conference facilitator

So many conferences are a collection of unrelated sessions. But the June 2015 PCMA Education Conference in Fort Lauderdale showed how a coherent set of meeting goals can be embedded in a congruent conference arc, improving learning and connection amongst attendees. Here’s how PCMA connected the dots.

PCMA Education Conference design and duties

Although PCMA asked me to be the “conference facilitator” and “connect the dots” for EduCon, most of the credit for the conference design goes to the PCMA team. Pre-conference collaboration with the team was a pleasure.

My consequent jobs over the three days of conference sessions were to:

• open and close the conference;
• interview John Medina on stage and at a “deep dive” breakout;
• run a crowdsourcing experiment and a personal introspective; and
• facilitate a closing public evaluation of the conference.

The conference boasted a record 675 attendees, plus several hundred following the live stream. Being up on stage so much, interviewing, and providing event continuity for as many as a thousand people was a new experience for me—definitely risky learning! Connecting the dots immediately after presentations is hard when you don’t know what presenters are going to say!

When I accepted the offer of facilitating the conference, I only had a rough outline of the presentations. I wondered about the content/learning arc of the event. To my pleasant surprise, EduCon delivered a coherent set of sessions that shared common themes around predetermined goals.

The opening

At the opening, I told a story and shared the EduCon design goals: experiential learning, risky learning experiments, and meaningful engagement. I’ll use [EL], [RL], and [ME] respectively to indicate how these three themes were woven throughout the event.

John Medina’s opening session immediately touched on some of these themes. He described how prospect-refuge theory suggests that a mixture of private and public spaces provides an optimum environment for events, balancing the needs for safety [RL], frankness, growth, and confidentiality with the openness required to spread content.

John also spoke about the importance of high Theory Of Mind—the ability to reason about the mental states of others, what some might call empathy—for creating effective work teams that have high collective intelligence. (There’s a great test of your Theory of Mind ability Reading The Mind In The Eyes take it for free here!) It turns out that women have better theory of mind than men, which is perhaps why there are so many female meeting professionals—empathy is important in our industry [ME].

Interviewing John—who must surely be the easiest person in the world to interview—was a blast! I had 15 minutes with him on stage, followed by 75 minutes in a breakout. For the breakout I simply had the audience sit in curved theater seating facing John and me plus a couple of empty chairs. Audience members with questions walked to the front of the room and talked with him. We could have easily spent another hour with John.

Crowdsourcing sessions

Read my earlier post to learn more about the session crowdsourcing experiment I facilitated the following morning, which incorporated all three goals for the event [EL] [RL] [ME]. A few of the sessions chosen:

• Women’s leadership in the event industry (described to me afterward by several participants in glowing terms);
• Cultural issues in international meetings (run by Eli Gorin, who seemed very pleased); and
• Selling sponsorship (held in the round).

The personal introspective

After lunch, I facilitated a personal introspective breakout session [EL] [RL] [ME], which provided participants the opportunity to think about what they had experienced so far, how their experiences might impact their lives, and what changes they might want to make as a result. Afterward, I received the same feedback independently from many people. They had gone into the session thinking they had little to say and discovered during the process that there was a lot to get excited about. I have heard this kind of feedback for many years now. Nevertheless, it’s still gratifying to hear the conversation volume rise steadily and observe the palpable reluctance of people to leave their small groups when the session is over.

I attended a few of the other breakout sessions during the conference and observed a good mixture of [EL], [RL], and [ME] in all of them. The interactivity of the sessions I witnessed was unusually high for a meeting industry conference. All the presenters I talked to had incorporated trying something new during their sessions.

The gift of failure

The second plenary speaker, Sarah Lewis, author of The Rise, spoke to several themes related to the “gift of failure”:

• the “deliberate amateur” who avoids the traditional route of learning [RL];
• the need for “private domains” that allow creativity to flourish [EL]; and
• the “supple grit” needed to know when to keep working on an idea and when to stop before the work becomes dysfunctional persistence [EL].

A group spective

On the final day of EduCon, I ran a public evaluation of the conference—a format I call a spective—in 45 minutes using plus/delta. Having attendees publicly evaluate a conference they have just experienced was clearly an [RL] activity! I think it went well; the scribes’ Google doc summary (projected in real-time as the session took place) gives a taste…

Our fear of change

The first question Sarah was asked at the conclusion of her talk was on overcoming fear [RL], which segued nicely into the subject matter of the closing session by Mel Robbins, author of Stop Saying You’re Fine. Mel delved deep (and interactively) [ME] [EL] into our fear of change and introduced her 5-second rule—if you have a game-changer impulse, act on it within five seconds or else it dies [RL]—another formulation of improv’s “say yes”.

Mel closed with a powerful call to action, a key component of a compelling conference arc, to take ownership of our lives. After this powerful session, I made brief closing remarks, pointing out how PCMA’s conference goals had been achieved. Finally, I asked the audience to stand and applaud themselves, as the people who, collectively, through their own interactions, risk-taking, and engagement had made the achievement of those goals possible.

It felt good!

Awesome photo of me at the 2015 PCMA EduCon taken by and licensed from Jacob Slaton!