9 ways to do development conferences differently

Seemingly every week, multiple high-level meetings or development conferences are taking place all over the world. And these events, more often than not, follow a common structure. They start with an opening address or speech from a key figure — a government official from the host country or known personality attending the event — then move to a plenary, followed by a series of panel discussions, which in some cases are broken down into different small sessions. Toward the end of each panel discussion, attendees are invited to ask any burning questions they may have. These conferences are often packed with stakeholders from different organizations and institutions: senior officials from bilateral donor agencies and multilateral development institutions, directors and heads of different U.N. agencies and nongovernmental organizations, and representatives from civil society as well as the private sector. This is not unique to the humanitarian and development sector. Business conferences often have the same layout. But how many times have you been to a conference only to find yourself nodding off, or to glance over only to find the person sitting next to you more engrossed in Facebook than the topic of the panel? If the goal of a conference or meeting is to get people’s ideas and input, engage them on an important topic such as solving the broken humanitarian system, for example, network or the very least keep them awake, conference organizers may need to move toward the unconventional — or at least add a few tweaks to the current norm. Here’s what several seasoned conference-goers have suggested: 1. Consider the floor plan. Most conferences are set up with a stage in front, and tables and chairs scattered around the room. But this could lead to reduced interactions with other participants, particularly those sitting at the back. One suggestion: place the stage in the middle. This way, speakers can interact with the audience or participants from all angles. Some TED Talks are set up this way. 2. Jumble the seats. Conferences are like classrooms. Colleagues or people who know each other often sit together. The problem with this is it limits people’s networking options; it also leaves them with their own preconceived ideas and perspectives. One solution: draw straws. Each participant gets a color assigned to him or her at random, then sits on the designated color table. This way, the chances of meeting new people as well as learning a wider range of perspectives from different stakeholders are higher. 3. Set the ground rules. In a recent multistakeholder meeting Devex attended, the host set the rules for panelists: they will be given a set amount of time to speak. The host would show them a card when they had one minute left, so they can compose their last thoughts. And when time’s up, they will be shown a card that says “STOP.” The main reason is for sessions to stay on schedule, but it also helps to get speakers to keep their presentations on point and ensure they don’t babble, without being rude. Most sessions last for one hour, including Q&As. Some speakers can go on for more than an hour. 4. Choose your moderator wisely. Often, it’s the moderator that makes or breaks a session. It is the moderator’s responsibility to keep sessions from going off topic; the moderator is also responsible in clarifying points made by panelists through follow up questions, distributing the discussion across the panel, and in keeping time. 5. Get everyone’s voices. In conferences, it’s the outspoken ones who often get their thoughts across. But that doesn’t mean it’s the prevailing idea in the room, nor the best. Others may have a different take or opinion, but are too shy to speak in public. To solve this dilemma, one seasoned conference attendee suggested setting up discussion boards outside session halls where participants can write their thoughts on a subject during breaks or free times. Another suggested adopting a “clicker system,” where the host poses a multiple choice question so participants can answer through a handheld device that transmits their choice to the host’s computer. The clicker system is used in some classroom settings for different purposes, such as gauging students’ understanding of what was discussed, for example. 6. Don’t stick to one presentation. Panel discussions are standard in conferences, but it doesn’t have to dominate all sessions. Organizers can adopt TED Talk style approaches, set up town hall meetings or engage in debates. At the recently concluded Devex World, there were interactive workshops and a learning lab where participants could try new tech innovations, such as virtual reality tools and robots. 7. Break the sessions. Participants can lose interest and focus in a panel discussion, especially if it’s not of interest. This is why breakout sessions targeting different professionals, perhaps working in different sectors, are preferred by several conference attendees. Plus, a little movement helps bring back some energy. This doesn’t mean, however, that “the more sessions, the better.” Conferences can do more with fewer sessions and fewer panel speakers, and instead focus on cultivating more meaningful discussions, said Lola Dare, president and chief executive of Chestrad International. 8. Start the discussions pre-conference. Participants in HIV and AIDS meetings are often sent out questions prior, according to Dare. This gives them an idea of what the direction of the meetings will be — or an opportunity to help shape it. So even before the meetings start, participants are already engaged in discussions. 9. Use tech. One seasoned conference attendee felt it would be great to have an app that lists all participants, along with their photos and designations, for better identification. The app could also include the conference agenda, the different sessions, and other key items that could help them navigate the event better. Simon Wright, head of child survival at Save the Children U.K. and a seasoned conference participant himself, added the use of different media platforms, such as emails, webcasts and social media such as Twitter to engage a wider set of actors. Organizers can collect questions as well as comments from these channels for those who are not able to attend a conference in person. Devex Professional Membership means access to the latest buzz, innovations, and lifestyle tips for development, health, sustainability and humanitarian professionals like you. Our mission is to do more good for more people. If you think the right information can make a difference, we invite you to join us by making a small investment in Professional Membership.