8 Meeting Formats That Won’t Bore Your Participants

One of the trends observed in 2018 was the replacement of traditional PowerPoint presentations with talks without visuals: sofa discussions, briefings, chats, or so-called campfire sessions. Jump on the trend for the remaining meetings this year! Below, we suggest a variety of meeting formats that offer more than one-way communication.

1. Active Meeting

With the help of tablets in the audience, the session leader directs questions/challenges that participants discuss in smaller groups. The format stimulates knowledge exchange among colleagues and reinforces the message in a different way than through presentation alone. Data generated from the groups can be immediately used on stage/screens to strengthen the message or to share "best practices."

2. Fishbowl

A meeting model for guided group discussions. The session leader selects a group of participants to discuss a predetermined topic. The rest of the audience observes the discussion without participating.

3. Matchmaking

A focused meeting format where participants sign up in advance, receive information about other attendees, and are paired for interesting discussions. This can be done in one-on-one meetings or in groups. Matchmaking can be scheduled in a conference room or offered during coffee breaks and mingling sessions.

4. Open Space

A format suitable for larger groups. Participants gather in a circle and are invited to discuss a question/topic related to the meeting’s theme. There’s no predetermined agenda; it’s created on-site by the participants. Once the agenda is set, participants move to the groups and discussions they want to join. They are free to move between discussions, creating a flexible atmosphere while cross-pollinating the meeting.

5. Pecha Kucha

A fast-paced presentation format with 20 images shown for 20 seconds each, resulting in a presentation that lasts 6 minutes and 40 seconds. This requires the presenter to focus on the essentials and quickly get to the point.

6. Brilliant Minds

A stage dedicated to short presentations is placed in one of the conference’s common areas, such as the exhibition, coffee, or lunch area. Speakers are pre-registered and scheduled but may be individuals who don’t have a natural space in the main lecture hall, such as a student presenting their thesis, a researcher, or a company with an interesting idea on a relevant topic. The presentation is followed by a discussion session at a designated table marked with a “Speaker X” flag, where attendees interested in further discussing the topic can gather. The speaker is available at this location for 15 minutes after their presentation.

7. Speaker’s Corner

The well-known concept from Hyde Park in London can also be implemented at your next conference. Designate a spot where attendees (not scheduled speakers) can give talks on any topic they choose.

8. Speed Dating

Speakers or participants are seated at tables around the room. An equal number of participants take turns conversing with each of them for a few minutes before moving to the next table at a given signal.

9. Active Breaks

Another way to encourage interaction during a conference is through active breaks. A break doesn’t have to be passive and outside the agenda; it can be organized and become an important part of the event or meeting. A coffee break can turn into a valuable networking session guided by challenges, discussion points, and conversation starters through an app or signage around the venue. At lunch or dinner, a buffet-style setup can enhance social interaction among meeting participants.

The overarching trend for contemporary meetings is moving away from the traditional format of a morning with presentations followed by an afternoon of group discussions. Instead, there’s a shift toward a more varied setup where each presentation is mixed with or followed by group discussions and time for participants to reflect.

Get in touch with us for assistance with the above meeting formats and more tips on how to breathe new life into your next meeting.