify the best practices that you are going to apply to your program. 40
INDUSTRY BEST PRACTICES • Involve attendees in experience design: Attendees YPO EVENT DNA 41 get more out of the experience if they can choose sessions that directly relate to their interests and learning style, but even more engaging is allowing attendees to provide input on the type of content they want to receive and how they receive it. • Variety of learning opportunities: It’s important to offer the ability for each attendee to grow outside their specific role. A wide variety of speakers and session formats enables both professional and personal growth. • Small group learning: A key best practice to utilize is hands-on sessions in small groups. These lead to more intimate networking, are interactive and far more engaging than one-way presenters. Break up larger content blocks with multiple small group exercises. • Surprise and delight: Mystery guests and speak- ers, unannounced entertainment and other surprises create Only-in-YPO memories, give attendees plenty to talk about and initiate conversations that can lead to lifelong connections. • Opportunities to serve: Opportunities to serve: Attendees like to find ways to give back to the local community; to leave the destination better than they found it. A chance to give back provides fulfillment and positive outcomes for all. • Wellness activities: Provide attendees a more holistic experience through yoga, mindfulness, a 5K run or other wellness activities.
“ Fail to plan, “ plan to fail. — Benjamin Franklin 42
4 DESIGN & DEVELOP
FEEL GOALS ACTIVITY: Feel Goals /fēl gōls/ 1. Write a brief statement of the desired emotional states that you are striving for throughout the noun various segments of your event. 1. the desired emotional 2. Identify how are you are building in tears, laughter state of the and goosebumps at your event. audience, what you as the 3. Make sure that all presentations and elements are event champion connected to the theme - with plenty of interactivity are aiming for. and dialogue with varying learning formats. Example Event Tears, Laughter TEARS: & Goosebumps: EVENT CHAMPION WORKSHOP How are you building these elements into your event design? 44
“They may forget DESIGN & DEVELOP 45 what you said, but they will never forget how you made them feel.” — Carl W. Buechner LAUGHTER: GOOSEBUMPS:
EMOTIONAL ARC/ INFUSING FORUM Y OUR AUDI ENCE I S MORE LIKELY TO B E RECEPTIVE TO CONT EN T WHEN T HEY A RE EMOTIONALLY ENGA GED. PRE-EVENT DURING EVENT EVENT CHAMPION WORKSHOP Starting Curosity Ups and point up downs HERE IS A GENERAL EMOTIONAL ARC BUT YOU CAN 46 CERTAINLY GO INTO MORE DETAIL.
DESIGN & DEVELOP 47 POST EVENT DESIRED OUTCOME Ends on a Natural Post-event high note drop activity lift
EMOTIONAL ARC QUESTIONS TO CONSIDER: A C T I V I T Y: • What does your attendee experience look like? 1. Look at your week at a glance and use your instinct to draw the • What type of roller-coaster event experiences are ups and downs of your event you providing? experience. • Do you need to provide more peaks? 2. Label each emotional peak and Taller peaks? valley. • Is your event experience flat-lining? 3. Identify ways to tweak the flow of your event elements to create more • How will you ensure that your attendees will unexpected emotional turns and connect with the emotional highs you are excitement. planning? 4. Add forum elements to mitigate, • Should you tweak the flow of your event heighten and/or amplify the elements to create more unexpected emotional attendee’s emotional experiences. turns and excitement? • What time of day are your emotional lows? Are they after a meal? If so, should you move those lows and create highs after meal functions? • Does your event start and end with an emotional high or low? 48 EVENT CHAMPION WORKSHOP
OUTCOMES FOR DESIGN & DEVELOP 49 INFUSING YOUR EVENT WITH FORUM ACTIVITIES: • Attendees feel comfortable sharing. The activities break down barriers and help attendees to open up to one another. Attendees take off their “masks” in a safe haven, which maximizes connections both during and after the event. • Attendees truly engage with one another on a level deeper than just surface conversation and get the most out the event by forging new, lifelong relationships. • Attendees share experiences in a safe environment resulting in more meaningful participation. • Attendees leave feeling equally heard and satisfied with their event experience.
TIME BLOCKINGEVENT AT A GLANCE 1. Determine the natural build of activities based on the desired feel goals andEVENT CHAMPION WORKSHOP emotional states. 2. Identify the time needed to go as deep as possible for each event activity. 3. Block out realistic estimates for networking breaks, meals and down time between daytime and evening activities. • Networking breaks are 30 minutes. • Breakfast and lunch are a minimum of one hour. • Downtime between the afternoon and evening activities are one hour and a half to refresh, restore and change attire. • Dinner or evening socials are two to three hours. 50
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