Seven principles for organizing a seminar
Organizing a seminar and guaranteeing its success isn't that simple... Here are seven principles to guide you in preparing your meeting.
Choose a suitable location
It's obvious, but it's also a question of criteria. A venue is not just defined by the number of participants and the size of the seminar rooms. It must be able to provide all the elements needed to transform ideas and engage participants: reception, work rooms, auditorium, relaxation area, catering, broadband networks, bedrooms, security, services... All these logistics must be available and adapted to the specific needs of the company.
Organize space according to meeting objectives
No, a table and chairs are not enough to make a good seminar: the space must be perfectly adapted to the project. Different setups are possible: island, U-shaped, theater, the possibilities are endless. You also need to pay attention to the room's acoustics. For example, too much echo, too much light, or no windows at all completely change the working atmosphere.
Involve only the right people in the seminar
Why am I here? That's the question some participants may be asking themselves, because the organizers have mobilized a whole department, without asking themselves whether everyone has a contribution to make. "Getting everyone to come along seems a good idea... But participants who aren't interested in the subject will get bored, feel they're wasting their time, and may even demotivate the others.
Adapting to needs throughout the day
Being adaptable is the key to your success: you need to define in advance ways of organizing yourself to let participants move around. There's nothing worse than sitting in the same chair in the same place for an entire day. The organization of the space implies a way of working: the theater-style room is for top-down messages. The U-shaped room to encourage participation. The island room, for working in small groups. These three types of organization can mark the evolution of work throughout the day, from briefings and broad objectives to collective exchanges and the production of ideas in small groups...
Creating rhythm and setting the pace
Beyond one hour, you need to change the rules, to provoke breaks to allow the brain to oxygenate itself and maintain its motivation. The day needs to be sequenced and the timing announced regularly from the outset. By giving time reference points, you can concretize the expected stages of reflection. In this sense, you need to create and maintain the seminar context: remind people of objectives, show progress and announce what remains to be done.
Imagine the meeting as an experience
Space can be used to set the scene for the day. By modifying the material organization, we can create different situations. It's also a way of transforming the meeting into an experience, in other words, a moment of commitment, conviviality and exchange.
Creating interaction
This means limiting the number of participants or, at some point, dividing them into teams to encourage them to speak up. Note that this is not group therapy: you need a facilitator to lead and guide the discussion. The aim is not necessarily to get everyone talking, but to collect and take into account all ideas.
(This article was prepared with Alexandra Fix of Edge Work, Les Fontaines' event facilitation partner).