How to Shift from Large Events to Multiple Smaller Meetings: Tips and Strategies for Event Planners

As the pandemic continues, the way events are planned and executed has changed. One of the shifts is from large events to smaller meetings. This article will outline how to make this transition, including the benefits of multiple small meetings, tips for planning and executing smaller meetings, and how to use technology to make the transition smoother. By implementing these strategies, event planners can continue to provide valuable experiences for attendees while adapting to the current environment.

Introduction

The COVID-19 pandemic has significantly impacted the events industry, with many large gatherings being postponed or canceled. To adapt to the current situation, event planners are shifting from large events to multiple smaller meetings. This approach allows them to provide attendees with a valuable experience while ensuring their safety.

Benefits of Multiple Small Meetings

There are several benefits to shifting from large events to smaller meetings. For one, smaller meetings are easier to manage and execute, as there are fewer attendees to accommodate. Additionally, attendees may feel more comfortable in smaller groups and are more likely to engage in discussions and ask questions. Smaller meetings also provide more opportunities for personalized experiences, allowing attendees to interact more closely with speakers and presenters.

Tips for Planning and Executing Smaller Meetings

When planning smaller meetings, it's essential to focus on the details. Event planners should ensure that the meeting space is appropriate for the number of attendees and that there is enough room to accommodate social distancing guidelines. The event schedule should be planned with breaks and time for networking, which is crucial in a smaller setting. Event planners should also consider using technology to engage attendees, such as virtual networking or interactive presentations.

Another crucial aspect of planning smaller meetings is selecting the right speakers and presenters. With fewer attendees, the speakers' engagement level and presentation skills are even more critical. Event planners should carefully consider the content, style, and delivery of each speaker and ensure they are well-suited for the event's audience.

Using Technology to Transition to Smaller Meetings

Technology can be a valuable tool in transitioning from large events to smaller meetings. Event planners can use virtual meeting platforms to host virtual events and facilitate remote participation. They can also use event apps and other tools to connect attendees and provide them with relevant information about the event.

Moreover, event planners can use technology to provide interactive experiences, such as virtual reality (VR) and augmented reality (AR) technology, which can make smaller meetings feel more engaging and interactive. These technologies can also provide attendees with a unique and immersive experience, even in a smaller setting.

Conclusion

Shifting from large events to multiple smaller meetings can be challenging, but by implementing the strategies outlined in this article, event planners can adapt and provide attendees with a valuable experience while ensuring their safety. Focusing on the details, selecting the right speakers, and using technology to engage attendees can help event planners make a successful transition. As the events industry continues to change, it's essential to remain flexible and adaptable to ensure the success of future events.