Poll: What is your favorite style of session t...\r\n\r\nPress F5 or enter presentation mode to view the poll\r\nIn an emergency during your presentation, if the poll isn't showing, navigate to this link in your web browser:\r\nhttp://www.polleverywhere.com/multiple_choice_polls/LTkwMzIzMDMzMQIf you like, you can use this slide as a template for your own voting slides. You might use a slide like this if you feel your audience would benefit from the picture showing a text message on a phone.
Shout-outs from audience
What it tends to be: 3 15-minute ppt presentations
A true panel discussion. No ppt; moderator encouraging discussion
How do we get there?
Matt Lauer and Bobby Brown
Brian Polis at PivotEvery industry has journalists you can tap to be an interviewerTwo peersFire-side chat
grouping by topic several speakers who each present
First slide of PechaKucha section
West Hartford, CT Town Hall about Healthcare Reform
Gertrude Stein and Alice B. Toklas
Poll: Who won the debate?\r\n\r\nPress F5 or enter presentation mode to view the poll\r\nIn an emergency during your presentation, if the poll isn't showing, navigate to this link in your web browser:\r\nhttp://www.polleverywhere.com/multiple_choice_polls/MTkwNTU5NTE2If you like, you can use this slide as a template for your own voting slides. You might use a slide like this if you feel your audience would benefit from the picture showing a text message on a phone.
Kimberly: Ok, so lets talk about what room set options are out there? Just shout out some ideas…Audience shout-outs
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Darien: Now we’d like to transition to the interview portion of our session. I would like to introduce our expert moderator, Melinda Kendall, who will be interviewing our special guest Kimberly Lewis. Kimberly works for the U.S. Green Building Council whose annual show, Greenbuild, hosts over 24,000 attendees each year. Three years ago she launched the Greenbuild Special Set Program which takes room sets to a new level.Melinda: Why did you need to do this? Create this entire Special Sets Program?Kimberly: Coming up on 10th anniversary of conference – always changing and evolving The attendance of the conference shifted to a new generation of folks and didn’t want the talking head experience – wanted the opportunity to connect with presenters and peers – so much knowledge in the room We concentrate on fabulous plenaries and Master Series Sessions How are we dealing with breakout rooms and technical education? > Revolutionize that world > engage informed and educated experts who will transfer our industryMelinda: Was there one defining moment when you knew you needed to do this?
Kimberly:Yes, a magazine article…Susan Szenasy – Editor of Metropolis – Criticized the conference > How we look at the entire conference McCormick Place, Chicago– LEED Certified > Meeting spaces were grey and sleepy > Snooze fests We should be consistently challenging ourselves to think about what’s next > for our organization, we’re thinking about the next generation that will build the bench We need to recruit the best Our conference is our platform > we need to be the innovation that we preachHow can we push for innovative thinking and platform it in a boring and traditional way? Put your innovation not only into the big platforms, but the conference wholistically
Kimberly:Are our meeting rooms meeting the needs of our attendees and presenters? Are we thinking about the people?Boring PPT presentations Room and atmosphere – too cold, too warm, standard setups > Passive learning environment
Kimberly:Challenge from Susan Szenasy: Talk to Graphic Designers (General service contractor)Talk to health specialists and facilities about thermal comfort > making environments adaptableTalk to ergonomists > We sit on CABs and we talk about Hotels and convention centers and how they can be more innovative launch new chairs How do we make the environments more conducive to attendees?We need to demand more from facilities and partnersRefreshing > New perspective on learning
LEED is our platform > more healthy and creative environment> how the building can advance human productivity Every story about a green building is a story about peopleWe spend 90% of our time in buildingsAs event designers, we should be thinking about the comfort and stimulation of our attendeesAfter lunch snooze festTo fix this, we need to break out of doing things the same way.Think about designMake innovation a priority for your organization, using people and technologyMelinda: We understand that this is a priority for your organization, but why should other meeting planners jump on board?
Kimberly:Here are some statistics…
Kimberly:There was comment on this article > We at USGBC outsource a lot of the logistical components Our mission and vision are key to our success The folks on my team are passionate about sustainability - first, and events and conference - second TED and South by Southwest do not have meeting planners Need to add NEW SKILLS Design and content curation…Transition: I’d like to show you a case study about how we took a focused lens on our technical session on how they were designed and platformed> put a micro focus on that platform
Kimberly:Here’s the Good:Melinda: So how did you accomplish this?
Kimberly: Taking a Risk We decided to take a risk in order to achieve a new level of engagement for our attendees But we didn’t do it with the whole conference, we started with only 3 tracks of sessions Technical Workshops – attendees thought they only wanted to get down to the nitty-gritty, > but they needed an experience as well.We leveraged our membership (architects, designers, product manufacturers)Their expertise: Room Design Session Design Their time: Work directly with presenters for a hands-on experience we along cold not provide Video Taping Improved the process of the 2nd year immensely. Allowed future presenters to understand what we were trying to accomplish, the setup, etc. Increased our brand exposureMelinda: It sounds like a very smooth process. Did you meet any resistance along the way?
Kimberly:ABSOLUTELY! Resistance we faced from speakers:Process We started working with speakers in July when Greenbuild was the absolute last thing on their mind. I don’t need to work on my presentation now. I’ll do it the week before the conference.Environment I’ve done this session 10 times, it’s a technical session, not a show Why do I have to do this? I don’t want to be in this crazy room!Engagement / Doing the standard PPT Lecture Why do you want to look at my PPT – too much text! We want people to stay awake and want to come to the session!It’s about attendee retention of the presented material.Expert have lots of knowledge, but are they being heard?Melinda: So how did you know that your gamble was worth the risk?Kimberly: Once we overcame resistance, we received great responses like this one that proved that what we were doing was making a difference to speakers and attendees.Melinda: So what else didn’t quite work for you?
Kimberly: Here are some more examples of not so fabulous moments…Melinda: So what caused some of these issues?
Kimberly: Presenters were surprised to be in this room and not invested It took 3 years before people started to recognize what a special set room was and purposefully attend those sessions.Stages were too small: Stages were too small and not up to code > We were focused on colors, not safety Built custom screens that were hard to see Getting vendors to talk to each other and understand roles with a new, unique project (Designer, vs AV, vs general contractor)Next Slide: example photo
Kimberly: Here’s one of the rooms that we had in the round where presenters moved all attendees to one side of the room.Melinda: Ok, these are fabulous rooms, how did you make this happen and justify the expense? Let’s talk money.
Kimberly: Use what you have: Formula = Innovation + Inspiration B to B connection on the floor Tent revival gives you inspiration to move forward and feel like they’re part of a bigger movement Our hardworking attendees have the right to party! – also attracts multiple generations Work collaboratively with vendorsChampion don’t just say you can’t do it because of cost > be creativePRG – Sign several year contracts to show commitment from both sidesMelinda: Besides partnerships, what else can you do to increase engagement?
Kimberly:Charrette Room Our brand new room for 2012, the Charrette Room, used a standard rented round stage that we skirted with a banner to make it unique We rearranged chairs to facilitate conversation, but removed the tables as barriers We gave attendees cardboard, paper and markers and let them shape their own learning experience Straight Stage PRG suggested using parts from a greenhouse as a decorative element in this room This was both sustainable and low cost Online Polling Like we’re using today We’ve used this in all of our Special Set Rooms to engage the audience This is a free to very low cost tool (under $200)
Kimberly: Here’s our Charrette Room in action…
Kimberly: Here’s a photo of the greenhouse pieces…Melinda: Kimberly, you mentioned that you had great volunteers, but who else helped make this program happen?
Kimberly: Volunteers:SPWG11 employees of our member companiesfolks are active in the Green Building industry and passionate about education Presenters: engage and empower the presenters selected to speak at Greenbuild. opt-into being in a Special Set Room improved attitudes as the brand became more recognized, it was easier to get them on boardIf they don’t get on board, we have an endless list of waitlisted sessions, just waiting to take their spot. Set Designer: during the first year, helped translate the ideas of the working group into drawings AV Company - Took designers ideas and made them into reality General Contractor - Built beautiful stagesLabor – to get stages built, additional AV USGBC Staff - guided working group and coordinated all stakeholdersMelinda: What kinds of systems and processes were needed to make this program happen?
Kimberly: Call for Proposals - explain the Special Set Program and ask presenters to opt-into presenting in one of these roomsSpecial Programs Working Group (SPWG) works directly with the presenters to plan and create their presentations. SPWG / presenter Calls: session flow, what information will be presented, and how they can engage the audience in the presentation. SPWG review of PPT presentations: provide suggestions (too much text, add more graphics…) Rehearsals for presenters before the conference begins. > more confident and comfortable with the room layout. SPWG members attendMelinda: That sounds like quite an intensive process. How do you know that it’s all worth it?
Kimberly: Numbers don’t lie. In session surveys, attendees have ranked these sessions consistently as more innovative and engaging than any other sessions at the conference. In 2012, our 4 out of the top 5 most attended Session Tracks were the 4 Special Set Tracks 4 out of 10 tracks, or 40% of the education sessions take place in Special Set Rooms and we are planning to add more!Melinda: Let’s get down to the specifics – what exactly do these rooms look like?
Kimberly: Here’s our most traditional room – the straight stage room The semi-circular stage is always placed against a wall We try to bring the audience as close to the stage as possible NO PODIUM, NO PANEL TABLE > just stools and highboys High impact background Use Polling Lavaliere mics to encourage presenters to walk around
Kimberly:This is our Theater in the Round Room 12’ diameter stage in the center of the room Chairs surrounding the stage Multi-sided screen hung above the stage * Confidence monitors are extremely important > Presenters see their presentation GOBOs on walls make this a unique space, more lively, biophilic images bring in nature
Kimberly: This is our Charrette Room – new in 2012 Focus: encourage attendee to attendee interaction Set the stage for a collaborative workshop-like environment Rented round stage in center Audience seating arranged in arcs to facilitate small group collaboration Supplied boards, paper and markers for group work
Kimberly: And finally, my favorite set, the Dogbone stage Started as a catwalk-like concept > encourage presenters to move around or have a dialog Suspended screen above the stage Close to audience Stage in center of room > Make audience look at each other > engagementThe first year, we used this for our most technical sessions!Melinda: So Kimberly, after 3 years of this program, what was the number one lesson you learned?
Kimberly: People Use what you have Take a Risk!Melinda: We hope we’ve inspired you and given you something to take back to your associations. Thank you!
Improve Your LearningEnvironment Today Kimberly Lewis U.S. Green Building Council Melinda Kendall Freeman
Poll: What is your favorite style of session t...
Learner Outcomes: • Better set conference rooms to inspire speakers and engage attendees • Incorporate innovative session formats and help speakers to be more effective • Look for non-traditional spaces that will make learning more meaningful
ASHP Clinical Pearl Sessions One idea, concept, or fact that has been useful in day-to-day practice, and may not be widely known, understood, published, or taught. Overall Session Topic 5-minute Introduction Five 5-minute Pearls Ten-minute Q & A Two-Hour Session Five 5-minute Pearls Ten-minute Q & A Five 5-minute Pearls Ten-minute Q & A
Working GroupsAIHA Breakthrough Thinking Challenge• Important issue in Industrial Hygiene• Panel of experts – Introduces issue – Sets guidelines• Break-out groups solve issue• Compete to present to board
Are Debates Appropriate for Association Events?“The Great Debate” DebateModeratorPro Melinda Kendall 1 minuteCon Kimberly Lewis 1 minuteRebuttal Pro Melinda Kendall 30 secondsRebuttal Con Kimberly Lewis 30 seconds
How do we get there? • Session formats • Call for proposals • Best speakers • Industry experts • Industry journalists/moderators • Timely or controversial topics – Trends – Technology – Regulations – Challenges
Susan Szenasy Metropolis Magazine“…this luminous modern structure was ideal for everyfunction cited in the promotional materials. But not forthe people who congregated in the halls…and meetingspaces (a gray, sleep-inducing pall fell over everything,turning important after-noon sessions into flaccidsnoozefests).”
“But as the session wound down…I realized that the only thingAnnette and her cohorts could accomplish...were smart butpiecemeal fixes…The visual drone of PowerPoint presentations…the overrelianceon mechanical ventilation…the standard lecture-hall-stylearrangement of a podium looking out to a mass ofdisciplined, uncomfortable chairs…all told me that the user, onceagain, was left out of the design solution.
“Instead of assuming that PowerPoint presentations will bemade, why not talk to graphic designers about the newest ways ofpresenting information?Instead of assuming that rooms need to be 65˚F, why not consultwith health specialists to discover new attitudes toward comfort inan age keen on natural light?Instead of stiff chairs, why not ask ergonomists about new learningenvironments? At a conference that’s all about positive change, old assumptionsreveal themselves to be hopelessly inadequate.”
Design + Innovation• LEED (Leadership in Energy & Environmental Design)• It’s about the People in the building• Break out of doing things the same way – Organizational/ Conference Priority
Hospitality Industry Pulse – Meeting, Convention, Event Planner • # 14 on the best business jobs list • # 66 on the overall top 100 list. US News & World Report – The Bureau of Labor Statistics (BLS) projects meeting, convention, and event planner employment growth of 43.7% between 2010 and 2020, adding 31,300 more jobs.” Bureau of Labor Statistics
Challenge to the Hospitality Industry – “Outsourcing of meeting expertise is a real and steadily growing phenomenon as organizations focus more on their core competencies.” – “some of the most successful and talked about meetings and events in the world today (TED, South by Southwest, etc.) do not have a single meeting professionals on their staffs.” – “meeting professionals need to be adding new, more valued skills to their bag of tricks. Skills like project management, experience design, content curation...” John Nawn
Video – Greenbuild Special Sets ProgramInsert Greenbuild Special Sets VideoThe Good
What Did Work?• Taking a Risk – But starting small• Leveraging Volunteers (Use what you have) – Special Programs Working Group • Time, expertise, work directly with speakers• Video Taping Sessions – Resource for Future Years
Special Set Speaker Testimony Jennifer Dolan, Osram Sylvania “Once we got over our initial grumbling, we committed to making our presentation an “experience.” Being in a special set was the best thing that could have happened to our presentation. It pushed us to be more creative and it ultimately benefitted the attendees and the show.”
Video – Greenbuild Special Sets ProgramInsert Greenbuild Special Sets VideoThe Bad
What Didn’t Work?• Not allowing presenters to opt-in – Speakers weren’t invested – Solution: Added a question to the CFP• A New Brand – Took (3) years to gain traction• Technical Hiccups – Stages, Screens,
Let’s Talk $$$ - Use What You Have• Know the Value of Your Show – Innovation & Inspiration – B to B – Tent Revival – Entertainment: Maroon 5• Leverage Partnerships – Champion (General Contractor): 3 Year Payment Plan – PRG (AV Contractor): 3 Year Contract
Let’s Talk $$$• Low-Tech Solutions – Charrette Room • Rented standard stage, added a banner wrap • rearranged chairs • cardboard, paper and markers – Straight Stage • Greenhouse pieces – Online Polling • High Engagement > Low Cost
How We Got There • Stakeholders – Volunteers – Presenters – Set Designer – AV Company – General Contractor – Labor – USGBC Staff
Where We Are Now• Call for Proposals – Opt-in & Presentation Style Questions• Special Programs Working Group – 11 Volunteers – Calls with Presenters – PPT Review – Rehearsals
Where We Are Now 4 Special Set Rooms (40% of sessions) And more to come!
Creating Dynamic Conference Sessions• Biggest Takeaways – It’s all about the People – Use what you have – Don’t be afraid to Take a Risk!
Thank you for participating!Please complete your session evaluation online!Did you scan your badge? This is for CEU credits andalso helps PCMA develop education for YOU!Improve Your Learning Environments TodayPresenters:Kimberly Lewis, USGBCMelinda Kendall, Freeman