Large Meeting Challenge: Call for Proposals Produces Too Many for Parallel Sessions? Take a Blended Approach
- Parallel Session Breakouts: Have the parallel session breakouts on one day with the strongest proposals and the most interesting proposed formats. Consider providing a template before the call for submissions that has questions that guide people into considering how to make it interesting and interactive and give Panels as one of many formats to consider, with some guidance on how to do these in the most interesting way (e.g. 2 or 3 panelists with juxtaposing views, rather than 9 people who just want to say their 3 minutes regardless of the topic.) These can be good with more complex topics that need time to develop and can have interesting methodologies included within if there are competent facilitators working with the organizers - crowdsourcing, storytelling, carousel discussions, etc.
- Hold an Open Space Technology session for one of the 2 hour blocks - after lunch is a good time as people will move around a little and small, self-selected discussions can be more refreshing. And it gives the hosts a little more time to prepare. I often modify the traditional format slightly. This could be in the main plenary room and could feature 15-20 parallel conversations with two rounds of 45 min each (I've also tried this with 30 minutes and more rounds, but it tends to feel too rushed and short then). These parallel table discussions with hosts are scheduled in advance with numbered tables and a "key messages" template to record any ideas and outputs from the conversations. These are good for brainstorming and getting feedback on ideas.
- Hold an Open Mike time, or a Pecha Kucha (or an Ignite), or TED-like talk stage where people get a limited, set amount of time and are video'ed professionally. Hold it in a “studio” type room so that people/audience attending is good and a bonus, but peripheral. Pick the submissions for this that are more 'show and tell'. You can do the filming over lunch each day and invite people to come and watch but tell them (truthfully) that there is limited space (that often encourages people more!) Some of these talks could be featured in the formal plenary programme here and there as appropriate as they are short targeted interventions. In addition, as TED does, you can feature them throughout the year in your newsletters with a little blurb and add in video links to other communications. It is always nice to promote the work of members, and this is in their own words.
- Digital Poster Exhibition: You could also run a digital poster contest. Invite people with appropriate submissions to design an e-poster. Then have a number of large screens in busy places (the coffee area, lunch room, etc.) where the e-posters are displayed for 3-5 min each and change all the time, like a billboard. You can also feature these e-posters on the conference website, and archive them. Each one could have the photo of the person presenting it and inviting people to approach them for more information (face-to-face or by email). The e-posters could have a custom e-template that people fill in, which could be a website template potentially and provide people with fields to complete with a title, text (e.g. 500 words), upload photos, add links, contact information, web URL, etc. Award prizes for the top 5 posters and announce them in the plenary and show them there. Let the audience vote on it for the prizes, or have the organizing team do that.
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