Stay on time!

Stay on time

Stay on time! Though it’s clearly sensible to keep a conference running on schedule, we’ve all attended meetings where rambling presenters, avoidable “technical issues”, incompetent facilitation, and inadequate logistics have made a mockery of the published program.

So one of the agreements I always ask for at the start of a session or conference is for organizers and participants to stay on time. (By which I mean, of course, don’t run late!)

It seems obvious to do this. When meetings don’t stay on time:

  • It’s unfair to the later presenters and sessions.
  • It becomes OK to be late. (“If that session overran, mine can too.”)
  • Participants don’t know what the actual schedule is. Chaos and cynicism follow.
  • Meals and breaks are abbreviated or, in extreme cases, eliminated.

When meetings don’t stay on time, the event is out of control. I can’t think of any situation where this is a plus. (Well, maybe a conference on world domination by a quintessentially evil cabal, where failure would be a good thing.)

In particular, there are a couple of ways in which out-of-control schedules can wreak havoc on sessions. I’ll illustrate them with examples from a presenter’s point of view (mine).

“You’ll need to shorten your session by twenty-five minutes.”

A client asked me to run a 75-minute interactive session on participant-driven and participation-rich meetings at a daylong conference. They scheduled me for the last session before the closing social. During lunch, the A/V crew asked the two remaining presenters to check our slide decks were ready to go. I did so, and noticed that the other presenter did not.

You guessed it. When the afternoon sessions began, the entire 150-person audience sat around for twenty minutes while the first presenter fiddled around trying to get her laptop to project.

She then added insult to injury by exceeding her allocated time, with no correction from the conference organizers.

When she was finally finished I asked if we could run late so I could get the session duration I’d planned for.

No, sorry, you’ll need to shorten your session by twenty-five minutes,” was the reply.

Experienced presenters are able to creatively improvise in response to last-minute changes to their environment. However, losing a third of my time with no notice was a challenge. I did a good job, but had to omit the major exercise planned for the session. The resulting experience was less impactful than it could have been. Ultimately, the attendees are the losers when this happens. They don’t know what they missed — and, of course, I don’t come across as well as I might deserve.

“Sorry, but we’re starving and exhausted.”

Here’s another less obvious way that chronic lateness can sabotage a session. A client asked me to facilitate a 90-minute workshop for 600 attendees. It was scheduled as the last session of the day, in a distant ballroom separated from earlier sessions by a five-minute walk. With a scheduled 30-minute break before my session, there was plenty of time for participants to get to my room.

Or so I thought.

The session required extensive set up, so my crew and I worked solidly for three hours to get the room ready and rehearse our workshop tasks. But when it was time to start, no attendees appeared.

We waited for 30 minutes before people began to trickle in. Clearly, the entire day’s schedule had been running severely behind all day. Luckily, an organizer told me I could still use my full time for the workshop. That was a relief to hear.

Hundreds of people were standing as I was about to start. But then the conference owner arrived and asked to present an award first. He made a short introduction of the recipient, who embarked on a long, rambling thank-you speech.

Finally I began my workshop, which required participants to be present for the entire session. (Early leavers would significantly impact their working groups.)

I’ve run this workshop many times, and in the past when I’ve announced this requirement (“If you have to leave before [finishing time], I’m sorry but you should not participate in this workshop”) typically two or three people leave.

To my astonishment, hundreds of people — two-thirds of the room — left!

Dumbfounded, I nevertheless knew that the show must go on.

It was a great workshop for the folks who remained. (No one left when it was over; they simply sat and talked with each other for at least ten minutes before anyone left the room. And several people came up and thanked me.) But I was disappointed and puzzled that so many attendees had missed out on an excellent experience. Obviously, I wanted to find out why. But first we had to break down the room set, and by the time this was over the attendees had dispersed.

At breakfast the next morning the reasons for the mass exodus finally became clear. The morning program sessions had run over so extensively, that the organizers slashed the lunch break to 30 minutes. Since lunch was not provided at the conference that day, many attendees didn’t have time to eat any lunch at the restaurants nearby.

The afternoon sessions also overran, so the organizers also eliminated the scheduled 30-minute break before my session. When the hungry and exhausted attendees appeared in my room, only to be asked to attend my entire workshop in its entirety, the proverbial straw broke the camel’s back and most of them walked out.

As a participant, I would have probably joined them.

Stay on time!

From my perspective as a presenter and facilitator, I’m not sure there’s much I can do when others cause truncation of my contracted sessions or fill them with hungry, tired attendees. Perhaps a contract clause that doubles my fee if the session starts late or my available time is slashed?

I can dream.

Regardless, the moral is pretty obvious. Stay on time! That goes for everyone: conference organizers, emcees, facilitators, presenters, and attendees. Ultimately this is a matter of careful planning, firm and effective time management, and simple respect for everyone who spends time, energy, and money attending and producing an event.

Should presenter contracts include a no brown M&Ms rider?

vanhalenriderVan Halen‘s 1982 World Tour performance contract contained a provision calling for them to be provided backstage with a bowl of M&Ms from which all the brown candies had been removed. Although this sounds like a self-indulgent rock-group’s outrageous whim, there was a sound business reason for inserting this peculiar request in the depths of a 53-page contract:

“The M&Ms provision was included in Van Halen’s contracts not as an act of caprice, but because it served a practical purpose: to provide a simple way of determining whether the technical specifications of the contract had been thoroughly read and complied with.”
Brown Out, snopes.com

If the group arrived at a venue and discovered brown M&Ms present, they knew they needed to immediately check all contract stipulations — including important matters like whether the stage could actually handle the massive weight of the band’s equipment. Apparently, David Lee Roth would also trash the band’s dressing room to drive home the point.

Over the years I’ve contracted with hundreds of organizations for meeting facilitation and design consulting, and I’m starting to wonder if I need to adopt Van Halen’s approach.

For example, I have arrived at presentation venues to find, despite a written contract agreement to the contrary:

  • The room is full of furniture that prevents participants from moving around. “We didn’t realize it was important, and we need this room set for the session after yours.”
  • I can’t post materials on the walls. “Can’t you use some tables instead?”
  • Requested audio equipment isn’t available. “We couldn’t get you a Countryman/lav, but here’s a hand mike.”
  • The unobstructed free space is far smaller than what I requested or was told. “We needed a stage for the afternoon keynote.“/ “We decided to hold the buffet in the room.”
  • Fine-point Sharpies have been replaced by ballpoint pens. “Oh I see, yes, I guess no one will be able to read all the participant Post-Its at a distance. We’ll just have to make do.”
  • Projector resolution is not what I was told or requested. “Your slides will be a bit distorted, but I’m sure people will still be able to read them.”
  • Tables that were supposed to be covered with taped down white paper for participant drawings are still bare. “Kevin said he’d cover them, but we don’t know where he is. Surely it won’t take long; can you help us?”
  • Carefully diagrammed room sets have been replaced with something different. “Well, our staff have never set up curved theater seating before — it’s not on their standard charts — so they set the rows straight.”

It’s true that I’m not the standard-presenter-talking-from-a-podium-at-the-front-of-the-room — i.e. “Give me a room full of chairs and my PowerPoint and I’m all set!” Yet there are sound reasons for my, apparently to some, strange-seeming requests. Those contract provisions are not about making my life easier or more luxurious — they are needed to provide participants with the best possible learning, connection, and overall experience during my time with them.

I am well aware of the incredible demands made on meeting planners before and during events. I’ve had that role for hundreds of events, and know what it’s like. Things rarely go according to plan, and creative solutions need to be invented on the spot. No matter what happens, I always work with planners to the best of my ability to ensure that the show goes on and it’s the best that it can be under the circumstances.

What’s frustrating is that complications like the examples above can almost always be avoided with a modicum of planning — if meeting planners read and take seriously the contract terms to which they’ve agreed. I will bend over backwards to resolve pre-event concerns, but being hit with last-minute surprises is, at best, annoying, and, at worst, can significantly reduce the effectiveness of what I have been paid and contracted to do.

No, I’m not going to start trashing dressing rooms like David Lee Roth. (Full disclosure: nobody’s ever even offered me a dressing room.) But, folks, if you hire me, don’t spoil the ship for a ha’p’orth of tar. Please read the contract before signing it, ask me about anything you don’t understand or are concerned about so we’re clear about my needs and your ability to fulfill them, take my requests seriously, and, as the event approaches, keep in mind your commitments so they don’t get overlooked. I will appreciate your professionalism, and everyone — your attendees, you, and I — will reap the benefits.

Event design is not just visuals and logistics

I love David Adler‘s creativity, support, drive, ingenuity, and enthusiasm. The first time I met him—at the premier EventCamp in 2010—he immediately purchased my just-published book, sight unseen. The following year, David was kind enough to honor me in his flagship publication BizBash as one of the most innovative event professionals. Whenever I’ve had the pleasure of meeting David (not often enough!) he has proved to be a continual source of great ideas and encouragement, as well as a masterful conversationalist.

However, one recurring theme in David’s magazine irritates me, because it perpetuates a common misconception in the events industry.

BizBash consistently uses the term “event design” to mean “visual design”.

As an example, consider the 2016 Design Issue. The cover proclaims “What’s Next in Event Design?”

BizBash Design Issue cover

The sixty pages of this issue concentrate exclusively on visual and F&B ideas and treatments. While its article “8 Fresh Faces of Event Design 2016” says it is about “industry newbies who dream up and create an event’s visuals as opposed to those that handle the logistics like a planner”, this really misses the point.

Event process design determines the logistics and visuals we use. Logistics and visuals are secondary issues that support the primary design choices we make.

First decide what your event is designed to dowhat you want to happen during it—and then determine appropriate logistics and visuals that support and enhance the process design.

There is nothing in the 2016 BizBash Design Issue that explores the heart of event design: what will happen at the event? As I’ve written elsewhere, we are so steeped in traditional process rituals that society has used for hundreds of years—lectures, weddings, business meetings, galas, shows, etc.—that we don’t question their continued use. These forms are essentially invisible to us and previous generations because they have been at the heart of social and professional culture for so long.

But when someone takes time to reexamine these unquestioned forms, startling change becomes possible. Here are three examples:

1 — The world of weddings
In 2009, Jill and Kevin created the JKWeddingDance for their Big Day, and the traditional Western wedding was enriched forever.

2 — Elementary Meetings
Eric de Groot and Mike van der Vijver’s book “Into the Heart of Meetings” contains numerous examples of using Elementary Meeting metaphors to discover new congruent meeting forms.

3 — Conferences That Work
Finally, my own contribution. Re-imagining a conference as a participant-driven and participation-rich event, rather than a set of lectures, increases effective learning, participant connection, and individual and organizational change outcomes far above what’s possible at traditional passive broadcast-style meetings.

Prolonging the misconception, as BizBash implicitly does, that meeting design is principally about sensory design is slowing the adoption of fundamental and innovative process design improvements that can significantly improve our meetings. Instead, let’s broaden our conceptions of what meeting design is. Our work and industry will be the better for it—and our clients will appreciate the results!