good for presentation with breakout groups

How to facilitate a successful virtual breakout group session

If you’ve participated in a workshop, conference, or brainstorm, then you’ve probably experienced a breakout session. That’s when the meeting facilitator divides up participants into smaller groups to privately discuss a topic.

When done correctly, breakout sessions are an excellent opportunity to have candid conversations and connect with other participants on a more intimate level than a broader meeting allows. But when planned poorly, breakout sessions can feel disjointed, nerve-wracking, and boring — or even a waste of time.

So, why have breakout sessions at all?

• What is a breakout session and when to use them

Breakout sessions provide opportunity for participants to empower themselves to participate rather than observe. When you’re in a large group setting, it can be difficult for people to feel compelled to speak up. In a smaller group, by contrast, participants can feel safer sharing their ideas. And when people feel safe, it leads to more dynamic meetings, where participants can share their riskier, more creative ideas.

Overall, breakout sessions are an excellent opportunity to encourage honest, open dialogue, allow people to network, and foster connections between people who might not otherwise get a chance to talk.

We asked three experts for their advice on using Miro to facilitate great breakout group sessions: Kees Froeling, co-founder of STUDIO.WHY , which provides training in entrepreneurship to people and organizations, and Lisa Lambert and Rick Kitagawa, co-founders of Spotlight Trust and authors of The Future is Trust . Here’s what they had to say.

• How to prepare for a breakout

Preparing for a breakout session is crucial for ensuring participants feel safe sharing their ideas. Fortunately, Miro makes it easy to set participants up for success.

How to set up Miro’s breakout group template

Getting started is as simple as selecting Miro’s Breakout Group Template . Once you’ve done that, Froeling recommends doing a little pre-work. Whether you’re planning a workshop, short course, or brainstorming session, determine which parts of the meeting will be centrally facilitated and which will be teamwork-driven.

Then, set up boards for each team with clear instructions for their breakout session. Froeling recommends specifying what participants should aim to accomplish during their breakout group session, which activities should are ideal for a group and which ones participants should complete individually, how much time the team has for each step, and when they can take a break. Differentiate between synchronous work and asynchronous work.

Lock all the elements on the board that participants don’t need to change, and then streamline content across all teams’ boards. Froeling says to keep in mind that you can put multiple teams on one board if it’s a shorter workshop, but if it’s a longer session, he definitely recommends preparing a board for each breakout team.

Froeling also recommends making a green shape on the board that participants can turn red if they need help. That’ll make it easier for the facilitator to monitor the sessions without unnecessarily disturbing participants’ flow.

Who should be in the breakout groups

Froeling suggests taking some time to plan out who should attend: team members, outside participants, or a combination. He likes running workshops with multidisciplinary teams; he finds that outcomes are often more creative and diverse. Whenever he schedules a series of workshops, he asks participants to do a short personality test (Froeling likes 16 Personalities ) and leverages the results to create effective teams.

Once you have your group, split them into teams of five people to encourage everyone to participate rather than spectate.

Prepare for technical issues

Nobody likes to think about technical issues, but it’s an essential step in the planning process. Planning for technical challenges will ensure participants (and the facilitator) feel comfortable and relaxed throughout the group session and prepared in case of interruption.

At a minimum, it’s a good idea to create contingency plans for internet interruptions. Lambert and Kitagawa recommend beginning a session by providing instructions for what to do in case of a tech issue: sharing the link to reconnect, letting everyone know who they should contact if they experience technical difficulties, and so on.

If participants are brand new to the tech, Froeling suggests scheduling a check-in ahead of time so you can minimize the time and energy you lose on tech support during the actual session. Lambert and Kitagawa also recommend inviting people who would like to better familiarize themselves with the tech you’re using to join the session a few minutes beforehand to get settled.

• How to facilitate a breakout group meeting

Facilitating a breakout group session can be intimidating, but it doesn’t have to be! It’s a fun chance to create a dynamic environment for people to share and connect.

Provide clear instructions

Begin by setting the stage for your participants. Lambert and Kitagawa like to begin by letting participants know what to expect during the session. If you don’t take that step, breakouts can feel a little jarring! Guide participants by letting them know how many people will join their session and how long it will be.

Then, orient participants by clearly explaining the purpose of the breakout room. Let them know three things: 1) what you’re asking them to do, 2) how you’re asking them to do it, and 3) why you’re asking them to do it. Lambert and Kitagawa recommend writing these three points out on a Miro board in addition to communicating them verbally.

Breakout group best practices

Froeling, Lambert, and Kitagawa have some practical advice that’ll help you build momentum and maintain flow throughout your breakout group session.

Lambert and Kitagawa point out that jumping into a breakout room can be nerve-wracking regardless of whether you know your fellow participants. In particular, participants and facilitators are often nervous about what to do if they wrap up a task or conversation earlier than anticipated.

Give participants practical tools and techniques they can use to connect and converse. By making it easier for them to get the most out of their time together, you’ll minimize awkwardness and maximize ROI. Lambert and Kitagawa like to equip participants with phrases they can say if the conversation runs dry: for example, “What else?” and “Tell me more.” They also provide bonus tasks and questions participants can use if they finish something early.

Froeling likes to ensure the facilitator has at least one extra screen so they can monitor the teams. If a team needs help with something, Lambert and Kitagawa say to equip each participant with a clear sense of how they can get in touch with the facilitator or exit the group.

Bring everyone back to the main room

As the breakout group session wraps up, Froeling uses bulk mode to converge and the voting tool in Miro to diverge across teams.

To synthesize everyone’s ideas, you can place participants’ work on a central board so everyone can discuss as a group. Froeling recommends using the embed function to share more widely or having each team make a Loom video to share.

• Breakout groups template

Breakout groups are a fantastic way to stimulate conversation between teams and encourage people to share their ideas. If you plan ahead and have a clear idea of what you want to get out of your session, then you’ll create a safe and dynamic environment in which everyone feels compelled to share their ideas.

Luckily, using Miro’s Breakout Groups Template to customize your virtual and hybrid sessions is super easy. To get started, simply click on the Breakout Groups Template and start editing!

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How to Lead a Breakout Session: A Guide for Success

• The Speaker Lab
• February 12, 2024

Table of Contents

Have you ever been a part of an event where one breakout session stood out as the highlight? Where engaging dialogue replaced monotonous lectures and diverse learning styles were embraced instead of overlooked? What if we told you that with some preparation and creativity, you could lead a breakout session like that?

This post is your guiding light to mastering the art of leading breakout sessions. From understanding different session formats to tailoring content based on attendee feedback, and from setting up a conducive environment for collaboration to maintaining participant engagement—we’ve got it all covered.

We promise by the end of this journey you will not only be ready to lead a breakout session , but also leave attendees buzzing with newfound insights. Are you ready?

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Understanding the Role and Importance of Breakout Sessions

When it comes to event planning, breakout sessions play a pivotal role in facilitating deep dives into relevant topics. These are small group activities within larger conferences that focus on specific areas or topics. By design, they’re interactive—think less lecture-style presentation and more workshop-like discussions.

At its core, a breakout session involves splitting attendees into smaller groups for targeted content delivery or discussion, with one leader helping facilitate. They offer benefits such as improved attendee engagement and learning retention.

Different Types of Breakout Session Formats

The format of your breakout session can significantly influence its success. From panel discussions to hands-on workshops, choosing the right setup is crucial.

You might opt for a traditional question-and-answer segment if you want participants to directly engage with industry experts or thought leaders. Alternatively, lightning talks—quick five-minute presentations—are perfect for keeping things fresh and interesting when covering various subtopics.

Preparing for Effective Breakout Sessions

Your journey to leading an engaging breakout session begins long before the actual event. With a clear objective and strategic planning, you’re setting your sessions up for success from the start.

Using Attendee Feedback to Tailor Session Content

To create a truly effective breakout session, consider who will be attending and what they hope to get out of it. Conducting pre-event surveys can help gather attendee data, which in turn helps tailor your content effectively. For instance, maybe your participants prefer visual aids like PowerPoint presentations or hands-on workshop-style group activities.

Once you have gathered this invaluable input, use it as a compass guiding everything from topic selection right down to how you format your discussion. Each decision should reflect back on creating value for those attending. This not only sets expectations but also ensures that each participant feels valued because their learning needs are taken into account.

Picking The Right Event Venue For Your Breakout Sessions

In addition, selecting the appropriate venue plays a significant role in accommodating breakout sessions smoothly. Consideration must go beyond just size; think about layout too. Does it allow space for small groups? Can rooms accommodate different seating designs? All these factors contribute towards enhancing engagement levels among participants during breakouts.

Finding A Backup Plan Is Key

Anticipating the unexpected is essential for any event planner, so having a backup plan in place can help you stay flexible and prepared. A well-prepared event planner always has a backup plan. Perhaps the breakout room you planned to use isn’t available or your main speaker falls ill. In cases like these, having contingencies in place will let you adapt and keep sessions running smoothly.

With careful preparation that incorporates attendee feedback, sets clear objectives, and accommodates venue constraints, you can create engaging breakout sessions that leave people eager for more. Remember: effective preparation is key to successful delivery.

Setting Up for Success | The Stage for Breakout Sessions

The foundation of a successful breakout session lies in the environment you create. Whether it’s an event breakout or a small group activity, setting up your stage is pivotal to engaging participants and boosting engagement.

Creating a Welcoming and Inclusive Environment

To make sure your attendees feel valued and included, design seating that fosters collaboration rather than competition. Think round tables instead of classroom rows since this encourages attendees to engage with one another naturally.

In addition to physical layout, consider different learning styles as well. Some people prefer theater-style lectures while others thrive in workshop-style group activities or lightning talks. Tailor the format based on attendee data so everyone feels at home.

As leader of your breakout session, make sure that you give your attendees a clear objective from the get-go. Doing so can increase engagement dramatically because participants know what they’re aiming towards. Maybe you want them to brainstorm solutions around an overarching theme or discuss targeted content relevant to specific events. Whatever your objective is, giving your participants a clear path forward will help you get there a lot faster.

Leveraging Technology Tools

Incorporate tools like video conferencing apps if you’re running virtual breakouts. They’re a godsend during times when in-person events aren’t possible, but also handy for connecting geographically diverse groups regardless of circumstances.

Fine-tuning Logistics

An efficient floor plan coupled with effective time management forms two essential pillars underpinning any breakout session. Remember to account for buffer time between sessions so that attendees can move from one session to another without having to rush.

Additionally, make sure you always have a backup plan. You never know when you might need an alternative space due to sudden changes in event venue conditions or even the weather if it’s outdoors. Any event planner worth their salt will tell you: having a Plan B can be the difference between success and disaster.

When you’re setting up your stage, it’s not just about looks. It’s also about crafting an environment that really works.

Leading Engaging Breakout Sessions

Engaging breakout sessions are the heart of any successful event. They provide an intimate setting where attendees can delve deeper into specific topics, learn from each other’s experiences, and build connections that last long after the event is over. The key to leading a captivating breakout session lies in understanding your audience.

Crafting Targeted Content

The most engaging breakout sessions provide targeted content that meets attendee needs head-on. Before guests register for your session, ask them what topics interest them most or what challenges they face within the broader conference topic using pre-event surveys poll methods.

This approach will make sure every piece of information delivered is valuable and keeps attention piqued throughout as attendees feel each segment has been tailor-made just for them, resulting in higher overall engagement.

Leveraging Storytelling & Real-life Examples

Another technique used by seasoned speakers involves weaving storytelling elements into their discourse and using real-life examples as teaching tools—nothing gets people engaged quite like a compelling story. In fact, according to Forbes , storytelling is “one of the most reliable mechanisms for sustaining attention.”

If you need help creating impactful stories, check out our article here .

Fostering Active Participation

Breakout sessions are not about attendees passively absorbing information; they’re a platform for interaction and active learning. Therefore, encouraging attendees to ask questions or share experiences is crucial.

Implementing Speed Networking or Lightning Talk Sessions

You’ve probably heard of speed dating, but have you ever tried speed networking? It’s a fun way to boost engagement and let attendees share their expertise in quick-fire rounds. Or how about lightning talk sessions ? These fast-paced presentations keep participants engaged because they’re short, snappy, and full of interesting insights.

In fact, according to Forbes , “businesses with engaged and happy workers make 23% more profits than those with miserable employees.” So not only are these strategies enjoyable, they’re beneficial too.

Managing Time Effectively

We’ve all experienced the frustration of running out of time while engaged in a stimulating discussion. A common challenge while facilitating effective group activities is keeping track of time without dampening the energy levels in the room. Here’s where having buffer time between sessions becomes critical; not only does it allow some breathing space, it also keeps attendees relaxed yet focused throughout your presentation-style session.

Using Technology Tools for Engagement

In the age of digital events, using technology tools like live polling can be a game-changer in terms of boosting engagement levels during your breakout session. Not only does it increase interaction, it also helps attendees feel valued as their opinions and inputs shape the course of discussion.

Keeping Participants Energized

To maintain healthy energy levels among attendees, try implementing group activity breaks in between events. A simple quiz game related to your overarching theme can re-energize participants while keeping them connected with the subject matter.

To sum it up, leading captivating breakout sessions is all about combining skills and strategy effectively.

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Evaluating Breakout Sessions for Continuous Improvement

Effective evaluation of breakout sessions is like using a compass in the wilderness: it guides your future actions and keeps you on track. Let’s delve into this process.

The Power of Participant Feedback

Gathering feedback from participants post-session can offer invaluable insights. Attendee data acts as an X-ray, providing transparency to the effectiveness of your event breakout session. Ask them about their experience during your session. Did they feel valued? Did they find the targeted content engaging?

A good practice is to poll attendees right after each session or at least before guests register for their next session. Immediate reactions often yield honest responses.

Digging Deep with Data Analysis

Data analysis doesn’t have to be complex or intimidating—think of it more like detective work. In-person events produce plenty of attendee data, which, when analyzed carefully, help you patterns and preferences better.

Examine factors such as how many attendees engaged in group activity during each breakout room, compared to those who were passive observers. How long was each participant engaged? What sorts of activities did participants tend to find engaging?

Incorporating Improvements: The Art and Science

Incorporating improvements based on feedback and data may seem daunting but remember, every step taken towards improvement is a step closer to perfecting your breakout format.

FAQs on How to Lead a Breakout Session

How do you structure a breakout session.

First, define clear objectives. Next, choose the right format and create an engaging agenda. Remember to factor in time for introductions, discussions, and breaks.

How do I run a breakout session?

To run one effectively, make sure you’re prepared with materials and guidelines. Encourage participation by asking questions or incorporating activities that cater to different learning styles.

How do you facilitate a breakout room?

You can facilitate by setting ground rules at the start. Also use technology tools like digital whiteboards for collaboration and ensure everyone’s voice is heard during discussions.

How do you host breakouts?

You host them by creating an inclusive environment that encourages interaction. This could mean flexible seating arrangements or leveraging tech tools for virtual sessions.

Mastering how to lead a breakout session isn’t rocket science; it just needs careful planning and execution.

Remember, understanding the purpose of your session is vital, and catering to different learning styles will help keep everyone engaged. A well-thought-out format ensures lively interaction and fruitful discussion.

When creating content for your breakout session, prioritize attendee feedback since this makes sessions more relevant and effective. The environment plays a huge role too, so create an inclusive space that encourages participation from all attendees.

Maintaining engagement can be challenging but using strategies like speed networking or lightning talks could work wonders! Finally, always evaluate each session for continuous improvement. With the proper techniques in hand, you can make your next event a success!

• Last Updated: February 29, 2024

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Breakout Session Basics: 12 Ways To Engage & Inspire

SpeakerFlow

Engaging your audience in an inspiring, motivating way is one of the most important goals of any event planner or speaker. However, you have to also recognize that your audience is human. It’s impossible to stay perfectly focused for any significant amount of time. To put it in perspective, research suggests the average person can only focus on a single topic for up to 7 minutes at a time. This is where a breakout session comes in, giving attendees an opportunity to engage with each other and decompress from the larger message.

Unlike a typical meeting or presentation, a breakout session is a lot less structured and formal. These are common with both in-person and virtual meetings, and they’re an opportunity to connect. If you’re a professional speaker , incorporating breakout session strategies leverage your existing skills to inspire attendees in another way. As an event planner or manager, including breakout groups within your schedule leverages a new opportunity to improve the attendee experience.

Whether you’re a conference planner, speaker, or event manager, you need to have a strong grip on your breakout session strategy. When done well, a breakout session is a workshop-style group activity that furthers the goals of the event. On the other hand, when done without a strategy, these are a time-waster at worst. They can lead to audience frustration, anxiety, and a lack of understanding.

Though they’re easy to overlook, breakout sessions can make or break your overall event. Yes, they’re shorter than other items on your overall agenda, but that just means they need to be even more focused. From brainstorming solutions to discussion groups, here are 12 ways to engage and inspire through your next breakout session. Learn from the speaking pros so each event is attention-grabbing from start to finish.

1. Consult attendees about their needs/goals for the event.

First, you can’t plan a strong breakout session if you don’t understand your audience. Though the goal is to further the discussion, it’s also to serve your audience. This is why you need to consult attendees about their specific needs and goals for your event. Think of your breakout session as a complement to the overarching theme of your bigger event.

If you understand what your attendees are looking for, it’s much easier to cater specifically to them. How can you do this? The best idea is also the simplest: ask them directly. Poll or survey attendees beforehand to see what types of experiences they’re interested in. From there, you can design events that meet their specific needs. Your data should lead your breakout programs, supplementing existing themes and goals.

Ultimately, your pre-event surveys should help you add value to your event. Though breakout sessions often get a bad reputation, this is usually because they’re thrown together without a defined objective. If you understand what your audience wants to achieve, you can make sure you’re putting their goals into action. While it’s important to know what you want to accomplish as an event organizer, it’s more important to learn what they want.

Your Action Steps:

• Poll or survey attendees prior to the event to determine what types of activities they’re interested in.
• Learn from event speakers, organizers, and leaders about how to best serve your audience based on their prior experience.
• Create clear goals of your own focused on adding value.

2. Plan your breakout session to account for different learning styles.

Second, your breakout session can’t be one-size-fits-all. If you want it to be engaging, you also need to make sure your session is exciting to participants with different learning styles. A reported 90% of event planners think providing a personalized attendee experience is the most important. As one of the biggest KPIs for success, you can’t leave your breakout sessions to chance.

The most common learning styles are kinesthetic, visual, and auditory. Luckily, there are a lot of different breakout session formats to choose from:

• Conversations: Start conversations focused on networking and the topic at hand.
• Workshop: Guide groups through a learning experience, helping them leverage their skills and expand their hands-on know-how.
• Games: Who doesn’t love a game? Host a mini-game for your groups, bonding them in a different way.
• Mindful breaks: Let attendees relax with mindfulness breaks, activities, and an opportunity to find balance.

There are endless options within these different ideas above, and there’s no such thing as the perfect fit for everyone. If possible, be flexible. Offer multiple options so people can choose the activities that speak to them. If it’s a matter of attendance, you can have attendees sign up for breakout sessions in advance, letting you account for logistical concerns.

• Understand the 3 most common learning styles and how to cater to them.
• Create multiple options within your breakout groups, or keep your plan flexible to accommodate different needs.
• Decide how attendees will sign up for your breakout sessions (in advance, drop-in, etc.) and set your schedule.

3. Test your breakout session ahead of time, when possible.

Third, don’t wait until the final minute to hope for the best. When possible, test your breakout sessions. You can do this by talking to your friends, family, colleagues, and more. Though not always possible, this is a powerful way to work through any possible problems. Things like tech challenges, content questions, and organizational problems can come to light sooner.

Though problems happen, the last thing you want to worry about is troubleshooting something important during your event. This is especially true if you’re hosting a virtual or hybrid breakout session. Even for in-person events, you still need to do what you can to ensure it runs smoothly. By testing in advance, you learn the best questions, equipment, and space.

When testing, work with your group facilitators if possible. These leaders are your greatest source of feedback. Not only do they have experience organizing meetings, but they’re also likely to have action-based tips for success. Like all things, practice makes perfect. Make sure you feel confident before you begin your breakout group.

• Talk to those you trust about your breakout session ideas to get initial feedback.
• Create a plan for troubleshooting in case something goes wrong, especially a backup plan for technology.
• Practice your breakout group plan in advance so you’re ready to lead with confidence.

4. Build anticipation for your breakout session during the event.

Next, put the focus on your breakout session during the event. While it’s easy to focus on the big-name events and speaking sessions, these breakout sessions are a chance to make a big impact. Network with your attendees to check in with people who you already know are coming. When you create buzz, it’s easier to drive attendance to your breakout session.

By creating a unique, engaging experience, you get people excited about it. Make the experience one of the many highlights of your bigger event, not just an afterthought. Low attendance is any event planner’s worst nightmare. Excite attendees with teasers, sneak peeks, and unique ideas.

Most im[ortantly, make it easy for attendees to participate. Complicated registration only gets in the way of your success. Instead, limit your registration pages and apps to the most basic information. Better yet, allow drop-in attendance to make sure all breakout sessions are full and engaging.

• Before your event, encourage attendees to learn about your unique breakout sessions and what’s in it for them.
• Generate buzz around your breakout sessions by encouraging big names and leaders to attend and share amongst their own circles.
• Allow drop-in attendance to fill in any last-minute vacancies during the event.

5. Set expectations before the session begins.

Before your session even begins, make it clear what attendees can expect. If you leave small groups on their own, they’re likely to wander off course quickly. It’s difficult to come to clear results if groups don’t know what to expect. To keep sessions on track, appoint someone as the team facilitator or leader. Similarly, set these expectations:

• How long is it going to be?
• What are the goals of the session?
• What outcomes should attendees have achieved when they leave?
• What roles will each person play within the group?

While you shouldn’t dictate the “best” way for groups to proceed, you should be clear from the start. The easier it is to understand the expectations, the more likely each team will find success within their own groups. Whether you’re planning a virtual, hybrid, or in-person event, make goals clear from the start.

The easiest way to share expectations is by writing them down clearly. Having a set of easy-to -see and understand meeting or group guidelines makes sure everyone is on the same page. Don’t assume everyone understands what you mean. Instead, review expectations clearly. For example, you might set an expectation that each group chats for 20 minutes and then comes up with 3 ideas of their own. This way, everyone knows what they’re getting into from the start.

• Make a plan for appointing team facilitators in advance.
• Write down your expectations for how long the session will last, outcomes, and roles.
• Ensure expectations are easy to see and understand.

6. Design the room to boost engagement.

Sixth, your physical space should work towards the goals of your event. Your venue has to work for you not against you. The wrong space could make it hard to work together, whether that means the room is too loud for the number of people or it’s too far to quickly rejoin the bigger group.

Your breakout groups should be convenient, size-appropriate, and thoroughly laid out. In regards to the layout, different options might be appropriate depending on the type of session you choose. While many planners are quick to jump to the default lecture setup, this might not be the best fit. For example, an on-the-move session might want to skip chairs altogether while a theater-style lecture hall might be better for less interactive sessions.

The same is true for virtual and hybrid events. The right digital ecosystem can make all the difference. Whether this means choosing the right tech tools or designing the right breakout group digital assets, these small things add up. Luckily, it’s never been easier to find the right digital event tech tools to fit your needs. You can do things like virtual whiteboards, digital games, live polling, and so much more.

• Consider the room type that best suits your goals, keeping in mind that a lecture hall isn’t always the right choice.
• Make sure your room is practical and within a reasonable distance of other activities and plans.
• Include tech concerns in your room design, whether you’re planning a virtual, hybrid, or in-person event.

7. Break the session into smaller, interactive activities.

Ultimately, the goal of any breakout session is to allow attendees enough time to absorb the information they’ve gathered in the main sessions. In addition, this is a chance to connect with other attendees without the formality of the other structured sessions. These are supposed to be relaxed, easygoing, and accessible to all. Because of this, it’s helpful to break your session into smaller, interactive activities.

Having smaller activities makes them more intimate. Because groups are likely to be smaller, it’s a lot easier for people to interact. This makes the entire event more engaging and memorable. Everyone can relate to how overwhelming it feels to get to know people in a crowded, overwhelming space. By breaking larger events into smaller activities, everyone has a chance to have their voice heard.

How can you keep breakout groups interactive? Consider team-building activities, games, or other fun ideas that break the norm of traditional conferences and events. While people will likely spend the main events soaking up information in a traditional setting, this is a chance to kick back and do something new.

By engaging different parts of the brain, people really take in the overall experience. In fact, a Harvard Business Review (HBR) study even shows that professional teams are more successful when they have fun together. A reported 50% increase in positive communication is a result of social interactions outside the traditional work environment.

• Break down larger groups into smaller, approachable activities.
• Focus on fun and overall positivity vs. trying to “do it all” in a short period of time.
• Look for ways to break down social barriers, like conversational activities, bonding games, and more.

8. Stick to the schedule (and leave buffer time, just in case)

Next, as the saying goes, timing is everything. This means more than just staying on schedule — though that’s important. It’s about scheduling enough buffer time throughout your overall event to account for your attendee’s time. While too many sessions could leave people feeling burnt-out and overwhelmed, too few could mean they’re likely to leave early.

Above all, try your best to stick to the schedule. When things run late, people get frustrated and worry they’re missing something else. This could interrupt the flow of your entire day, disrupting future groups and workshops. Similarly, attendees won’t feel like their time is valued by organizers, and this leads to overall dissatisfaction.

Aside from staying on track, leave enough buffer time in your schedule to account for anything unexpected. For example, your tech might stop working mid-activity. This could take a few minutes to get back up, but that shouldn’t send your entire plan into a spiral. Having buffer time accounts for real-world concerns that are hard to predict. At the very least, they allow people to have enough time between sessions to chat, take a break, and attend to their needs.

• Be realistic about how long activities will take. When in doubt, practice with a timer.
• Schedule your breakout groups towards the middle of the day in between other, larger activities to achieve balance.
• Avoid overdoing your breakout groups and over-scheduling.

9. Conclude with next steps for attendees to follow.

With that in mind, what do you do when it’s time to wrap up? Closing your breakout session is just as important as all of the other tips we shared above. The way you choose to end your session gives your audience a chance to take in all they’ve learned, and it’s also a chance to encourage everyone to take additional steps.

Not only should you always thank your attendees for being present and engaged with the breakout session, but you should also have a call to action. You might invite attendees to stick around and share what they’re taking away from the session. Alternatively, you might ask them to ask any remaining questions. The most important thing to do, however, is to make sure they know where to go next.

This could be from a practical standpoint. For example, make sure they know about any upcoming events or groups that might be similar. They might need directions or clear steps about where to go next. Similarly, you could provide practical ways to continue this conversation, like following you online or tuning into the event’s page for more details.

• Determine your key takeaways for attendees in advance.
• Create a plan for sharing a clear call to action at the conclusion of your session.
• Stay present in the area for any follow-up questions, feedback, or conversations.

10. Provide resources breakout session attendees can take with them.

Moreover, if you want to make a real lasting impression (hint: you do!), you need to leave attendees with something they can take with them. These vary from tangible things (notebooks, downloads, etc.) to intangible things (ideas, goals, plans). Ultimately, what you decide will depend on the type of breakout session you organized as well as your budget.

Some ideas for resources attendees take with them include:

• An action plan with their outlined goals they set in this session
• A free book or guide
• Notebook, pen, or paper to use in other sessions
• Digital download
• Digital toolkit

As an event facilitator, it’s up to you to make sure breakout session attendees know what they’re bringing with them afterward. The breakout session itself is just an initial opportunity to learn about a topic. The development doesn’t stop there. Whether they continue to build on what you’ve learned or they add to their network, your resources make all the difference.

• Determine which resources suit the goals of your session.
• Make it easy for attendees to access these resources quickly.
• Include a clear call-to-action in your conclusion.

11. Offer post-event bonuses for breakout session participants.

Of course, it should come as no surprise that you can use your breakout session as an opportunity to offer post-event bonuses. These participants have already engaged with you in some way. Whether you’re a consultant, planner, or professional speaker, make sure your attendees feel valued and appreciated.

You might offer discounts on future products or services, for example. Alternatively, you could include a free download, workbook, or upgrade for future services. Since you already had a chance to build a relationship with these participants, they’re likely already in your target audience. As long as you’re adding value, these types of selling opportunities are welcome and usually appreciated.

This is why it’s also important to be available after your session. When you have the chance to speak one-on-one with attendees, they’re likely to engage with you in new ways. Not only can they ask questions about your work, but they can also learn more about whether you’re the right fit for them.

• Upsell existing products or services by offering bonuses specifically for participants in the breakout session.
• Use custom promo codes, QR codes, or URLs to track the performance of your upsells.
• Build the relationship of any potential leads long-term, potentially turning into referrals down the line.

12. Ask attendees for feedback afterward so your next session can be even better.

Finally, you want to make sure your next session is even better than this one. Getting honest, constructive feedback after any event is crucial for long-term success. However, it can be challenging to get feedback in the first place if you’re not sure what to do. Since you want to make sure your attendees had the best possible time, don’t overcomplicate the feedback process so they’re easily able to share their thoughts.

The biggest key is to get your attendee’s feedback while they’re still in the room or logged into the event. While it might be tempting to wait until after the overall event, they’re much less likely to actually do this afterward. Introduce your survey before ending the session, and make it as easy as possible for attendees to respond.

One option is to ask attendees to complete a quick survey online through their email or a special link. A short, well-written form is the best option. In your feedback, ask why your attendees joined this breakout session as well as whether it met their expectations. Most importantly, ask what you can do better in the future. By acting on this information, you ensure your next breakout session is even stronger than this one. Bonus: this is also a chance to capture contact information to keep your relationship with attendees strong!

• Make a strong first impression and keep your session engaging so people are compelled to share positive feedback.
• Explain why this feedback is important and how you plan to use it moving forward.
• Compile metrics like overall satisfaction to learn from your event’s success.

Are you trying to create the ultimate breakout session? Whether you’re a speaker, event coordinator, or educator, your breakout sessions can shape your overall event. While creative activities are the first step, make sure you have a strong understanding of these 12 ways to engage and inspire everyone who participates.

There’s no such thing as one-size-fits-all when it comes to breakout sessions. While we can all relate to sessions that are underwhelming, that doesn’t mean we can’t reinvent what it means to reach your goals. Now that you’re inspired, it’s time to create your own event plan.

Originally published at https://speakerflow.com on May 4, 2022

Written by Cece Payne

Cece Payne is the Content & Design Manager of SpeakerFlow, a software/coaching company that provides tech, strategy, and community for thought leaders.

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Conference Breakout Sessions: Best Practices & Examples

Conference breakout sessions are a staple at every conference because they boost audience engagement and have the potential to make events truly unforgettable. They can make or break your event; it all depends on how much thought and planning goes into creating them. 

In this blog post, we define breakout sessions, their benefits, and share best practices for planning them. There are many formats event planners can follow. As always, let your own audience and event goals be your guiding light when designing them.

What Is A Breakout Session?

Breakout sessions are workshops or smaller meetings where attendees can get together, brainstorm, and discuss the conference’s overarching theme, keynote speakers, and other content. They are a great opportunity for your audience to be active participants in your event, meet like-minded individuals, share and learn new skills , and stay energized throughout an otherwise long day at a conference. As such, they are an important part of any agenda.

Conference breakout sessions are shorter than other segments of the event (30-60 minutes), and they happen simultaneously. Attendees divide themselves into smaller groups . Depending on the purpose behind the breakout session, the group might be as small as four participants or it can stretch up to 50. The bigger the group, the lower the engagement and participatory levels. 

Benefits Of Workshops & Smaller Sessions

Conference breakout sessions are a breath of fresh air at conferences. Not every single one of thousands of attendees might be interested in a keynote speaker. A breakout session, on the other hand, gives every attendee an opportunity to dive deeper into specific topics that interest them.

The main benefits of breakout sessions include:

• Higher levels of attendee engagement and participation ,
• Opportunity to diversify content based on interests or experience levels of individual attendees,
• Higher knowledge and attendee retention rates, 
• Providing value to attendees, 
• Facilitating networking and close collaboration with fellow attendees in organic ways.

How To Plan Conference Breakout Sessions

Conference breakout sessions need to be thoughtfully designed and planned. Otherwise, they might do more damage than good. A great way for planners to organize breakout sessions is to follow these guidelines:

Let attendee data be your guide. Find out what topics and breakout session formats your audience is interested in. Create workshops based on their feedback. You can collect audience feedback via pre-event surveys, social media posts, registration forms, or on your designated event or community platform.

Create targeted content clusters. Not all your attendees will be interested in the same things, so you need to make sure all of them will find a breakout session that fits their particular interests. Additionally, involve different levels of knowledge on a specific topic, from beginner to expert. 

Each conference breakout session should have well-defined objectives. Tell your audience how the session is structured and what are its main goals. If the workshops lack purpose, they can easily turn into a boring, or worse yet, awkward pass time. Do not waste your attendees’ time and ensure you give value in return for their time. The objectives should also inform the seating arrangements and time frames .

Give attendees a chance to relax. Some attendees might not want to participate in intense breakout sessions, and that is okay. Additionally, some attendees would rather participate in a breakout session that might have nothing to do with the theme of the conference itself. For example, you can give your audience a chance to learn more general life skills, mental health, or wellness tips.

Best Tools For Amazing Breakout Sessions

There are many event technology tools event planners can use to plan engaging and fun conference breakout sessions. By crowdsourcing and live polling, you are allowing your attendees to take ownership, not just sit back and watch. 

• Live polling apps , such as Sli.do , MeetingPulse, or Glisser, add another level of engagement because it asks people to actively participate. Additionally, event planners can gauge what resonates with the audience the most and evaluate the data in the post-event debrief meeting . 
• Event platforms that double down on features, such as ease of use, engagement, networking, and presentations. They are a must for virtual events. Check out our list of top 100 event platforms to filter them by desired features.
• Event gamification tools . To make conference breakout sessions more appealing, add incentives. For example, hand out raffle tickets or drawings to enter for prizes at each session. Reward desired behavior : give attendees access to exclusive sessions if they visit a certain number of exhibitors. You can also spruce things up with AR filters or VR headsets. Many platforms come with gamification elements built in.

Breakout Session Examples & Formats

Conference breakout sessions come in various shapes and sizes, depending on their purpose and the overall theme of the event. Here are some common and creative breakout session formats :

• Q&As on a specific topic,
• Roundtables,
• Escape rooms (attendees showcase knowledge through clues),
• Trivia games,
• A speed networking session,
• A fireside chat,
• A snowball fight about topics, relevant to your conference,
• Health-focused workshop (a walk outside, a guided meditation, workplace yoga). 

Each breakout room should include a variety of things to ensure it feels innovative. First, it’s a great idea to create a hashtag for each breakout room or at least for the overall event. This allows the audience to interact with others, ask questions, and reach out to those leading the lessons. Also, it allows you to measure audience engagement and gain insightful feedback in real-time.

Conclusive Thoughts & Takeaways

Conference breakout sessions allow you to present a variety of topics to create a more personal feel that feeds off participation and involvement from the audience. They should be carefully planned and promoted, so make sure to see the event venue beforehand with the themed breakout sessions in mind. Additionally, provide sufficient time for the attendees to pre-select their sessions and get the scoop on what the trending topics will be at your event. Include tools that foster audience engagement and think of themes that will leave your attendees inspired.

As a full-service event management company, Endless Events is an expert when it comes to designing meaningful and diverse conference breakout sessions – and more. So, reach out. Let our knowledgeable and resourceful team be your guide to great breakout sessions and events.

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Author Anja Grcar

Anja, Senior Content Writer at Endless Events, aspires to educate and inspire event planners with the power of the written word.

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Go beyond lectures with these breakout session ideas

Interactive event breakout sessions.

1. Use the Human Spectrogram technique to uncover common industry struggles”then collaborate in small groups to find ways to solve these challenges.

2. Create a Think Tank-style session to bring experts across the industry together to discuss creative solutions to specific concerns.

3. Create a Wants/Needs Exchange board to connect people who wish to swap expertise or collaborate on a shared issue. Provide space for conversation after connections are made.

4. Create opportunities for networking, but match participants with AI .

5. Provide instruction on how to create a Mind Map and encourage attendees to capture their thoughts using this structured format.

Fun, play-based breakout sessions

6. Host a Lego® Serious Play® program to encourage building and ideas-sharing through play.

7. Challenge attendees to let loose with Mario Kart battles; up the ante with a bracket-style competition for the duration of the event.

8. Create a casino on-site”with a twist: All attendees compete to earn donations for charity.

9. Let the attendees show off their random (or business-based) knowledge with a Pub Trivia event. Randomly-drawn teams can encourage networking. There might be a person in each group who wrestles for control, but it may provide a lesson in team dynamics.

10. Create your own version of a Family Feud®-style survey game. Include the full audience with a polling app for live answers, see how well teams can answer industry-specific questions, or poll the audience on a variety of subjects and have the teams guess their answers.

11. Design a Breakthrough Bingo game. Ask attendees to fill out a blank BINGO card with challenges they face, either personally or within the industry. After the cards are full, create small group pairings, either randomly or using common themes. Allow time for a 30-minute group brainstorm session. The goal is to find ways to approach the challenges listed. Participants mark off the challenges they’ve tackled on the card by listing two actionable ideas for each concern. The goal is to get a bingo. This activity builds connections, encourages problem-solving, increases collaboration, promotes active listening, and exercises critical thinking skills.

Easy and short breakout sessions

12. Lightning talks are short presentations in the vein of PechaKucha. Several short, concise presentations, usually under five minutes each, foster thought, conversation, and collaboration.

13. Encourage participants to use the Yes, and¦ technique: Suggestions from others should be met with acceptance (Yes!), then followed by a communication-extending …and to improve communication and reduce judgment.

14. Create space for a goal-setting workshop . Host a discussion, then encourage participants to create a list of top personal or professional goals for the next month, six months, year”and what success looks like. Defining specific objectives improves chances of success versus vague goals.

Teaching and learning event breakout sessions

15. Combine training and competition like SAEM’s SimWars , a simulation-based experiential learning event.

16. An Ask Me Anything (AMA) presentation is a popular Q&A format that encourages attendees to guide the session.

17. Host a Business Book Club discussion: Announce the book ahead of time so attendees have a chance to read and prepare. The facilitator can lead the discussion”or invite the author to act as the host. Include a book synopsis and relevant notes for attendees who didn’t read the book, but still want to participate.

18. One-on-one mentoring sessions, scheduled in fifteen-minute or half-hour blocks with relevant experts. Pre-registration is a must for scheduling purposes.

19. Allow attendees to explore leadership training and styles and learn their personal approach.

Outdoors-based event breakout activities

20. Send teams on a scavenger hunt outdoors or around the block. This popular activity also provides an opportunity to collaborate with businesses along the route as an incentive for future sponsorship.

21. Stage an outdoor relay race to get the blood flowing after the lunch break.

22. Build space within nature for attendees to disconnect from their tech. Use outdoor yoga, a guided walking tour, or team-building exercises to encourage participants to put down the phone and unwind.

Collaborative event workshop ideas

23. Encourage group cooperation with a trip planning exercise. Create a challenge”visit every state park in Colorado or taste-test at the top 25 maple producers in Vermont”and task teams with mapping out the best route to meet the challenge. The catch? Except for finding business locations on a custom map , Google isn’t allowed for directions or times. Participants present their route and reasoning (plus challenges) to the full group.

24. Invite virtual attendees to join the in-person conversation, too.

25. Host a paper airplane making and flying competition, challenge teams to an egg drop contest, or facilitate a marshmallow challenge . Hand out awards from Longest Flight to Biggest Crash”to the winners. The benefits of these activities include collaboration, problem-solving, and getting people up and moving. They’re fun and easy, but encourage networking and the sharing of ideas in a fresh way.

Opportunities for sharing

26. Host an Open Mic event for The Moth-style storytelling or model an event after the TED Talks format.

27. Riff on the reality show with a Start-Up Shark Tank-style session: Invite makers, creators, inventors, and more to promote their ideas during a pitch session to earn prizes, investors, or mentoring.

28. Roundtable discussions allow space to participate in discussion or debate in an interactive, equal-footing format.

29. Drop-In Discussions provide a low-pressure format for conversations, networking, and engagement.

Learn something unrelated to the field

30. Storytelling or writing workshops encourage creativity. Make sharing optional.

31. Create a beginners’ Learn to Code for hands-on learning” Google’s kid-centric CS First program is packaged and ready to go for group activities.

32. Spark culinary talents with a cooking class”or challenge confident chefs in friendly competition.

33. An improv workshop provides a chance to unwind, but also teaches interpersonal communication, boosts awareness, and improves focus.

34. Host a Paint and Sip party for the artistically inclined or curious. Try a Brew and Build if your audience prefers a more tactile activity.

Create the best event breakout sessions!

Gauge interest, see where you succeeded, and learn what snags to watch for next time by sending post-event surveys to the participants. Their feedback is how you create a bigger, better breakout schedule at your next event.

Inspired to engage your event attendees even further? Learn how to create interactive presentations or explore tips for engaging millennial attendees .

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Welcome to the OPAV Blog

7 Expert Tips for Planning Successful Breakout Sessions at Conferences

12/05/2023 08:04 PM

Breakout sessions are an integral part of any conference experience, providing an opportunity for attendees to delve deeper into specific topics, encourage discussions, and foster meaningful connections. To create successful breakout sessions and maximize the impact on conference goers, careful planning and execution are essential.

In this article, we explore seven expert tips for planning and organizing effective breakout sessions at conferences, from optimal room setup and technology support to creating a conducive learning environment. As you immerse yourself in these strategies, you'll be well-prepared to craft powerful, engaging experiences that actively involve your attendees and enrich the overall conference. Planning successful breakout sessions can greatly impact the satisfaction of participants, while also increasing the value and outcome of your conference.

Tip 1: Define Clear Goals and Learning Objectives for Each Breakout Session

Successful breakout sessions begin with a clear understanding of the desired outcomes and learning objectives. To ensure that the sessions are engaging and valuable to participants:

1. Identify key topics, relevant to the conference theme, which warrant in-depth discussions or hands-on activities.

2. Develop specific goals and learning objectives for each session, outlining what attendees should gain from their participation.

3. Communicate these goals and objectives to the session facilitators and provide guidance on how to structure the session to achieve the desired outcomes.

Tip 2: Select Appropriate Breakout Session Formats

Consider various formats for breakout sessions, tailoring them to achieve the learning objectives best and engage participants:

1. Workshops: Offer hands-on activities and practical experiences, allowing participants to apply new skills or knowledge directly.

2. Roundtable discussions: Encourage participants to exchange ideas, collaborate, and problem-solve in smaller, focused groups.

3. Panel discussions: Include industry experts who present their perspectives and engage in a moderated Q&A with attendees.

4. Interactive presentations: Integrate audience interaction via live polls, quizzes, or virtual collaboration tools, keeping participants actively involved throughout the session.

Tip 3: Design and Optimize the Room Setup

Create an environment conducive to learning and collaboration through thoughtful room setup:

1. Choose a room layout that promotes interaction, such as classroom, U-shaped, or round table configurations.

2. Ensure adequate space for small group discussions or activities, considering room capacity and flexible furnishings.

3. Minimize disruptions from outside noise and adjacent rooms by selecting well-insulated spaces and placing signage to remind passersby to keep noise levels low.

4. Provide necessary supplies for note-taking, brainstorming, or collaboration, such as flipcharts, whiteboards, and ample writing utensils.

Tip 4: Provide the Necessary Technology and Support

Equip breakout rooms with the appropriate technology and support to facilitate presentations, discussions, and activities:

1. Offer reliable Wi-Fi access to support online research, collaboration tools, or real-time feedback applications.

2. Provide adequate audiovisual equipment, such as projectors, microphones, and speakers, ensuring proper setup and sound quality.

3. Offer technical support from experienced audiovisual staff, promptly addressing any issues that arise during the session.

4. Consider integrating event-specific mobile apps to enhance the overall attendee experience, offering session materials, real-time updates, and opportunities for attendee networking.

Tip 5: Assign Skilled Facilitators and Presenters

Experienced and engaging facilitators and presenters are crucial in keeping participants focused, interested, and actively involved:

1. Choose facilitators with proven backgrounds in the session's subject matter, strong presentation skills, and the ability to encourage positive interactions among participants.

2. Provide guidance and resources to facilitators on the specific goals and objectives of their session, as well as any preferred formats or activities.

3. Encourage facilitators to contact participants before the conference to gather input, share session materials, or answer any questions.

4. Ensure facilitators thoroughly understand any technology or tools utilized during their session, with a go-to contact for support if needed.

Tip 6: Address Networking and Collaboration Opportunities

Fostering connections and collaboration among attendees is one of the prime benefits of breakout sessions:

1. Encourage facilitators to integrate icebreaker activities to help attendees feel more comfortable engaging in discussions or group work.

2. Offer structured networking opportunities, such as speed networking or assigned networking partners, to help participants establish and build relationships within a short timeframe.

3. Promote the use of social media or event-specific apps during the session to help attendees share ideas, resources, and contact information.

Tip 7: Evaluate the Effectiveness of Breakout Sessions

After the conference, assess the success of the breakout sessions and gather valuable insights for future improvements:

1. Solicit feedback from attendees through post-conference surveys, asking for input on what they found most valuable, engaging, and useful, as well as any suggestions for future sessions.

2. Perform a qualitative review of the sessions by gathering notes from facilitators and event staff to identify common themes, strengths, and areas for improvement.

3. Analyze attendee engagement, session attendance, and participant satisfaction to measure the success of each session and inform future event planning.

Elevate Your Breakout Sessions with OPAV's Expert Support and Audiovisual Solutions

Expertly planned and executed breakout sessions can significantly enhance the attendee experience at your conference or seminar. By partnering with OPAV, you gain access to seasoned industry professionals and state-of-the-art audiovisual equipment to ensure your breakout sessions leave a lasting impression on your attendees.

From providing cutting-edge technology and support to facilitating a learning environment that encourages collaboration, our team at OPAV is dedicated to helping you create unforgettable conference experiences. Contact OPAV today to learn how our comprehensive event production solutions in Orlando can assist you in planning and executing highly engaging and effective breakout sessions for your next conference or seminar.

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36 Conference Breakout Session Ideas & Examples

What do you remember most about your last conference? Was it the brilliant keynote speaker, or perhaps the take-home swag? How about the breakout sessions that connected you with fellow attendees or helped you learn a new skill? 

Breakout sessions are key to facilitating important conversations, networking, and skill-building. They break up the pace of the conference day and diversify the attendee experience. 

Read on for 37 creative conference breakout session ideas to add to your next conference program!

What Are Conference Breakout Sessions?

Conference Breakout Sessions are a key opportunity to break larger groups (E.G. panels, workshops) into smaller groups, to facilitate networking, conversation, and exercises.

Breakout sessions can be implemented into a session agenda for all kinds of reasons, like: 

• Discussing a specific topic in greater detail
• Networking or breaking the ice between attendees
• Problem-solving or ideas generation
• Changing up the pace of the conference

And more! Regardless of the reason, breakout sessions are great ways for attendees to connect.

How Do You Make a Breakout Session Interesting & Productive? 

When you plan your breakout session with your goals in mind, opportunities for creative implementation may jump out of the woodwork and surprise even you!

Here are our tips for crafting a dynamic session that offers even higher value to participants.

Get feedback before the event

You don’t have to plan in a vacuum! You never know where other people’s feedback might take you.

Some people to ask for feedback could include:

• Experienced facilitators. Do you know someone who’s organized a great breakout group or two in their time? Ask what helped make their experience great—and what to avoid.
• Experts in the field. Running an educational breakout session? Ask seasoned experts in the field what they wished they’d learned earlier in their career.
• Your conference attendees. If you can poll attendees before they arrive, ask them what experience they’re hoping for! Questions could include what skills they hope to build and what their ideal conference structure looks like.

Select the best format for your session

The right format for your breakout conference session depends on what your session aims to achieve!

For example:

• Skill-building. These sessions might allow attendees to practice the skill in mind. For research, sales, or pitching, a three-minute thesis format might fit the bill!
• Leadership. A leadership session could involve role-playing exercises or a roundtable discussion with prompts.
• Teambuilding. Strengthening bonds takes time—and it can be fun! Your session could focus on skill-sharing and collaboration. An escape room is a great example.
• Networking. Attendees need an interactive format to connect with each other. Consider small groups with conversation prompts, speed networking, or experience sharing.
• Relaxation. Sometimes attendees just need a reprieve from the hustle and bustle of the conference environment. Consider guided meditation, a breathing exercise, or a quiet collaborative activity.

There are also ways to vary how attendees participate in sessions. For example, interactive conference session ideas could include gamifying your session to encourage greater participant engagement.

Set clear expectations

When you set goals for your breakout session, you not only provide yourself with planning guidelines—you also have built-in attendee participation guidelines.

Be sure to convey your goals to your breakout groups before they begin.

Keep the breakout on topic

With so much happening at conferences, it can be easy to wander off-topic! Appointing facilitators within each small group is a great way to make sure the session moves in the right direction. 

Give your facilitators a hand by providing an outline or other facilitation tips. Even a few sample segue phrases could help keep the group on task. 

Designate the right amount of time

How much time do you have available for a breakout session? Make sure that participants have enough time to warm up to their group, get into it, and figure out—if relevant—what they’ll share on the other side.

Too short, and the breakout sessions won’t be productive. Too long, and breakout session participants might complete the task and disengage.

Calculating the right amount of time may require some trial and error. “Three-minute thesis” events make it quite easy to estimate timelines, but a more collaborative and constructive event might need more flexibility.

Everybody deserves a chance to speak, so don’t forget to factor in the number of participants in each breakout group!

Use the right space or event tech

From the in person setting to the virtual space, your environment and tools set the tone for your breakouts.

For in person, is the room big enough, or too big? Does each breakout group have their own space? Does everyone have the tools they need (whiteboard, pens, paper, fidget toys, seating), and, if relevant, privacy?

For virtual, do you have event tech that lets you easily set up and run virtual breakout rooms? Do your facilitators know how to use it, and is there troubleshooting available for your participants?

Figuring out your needs before the event gives the session itself more time to flourish.

Mix introverts and extroverts

The trick to any well constructed group is balance. Group strong talkers with strong listeners for a dynamic conversation full of insights and different ways of processing information.

Create an inclusive event

An important question to consider when planning your breakout session is: how easy is it to alter or accommodate the setup depending on participants’ abilities and needs? For example:

• If there’s a strong visual component to the session, is there an alternative way for people with low vision to participate?
• If there’s a strong physical component, how can mobility needs be accommodated?
• If there is a strong verbal component, is there a visual accommodation (like captions) for people with audio processing disorders?

After all, the last thing you want is for someone to be unable to enjoy the event you’ve so thoughtfully put together!

Create safety measures

Attendees come from a variety of backgrounds and each may have varying levels of comfort at events.

Safety measures help all participants feel empowered to participate in breakout sessions, where event staff might not be present to help moderate uncomfortable situations.

These can include:

• Providing facilitators with de-escalation or segue skills. If tensions rise in a breakout group or if someone says they aren’t comfortable, facilitators should feel empowered to quickly address the tension and/or move the conversation along.
• Code of Conduct. A comprehensive code of conduct that attendees are required to agree to beforehand holds everybody to the same standard and protects you from any attendee misbehavior.
• Security. Invest in hired security so that you can focus on running your event and supporting your facilitators. That way, any in person disruptions can be professionally addressed. 
• Moderation. In a virtual setting, it’s important to task one or more people with moderating the digital space and managing breakout room assignments. With EventMobi’s GoLive! Production Services Team , you can even find expert support for your breakout sessions. 
• Incorporating illness-prevention protocols. Recommending and providing masks or ensuring your venue implements air filtration helps you create an inclusive event. Disabled and immunocompromised people may feel more comfortable coming to your conference and breakout sessions! Plus: no one likes con crud.

What Are Some Good Conference Breakout Session Topics?

Hosting the best conference breakout session will depend on what kind of conference you’re hosting!

To start brainstorming ideas, focus on your goals for the session.

Not sure of your goals? Ask yourself:

• What are people learning? Are they building skills, or gaining knowledge? Another way of framing this is what conference-goers want from the breakout session—whether that be industry info or professional skills.
• What are people sharing? Again—will they share skills, or knowledge? Another way of framing this is what conference-goers have to offer the breakout session.
• How do you enrich the existing programming? Will you provide attendees with new skills, new knowledge, new connections? Will you build on or deviate from existing conference programming?
• What tools will facilitators use to drive discussion? This could include technology like slideshow presentations or facilitation tools like brainstorms and mediation skills.

With your goals clearly established, it’ll be easy to align your conference breakout session ideas with your attendees’ interests! 

Looking for breakout session examples? Attendees at a leadership conference might benefit from a breakout session that allows them to share leadership experiences and problem-solve. Or, at an academic conference, a three-minute thesis competition could encourage academic inspiration and learning.

How To Structure a Breakout Session

Breakout sessions are more than just the main event! Here’s one structure to help make your sessions feel social and natural—and to build connections between your participants.

• Provide a framework or outline. This helps you share your goals for the session with attendees. Make sure participants know what’s expected of them—and how to time the components of the session.
• Appoint breakout leaders/facilitators. Identify leaders before breaking into groups, or ask the groups to elect one amongst themselves. Ideally, your leaders will volunteer!
• Facilitate introductions. This is a great time for an icebreaker question, or even an activity if time permits! Have participants offer one fun fact about themselves, or ask what made them smile in the last week.
• Dive into the activity. The reason everyone’s here!
• Wind the session down. Provide some light guidance on how groups should wrap the session amongst themselves before returning to the main room.
• Reunite and share findings. Everyone will be eager to share what they learned! Have a plan for how best to discuss the conference breakout session once everyone’s come back together.
• Ask for feedback on structure. Find a way to collect feedback efficiently, such as through live polling , then implement those suggestions in the next session you host!

Now you know what should be included in a conference breakout! If you’ve set goals for your sessions and planned around them, odds are that your breakout session’s structure has already started taking shape. 

Now, let’s explore 37 interactive conference session ideas to help guide your next event.

5 Collaborative Discussion Conference Breakout Session Ideas

A conference breakout session that focuses on discussion can be a great way for attendees to connect, problem-solve, or brainstorm.

If you’re hoping for attendees to come away with some bright ideas, try one of these breakout session ideas:

Roundtable 

Roundtables are a classic breakout session. A roundtable discussion allocates time for small groups to discuss a specific topic or prompt. Generally non-hierarchical, these sessions can be a great chance to give quieter attendees dedicated space to share their thoughts. 

Case study discussions

Looking to solve a problem? Assigning a case study to your breakout sessions allows your attendees to put their heads together and focus on the solution. When you reunite as a room, you’ll have many new ideas to consider. Many hands make light work, after all!

Brainstorming and ideation

Big dreams need space to breathe! Your attendees have a lot to offer, but the conference setting doesn’t always enable collaborative ideation. Creating breakout sessions where participants can use their creativity will result in fresh suggestions and help everybody feel heard. 

Goal setting

First comes the brainstorm, then comes the plan! Whether it be to set individual, team, or organizational goals, your attendees can take a hands-on approach to the future of your event topic by participating in a breakout meeting centered on goal-setting.

Book discussion

Running an event where a key text or book is central to the attendees’ interests? It’s easy to skip over the individual reading experience when in a large group, so this is where the breakout session shines. Provide prompting questions so that each group has a place to start chatting. 

5 Presentation Conference Breakout Session Examples

At a busy conference, not every attendee will get the chance to speak at length to a large audience. But that’s no reason to assume your attendees can’t share knowledge in other ways! 

Here are 5 ways to offer presentation opportunities through breakout session examples:

Three minute thesis

A staple of academic conferences, three minute thesis sessions allow presenters to share their thesis in a short, concise manner. Your participants can either register and prepare their pitch beforehand, or even sign up on the day-of and deliver a quick talk. 

Demo or showcase

Sometimes the best way to understand a product or new idea is to see it in action. If you’re looking to give attendees a closer look at a product, tech solution, or another tangible item, holding breakout sessions can give better access to individual attendees and a chance to ask and answer key questions. Ultimately, this can be the difference that makes a sale! 

Common conference session formats don’t allow for much back and forth between presenters. Through breakout sessions, your presenters can have more freedom to converse on their topic of choice. Or, you can create a team-building exercise and separate attendees into groups to strategize around preset topics. Return from the breakout sessions and let the debate begin!

Lightning talks

Even the most interesting conference presentations can feel monotonous after a long day. To break up the rhythm of lengthy conference sessions, use a series of lightning talks. Invite attendees to share their expertise for 5-10 minutes each and you’ll be surprised what you learn!

Engaged attendees will always have questions that don’t get answered in a main conference session. The solution? An AMA—or Ask Me Anything—where attendees get direct access to conference speakers or other experts in a field. Relatively unstructured, these Q&A sessions allow your presenters to speak in greater detail based on the interests of attendees in the room. 

7 Skill Development Conference Breakout Session Ideas

Many attendees hope to develop professional skills when they attend a conference.

Whether they’re looking to learn something new or to brush up on old skills, here are 7 breakout session ideas to give attendees a way to improve their skills at your conference:

Most workshops consist of facilitator(s) and attendees focused on a specific topic. With one or several experts leading, workshops can include interactive as well as presentational components. The best workshops give attendees key takeaways to apply after the session!

For many, the best way to remember information is to write it down ! Give participants worksheets to fill out in response to prompts during the conference breakout session, or have registrants fill them out beforehand to prepare for discussion. You can pair this idea with others on this list!

Training session

Training is crucial to the operations of any organization, no matter the size. And attendees from across different organizations can benefit from learning similar skills to bring back to their teams! A group setting can provide training where attendees have time to ask questions, while also efficiently working through material. 

Practice makes perfect, and what better setting to practice in than during a breakout session? Get creative by presenting attendees with a hypothetical scenario they might encounter professionally. Then, invite attendees to play out those conversations! Afterwards, your attendees will feel better equipped to tackle the real thing. 

Mentorship session

There are many ways to learn, but nothing is quite like having a mentor in the field take time to speak to your specific concerns. Keep the headcount in these breakout sessions low so attendees get individual attention. You could even consider using an event app that makes booking 1-on-1 meetings easy for attendees and mentors alike! 

Skill sharing

Every attendee of your conference brings something new to the table. Create a breakout session where each participant has a chance to share their skills, perhaps around a theme or organizational need, and your attendees will empower each other with knowledge. 

Peer learning

Similar to skill sharing, some attendees will have skills that other attendees are seeking! Rather than bringing in outside experts, tap into the knowledgeable people in the room and encourage them to lead a peer learning session. This can also enhance team cohesion and help peer leaders keep their skills sharp.  

3 Networking Breakout Session Ideas

Did you know 80% of professionals consider networking to be crucial to their career success? 

Conferences are a great place to form new and lasting career connections, so breakout meetings created for networking helps make that process even easier. 

Speed networking

A bit like speed dating, speed networking sets up participants in small groups of two or three to chat and connect. After about 3-5 minutes of conversation, participants will rotate to new groups. You can provide prompts to guide conversation, or leave things open for attendees. 

Drop-in networking café

A long conference day means hungry, thirsty attendees. Why not combine refreshments with networking? Set up a seating arrangement that encourages new connections, or take an extra step and include prompts at your café tables! 

Icebreaker games

Who says networking can’t be fun? Whether during a dedicated session or at the start of each breakout group, you can introduce games that facilitate connection between participants. From two truths and a lie, to a participant bingo, there are many games that encourage conversation.

6 Casual Breakout Conference Session Ideas

Sometimes what your attendees need after information-packed conference sessions is to unwind.

As a bonus, casual sessions passively tick a lot of boxes that other kinds of breakout sessions explicitly develop!

Help your attendees recharge with these 6 conference breakout session ideas: 

Nowadays, employee wellness is more important than ever. In a quiet space, set up your attendees with a meditation instructor to take them through a 15-minute guided meditation between sessions. The peace and quiet will refresh your attendees and they’ll emerge ready to focus on the rest of the day!

Always a hit with a crowd, hosting a trivia game is an easy way to lighten up your breakout sessions. If you want to make things fun and educational, you could break attendees into small breakout groups to answer trivia themed around a talk they just attended. 

Set up a leisure space at your conference venue with small areas for different games, and you’ll have an easy way for attendees to relax. You can include board games like Charades or Werewolf at different stations to encourage participants to collaborate on teams.  

Creative activity

Regardless of your field, creativity is a valuable skill to cultivate. Give your attendees a way to use their creative energy by providing arts and crafts materials or a canvas and paints. Participants will have a tangible reminder of their time at your conference and get to see the creative side of their fellow attendees! 

Scavenger hunt

Send teams on a scavenger hunt throughout your event venue to get attendees moving. You can even use event tech to help gamify your conference breakout session and encourage attendee engagement! Just make sure to think up a valuable prize for your winners. 

Independent work time 

Do your attendees have work to finish even as they attend your conference? Create a space and time for coworking so that they can focus on work, then let everyone check in or share for social accountability throughout the session. Working alongside others can be very motivating !

9 Virtual Breakout Session Ideas

At your next virtual or hybrid event, try using these 10 virtual breakout session ideas to keep your breakout session attendees engaged: 

Virtual lunch & learn

Give your attendees the option to break into small groups that learn as they snack on their lunch! Introverts might spend some time to themselves, but this is a great way to let your high-energy con attendees keep engagement up through rest time.

Virtual Ask Me Anything

Honestly, a lot of the breakout session ideas we listed above can be repurposed for virtual! But expert sessions like an Ask Me Anything can sometimes be MORE valuable online…because your experts aren’t limited by geographic location.

Show & tell

Screen sharing makes showing off projects, experiences, or past events way easier than in person. Make use of the fact that your attendees have all their work at their fingertips, and create show & tell breakout rooms where they can explore real experiences together.

Interactive brainstorming

One of the best ways to drive a new strategy home is letting people put it into practice. Give your breakout rooms some time to brainstorm how they’d put their new skills to work in a sample scenario, or work towards an actual project they have on hand. Then they can present their new findings using a virtual whiteboard or similar tech!

Virtual games

Heard of scribblr? Letting attendees have a moment to break out into smaller groups focused on ridiculousness and fun can help them bond and connect, when virtual events can feel less engaging on an attendee-to-attendee level.

Script-based roleplay

Want to challenge some new skills? Give your attendees a script to walk through a scenario, and put them in breakout rooms of 2-4 individuals. One person will be on-script, one person will respond, and the others can provide feedback. Then they can swap roles!

Questions & discussion

A tried and true standby, send breakout groups off with a list of questions for them to discuss. Want to keep things moving? Make sure you get the group to assign a group leader as soon as they start, to shorten those awkward silences.

Poll-based topics

Are some participants feeling quiet? Live polls are a wonderful way to democratize session decisions and collect attendee feedback in a virtual setting. Then, once you’ve let them choose their breakout session topics, send them off to discuss and return!

Put groups together and let them chat for 2-5 minutes, before swapping who they’re chatting with. This works best if attendees can also book time with one another on the event platform you’re using (psst: EventMobi does this!).

Whether your conference is academic or professional, in-person or virtual, your breakout sessions are sure to impress attendees when you plan around your goals and structure the sessions according to their needs. 

Running virtual breakout sessions? It’s so much easier with the right technology partner. With EventMobi , you can:

• Create interactive breakout rooms
• Enable video group chat and screen sharing
• Trust your rooms are being managed by EventMobi staff
• Live stream your sessions for attendees
• Record sessions for future viewing 

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• Registration & Payments Collect registrations & online payments for your event.
• Abstract Management Collect and manage all your abstract submissions.
• Peer Reviews Easily distribute and manage your peer reviews.
• Conference Program Effortlessly build & publish your event program.
• Virtual Poster Sessions Host engaging virtual poster sessions.
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Breakout Session Guide for Academic & Scientific Events

Published on 10 Jun 2022

Breakout sessions are fun, engaging, and valuable elements of academic conferences. Conferences can be long, and I don’t know about you, but after sitting through multiple presentations my mind can start to wander, no matter how interested I am in the subject being discussed. 

Breakout sessions offer participants a break from passively listening to presentations. They encourage engagement and interaction, and provide a venue for interesting and in-depth discussions that could influence the direction of a research project, spark ideas for new studies, or set the foundation for long-lasting partnerships between researchers. 

What is a breakout session?

A breakout session is the gathering of small groups of event attendees, often taking place in between conference presentations. It allows conference-goers to network, meet new people, and discuss the research being presented in a setting that is more intimate and comfortable than the general presentation forum.

It’s common for breakout sessions to be organized in the same streams as the conference itself, allowing attendees to select sessions that best align with their specific area of interest. 

Some breakout sessions are scheduled with a goal to increase discussion and analysis of the research being presented at the event, while others are provided for the simple purpose of giving conference-goers a break and possibly a networking opportunity. Sometimes the brain just needs a reset from the intensity of back-to-back research sessions. A refreshing session that is not demanding of much concentration and critical thought can be exactly what attendees need to get back into the academic mindset. 

Breakout session ideas for academic and scientific events

Most breakout sessions are limited to small groups of people, allowing all participants the opportunity to share their thoughts in a comfortable setting.There are many types of breakout sessions that you can include in your academic conference. Here are the most popular: 

Your thesis in 180 seconds

These are one of my favorite types of breakout sessions. They’re perfect for small group discussions, and planning them is simple. Ask every person in the room to present their current research in 180 seconds - and not a second more! Each breakout room will need to be equipped with a stopwatch, and it’s best if you can have a timer that’s visible to all because watching the seconds count down adds to the fun of the session. 

These sessions are excellent practice for researchers who are working on their storytelling and summarization skills, and a fantastic way to let their peers know what they’re working on. There’s a good chance that others in the session have never heard of them or their work, and being introduced in this manner can lead to some real opportunities down the road.

These sessions usually end with a vote on who gave the best presentation, and to add to the excitement you can include a prize to the researcher who is voted most compelling in their storytelling skills.

Debate mode

Debates are a great way to thoroughly examine every element of a subject while encouraging participants to consider both sides of an argument. To create a debate-style breakout session, provide a list of topics relevant to the conference stream the attendees are following. Break the group in two and assign one to the ‘for’ side and one to the ‘against’ side. Give them a predetermined amount of time (5 minutes should usually do it) to collect their arguments and appoint a speaker. 

Give each group 3 minutes to present their case. Then, if there’s time, allow the other group to pose questions that could potentially erode the arguments being presented. 

To determine the topics being debated, consider the specific presentations that these researchers have been attending. Review the conference abstracts and select the topics that have the most potential for controversy. This will create an interesting, memorable debate. 

If possible, record these sessions and provide them to the researchers whose presentations are being debated. This can serve as excellent feedback to help them refine their work or take them in a new direction. 

Speed networking

Speed networking sessions follow the same concept as speed dating. These sessions can be organized a few different ways, but my favorite way to do it is to split the group into two, and have one of those groups sit on the same side of a long table. These are the sitters . The second group of people sit across from them – they are the movers . Set a time limit – 3 minutes should be enough. 

Explain to your participants that they each have 3 minutes to present themselves, their research focus, and a few fun personal facts to the person sitting across from them. Set a timer to go off every 3 minutes. Once the timer goes off, the movers shift one spot to the left, and the process starts over again, regardless of whether the presentations were complete.

Encourage the participants to leave a business card at each station they visit so the people they meet can reach out to them for more information. 

This type of breakout session is a great way for attendees to practice describing themselves and their work. It’s also an opportunity for them to get to know other researchers working on related fields.

Ask me anything (AMA)

These are always popular sessions because they give conference attendees the opportunity to chat with keynote speakers in a more intimate and comfortable setting.

To organize an AMA session, find a time when multiple keynote speakers are available and have them gather in a meeting room. Provide breakout session attendees the opportunity to ask any questions they want, and the keynote has a set amount of time to answer each. It’s important to keep this time limit short to ensure that everyone gets a chance to ask their questions. 

If you’re organizing a large conference with more than 2-3 keynotes, consider scheduling multiple AMA sessions. The key to these sessions is giving early-career academics the opportunity to interact and gather first-hand knowledge from renowned researchers in their field, so it’s important to space out the experts and keep numbers small.

Drop-in discussions

These breakout sessions are an excellent opportunity for conference attendees to discuss and analyze specific subjects being presented at the event. These can be set up over lunch or early in the mornings. They should be focused around a specific topic and the topic should be well known to potential participants in advance. This way, if there are specific presentations that a researcher wants to discuss further, you’ve provided them a place to discuss the subject with others that have a particular interest. 

As the name implies, anyone can drop into one of these sessions, without registering in advance. 

Brainstorms

These are fun breakout sessions because they bring together groups of people from a range of disciplines to discuss a problem that you define. Choose a problem that’s relevant to the overall theme of the conference, and allow the breakout session attendees to brainstorm solutions. 

The rules of these sessions are well-defined in order to ensure that participants feel comfortable sharing their ideas and everyone has an opportunity to speak. Make it clear that  there are no stupid solution suggestions. When multi-disciplinary groups come together, a wide range of perspectives are brought to the table which can lead to a host of creative ideas and potential solutions. 

Breakout session examples

The session ideas above can get you started in your planning and provide inspiration on creative breakout sessions ideas. Here are a few examples of breakout sessions that have already been planned and executed successfully. 

Mount Holyoke College Building On Our Momentum (BOOM) Conference

This annual conference in South Hadley, Massachusetts is focused on diversity, equity and inclusion. The 2021 event incorporated multiple breakout sessions into the agenda, including a session called Tuesday Crafternoon: Zines. In this breakout session, attendees were asked to create a magazine at the same time as they learned about the history of magazines and how they were used in marginalized communities. 

The American Society of Nuclear Cardiology Conference

In 2018, The American Society of Nuclear Cardiology Conference hosted a conference in San Francisco. On the agenda were Walk and Learn sessions, where conference attendees were taken on walking tours of the area while learning about a specific topic related to the conference. Topics covered included standardized reporting and appropriate use criteria. These sessions have been so successful that they are now on the agenda for the organization’s annual conference, and were also offered at the 2019 event in Chicago.

National Cancer Research Institute Annual Conference

Another creative breakout session example is the Dragon’s Den session offered at the annual National Cancer Research Institute Conference. In this session, conference delegates made professional pitches for new research project ideas, and the pitches were judged by a panel of experts who provided feedback on how the project idea could be improved. 

The Society for American Archeology Conference

In April, 2019, The Society for American Archeology hosted their 84th annual conference in New Mexico. With over 4,000 attendees, breakout sessions were key to encouraging active engagement at the event. 

The conference organizers planned fast-paced Teaching Slam breakout sessions, which were inspired by the three minute thesis breakout session concept mentioned earlier. In this session, presenters gave a three-minute lesson on an archeological concept that was within their area of expertise, with a goal to inspire new ideas to enhance the teaching styles and techniques within archeology. 

6 Tips for a successful breakout session

1. get input from participants.

Your event communication strategy probably calls for regular touchpoints with conference registrants and presenters. These communications are a great way to build excitement for the event and its content. Talk with your organizing committee about including surveys in these email communications and ask your attendees what type of breakout sessions they would like. 

A pre-event survey is a great way to get ideas on the types and number of breakout sessions to incorporate into your event agenda. 

2. Request pre-registration

From an organization standpoint, having participants pre-register for the breakout sessions they want to attend is extremely helpful. This helps to ensure you have enough materials and seating and that any setup requirements are met because you’ll know exactly how many people will be there. Plus it gives you a chance to match people up based on their research areas and conference streams. 

The greatest benefit to pre-registration is that it gives you the opportunity to cap the number of breakout session participants, as keeping the group small is key to having a good level of engagement. 

3. Strategic timing

The timing of your breakout sessions is key. Plan them too early in the day and your attendees may not be needing a break yet. Plan them too late in the day and your attendees are probably focused on wrapping up their day. The optimal time for breakout sessions is usually late in the morning or early in the afternoon.

4. Test your tech

Conference organizers are often so focused on testing out the technical requirements of keynote sessions and research presentations that the breakout sessions get forgotten.

Breakout sessions are usually capped for time, so you don’t want to waste the first 5 minutes of your session struggling with the mic system or scrambling to share your screen to the projector. Take a few minutes well in advance of the session to perform a dry-run. Not only will that help ensure your tech works as it should when it’s go-time, but it also helps you stay within your allotted time frame. 

There are so many fun technical tools that you can use to increase engagement levels in your breakout sessions. Try a live polling app for trivia sessions so participants can participate in real-time. Use a digital whiteboard to project group notes to the rest of the room. But whatever tech you choose, test it in advance. 

5. Market your sessions

There’s nothing worse than spending your time and resources planning a breakout session that nobody attends. One of the best ways to ensure your sessions are well-attended is to generate some excitement about them before the event. Part of this is coming up with creative, fun ideas for the sessions themselves, but no matter how innovative your ideas are, if nobody knows about the session, nobody will show up. 

Make sure you feature your breakout sessions in your conference programme, write about them on social media, and showcase them on your conference website . 

6. Choose facilitators carefully

Even the most creative, well-planned breakout session can fall flat if you don’t choose the right facilitator. The best facilitators guide participants through the session without controlling the discussion or disrupting the natural flow of conversation. The facilitator’s job is to encourage session attendees to think critically and discuss constructively, so whomever you choose should be aware of their role and responsibilities.

Breakout sessions can enhance the success of any academic conference. Regardless of the size of your event, they provide attendees with the opportunity to take a little break, network with their peers, and learn and provide feedback in a casual forum that promotes engagement.

We hope that this article helps you create fun, memorable breakout sessions for your event.

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19 Creative Conference Breakout Session Ideas

By: Grace He | Updated: August 03, 2023

Here is our list of the best conference breakout session ideas .

Conference breakout session ideas are topics and activities that create a fun and interactive conference environment. For example, hosting lightning talks, playing the spectrogram game, or running a group meditation. The purpose of these activities is to encourage discussion and learning among attendees.

These concepts are similar to team breakout sessions and are standard features on conference agendas . These sessions can also double as team meeting ideas .

This list includes:

• leadership breakout session ideas
• breakout session examples
• women’s conference breakout session ideas
• fun activities for breakout sessions
• conference breakout session topics

Let’s get to it!

List of conference breakout session ideas

Original conference breakout session ideas can be difficult to imagine. Conferences are a longstanding event in the corporate world. Many employees and leaders flock to these developmental meetings at least once a year and are likely familiar and perhaps weary with the normal routine and common session topics. Here are some unexpected and fun activities for breakout sessions and creative ideas to make your next conference a hit.

1. The Great Guac Off™️ (Top Choice)

The Great Guac Off is an exciting head-to-head competition where teams make their best guacamole recipes! This unique avocado-based team building experience will help your team build strong relationships.

Here is what you can expect:

• 90 minutes with a seasoned facilitator
• premium guacamole ingredients and chips for dipping
• an optional secret ingredient to add an element of surprise
• fascinating avocado facts, trivia, and mini-games
• a fast-paced guacamole-making showdown followed by a judging round

To make the experience even more convenient, we will bring all the necessary ingredients right to your chosen venue. The Great Guac Off is the perfect way to boost teamwork, making it an unforgettable team building activity!

Learn more about The Great Guac Off .

2. Host Lightning Talks

If you are looking for a way to change up the pace of a conference, then lightning talks are a great tool. These short, interesting presentations can be on a variety of topics. Generally, lightning talks are not directly related to the conference topic. Instead, you can invite attendees to host a discussion or give a short presentation about a subject of choice. These topics should be an area of expertise and passion and do not need to be directly-work related. Be sure to give the audience the chance to get involved.

For example:

• How to Best Utilize Vacation Days
• Preparing Healthy Meals on a Budget
• How to Ask for a Raise
• Work-Life Balance Tips

These interactive and informative sessions are among the best leadership breakout session ideas. These sessions nurture essential soft skills in presenters.

Get our free team building toolbox

• icebreaker games
• bingo cards

3. Organize a “Three Minute Thesis” Event

Any PhDs on staff have likely participated in one of these events. The goal of the “Three Minute Thesis” is to present the presenter’s research in an engaging way the general public can understand. However, presenters only have three minutes. You can think of this exercise as a more academic version of an elevator pitch.

Incorporating this event in a breakout session is simple. You can have participants sign-up before the conference and then practice and perfect their three-minute presentation. Or, offer a sign-up on the first day of the event. Be sure to consider how much time you have to accommodate speakers. During the session, attendees will dynamically learn new facts and concepts.

A “Three Minute Thesis” event is a great way to present various topics concisely.

4. Ultimate Trivia Showdown (Popular)

Trivia is one of the best conference breakout session ideas because it encourages participants to interact with new acquaintances. This activity also develops essential skills like communication and reasoning. You can offer your team a fresh take on this activity with Ultimate Trivia Showdown!

Ultimate Trivia Showdown includes the following:

• a 90-minute experience led by a talented host
• games like The Champion Challenge and Smarty Pants Ultimate Trivia
• high-energy question rounds, games, and puzzles
• trivia questions covering a wide range of categories

For added convenience, we can host this experience at any venue of your choice and will bring all the needed supplies.  Trivia is a great way to encourage discussion while attendees have fun with each other. To help your team sharpen their problem-solving skills in a fun environment, be sure to consider Ultimate Trivia Showdown!

Learn more about Ultimate Trivia Showdown .

5. Set Up a “Meet the…” Event

If there is a well-known publication in your field, then hosting a “Meet the Publisher/Writers/Editors” event is a fantastic way for participants to learn more about the minds behind the magazine. It is a good idea to focus this event on the younger attendees at the conference since the activity encourages up-in-comers to ask questions about skills needed in their future. Keeping this event smaller is essential to encouraging discussion. Allowing time for experts in the field to interact and speak about the future of the field is also beneficial for the industry.

You can run this activity in a panel format or make it more like a casual cocktail hour where folks can mingle and chat organically.

6. Host a “Snowball Fight”

No, we are not telling you to trek outside in the cold and have attendees throw snowballs at each other. In this fun and interactive session, participants will be able to share a thought or feeling that might be hard for them to say out loud. You can encourage those in attendance to think about something they are normally hesitant to share. For example, a struggle, fear, or complaint. Each participant should write down their confession on a piece of white paper. Then, writers should crumble up their slips and throw them at the front of the room. Finally, each attendee should pick up one piece of paper and read it aloud.

Hosting a “snowball fight” is an excellent way for participants to see that other people struggle with similar issues and teach empathy.

7. Set Up a Game Room

Playing games can develop communication skills, encourage strategy development, and promote problem-solving skills. As attendees play, they must work with others to complete the game.

To set up a game breakout session, set up a room with several tables. Then, choose games that promote teamwork and communication. For example, Pictionary, Charades, or Werewolf. There are many interactive and board games that would be fantastic to use in a breakout session.

Hosting a game session develops essential skills required in the workplace and is also fun and interactive for attendees.

8. Host a Speed Networking Event

One of the most important takeaways from a conference is the participants’ new connections. These new relationships are essential in the business world. Hosting a speed networking event is a great way to allow attendees to make these connections. Speed networking is similar to speed dating. However, instead of a date, the participants create new professional relationships.

To plan this event, set up your room in a way that encourages small group discussions. You can place small two- or three-seater tables throughout the room. Then, set a timer for five to seven minutes to allow introductions and discussion. Then, participants move on to another table. To ensure good conversation, you can provide open-ended conversation starters and topics.

Speed networking develops essential skills among participants. This event also initiates relationships that can benefit both parties moving forward.

Here are more fun ideas for networking events .

9. Set Up an Industry Marketplace

It is often impossible to cover all relevant information and topics in a single conference. To rectify this issue, set up an industry marketplace where all attendees have a chance to set up a display about a topic of expertise. You can use a large room or a hallway to facilitate this event. Then, participants can browse the information throughout the conference. Be sure to encourage interested participants to sign up for a space before the meeting so planners know how many tables to set up.

An industry marketplace is a fantastic way to cover various topics without dedicating entire breakout sessions to each concept.

10. Go for a Walk

Allowing a chance for attendees to get outside provides many benefits. First, fresh air and exercise are great for physical health. Planning an outside walk is also helpful if space is an issue at the conference venue. This idea is perfect for locations with unique and exciting places within walking distance. For example, consider historical sites or monuments. Taking participants on a walk to expose them to unique facts and beautiful sights is a nice break from typical conference talk.

Here are more outdoor group activities .

11. Host a Survivor-style Panel

Survivor is a reality show where participants vote each other out of the competition each week until only one player remains. Utilizing this concept in a panel setting during a breakout session is a fun and dynamic way to liven up the atmosphere. During the panel, attendees can ask a group of experts questions. Then, the experts must use all the information and skills they have gained through their careers to answer the questions engagingly. Throughout the session, attendees will vote experts off the panel. Ultimately, there will only be one expert left standing.

A Survivor-style panel is a fun twist on the traditional panel Q&A setup.

12. Plan an “Ask Me Anything” Session

Frequently, important topics get left out at conferences because there is not enough time or space to cover everything. To combat this problem, plan a breakout session to include these extra topics. During this event, assemble a panel of experts in the field. Then, have a moderator organize a question and answer time for attendees. This session is a chance for participants to ask highly specific or off-base questions, especially relating to topics not covered in other breakout sessions.

This event is a wonderful opportunity to ensure attendees leave the conference with all the information needed to be successful in the future.

13. Play the Spectrogram Game

A spectrogram is a visual representation of varying degrees of opinions. Using the idea of a spectrogram is a fantastic way for teams to learn more about each other. Mainly, utilize this activity in small to medium-sized groups.

This activity does not require much planning and encourages movement, which can be needed after sitting through conference sessions. To implement this exercise, ask a general question. This question can be about work or personal preferences. For example, “How do you feel about utilizing productivity apps like Slack?” or “How much do you love chocolate ice cream?” Then, all attendees line up based on how strongly they feel about the question. Or, you could ask participants to line up according to birthdays or height.

Using the idea of a spectrogram allows team members to see how they line up against each other and learn more about how others think and feel.

14. Host an Offers and Needs Meeting

Many skills are forgotten about or not considered in the hiring process or on the job. By hosting an offers and needs meeting, you encourage attendees to think about their “soft skills” or things they are good at that often get overlooked. For example, an attendee might be an expert at setting up many social media accounts, while another is good at writing internal emails. Meanwhile, participants should also consider a task they need to be completed or a problem to be solved. Attendees should write both offers and needs down and display the papers for all to see. Then, allow the needs to find the offers and let the discussion flow.

An Offers and Needs Meeting is a great way for participants to practice promoting themselves and their skills and learn to ask for help.

15. Plan a Silent Disco

One of the most fun activities for breakout sessions is a silent disco. This unique and interactive event is a much-needed energy boost during a conference. A bonus to this activity is that you do not need a live band. To host a silent disco, each attendee will have a pair of wireless headphones. Then, the listener can choose their channel or type of music to enjoy. Silent discos are enjoyable for everyone involved as each dancer has their rhythm and melody.

A silent disco is a great option to break up the monotony of traditional conferences and give participants a boost of energy.

Here is a list of upbeat songs for conferences that work well for the event.

16. Plan an Escape Room

Escape rooms are a classic event where participants must solve problems and puzzles to win. The catch is that teams have to successfully answer a problem to get to the next step. This process encourages discussion and problem-solving skills for all involved. To set up an escape room session, have participants sign up ahead of time to ensure the correct number of players in each room.

An escape room is a fantastic way to develop essential skills and have fun.

Check out this guide to creating a DIY escape room .

17. Host a Meditative Session

If you are looking for breakout session examples, then consider hosting a meditative session. Sometimes participants get overwhelmed at conferences with the constant shuffling between sessions, extra noise, and increased interaction. Offering a chance for attendees to decompress and relax could be incredibly beneficial and much appreciated by all in attendance. You can set up a room with dimmed lighting, soothing music, and comfortable seating.

Mental health is incredibly important. Giving attendees a chance to focus on themselves and their mental state is a great use of a breakout session.

For more mindfulness activities, check out this list of Mental Health Awareness Month ideas .

18. Plan a Women in Business Seminar

One of the best women’s conference breakout session ideas is planning a “women in business” seminar. In this event, focus on the influential role women have in the workplace. This session does not need to be solely for women. Encouraging both men and women to attend will increase women’s success in advancing in their field. At this session, attendees can learn about the difficulties women face and how to overcome these trials. It would be helpful to hear from women who have successfully navigated a career and home.

Encouraging discussion about women in the workplace can be inspiring for young professional women and eye-opening for men.

Check out this list of leadership books for women .

19. Set Up a Photo Booth

If you are looking for one of the most fun activities for breakout sessions, then consider setting up a photo booth. This feature encourages interaction and creativity among participants. The photo booth setup can be as simple as a background with handheld props allowing participants to use their cameras. Or make the photo booth more dynamic by providing costumes and hiring a professional photographer to capture the memories.

A photo booth allows participants to have a little fun with new friends and take home a special memory from the conference.

List of conference breakout session topics

The following is a list of sample subjects for conference breakout sessions. You can use these ideas to plan dynamic and interactive breakaway sessions that encourage and develop attendees.

• Combating Mental Fatigue in the Workplace
• How to Plan a Successful Company Picnic
• Encouraging Physical Fitness Among Employees
• How to Focus on Health in the Workplace
• Hosting Virtual Team Building Games
• How to Encourage Women in the Workplace
• How to Develop a Work-Life Balance
• The Importance of Communication
• Team Building Ideas
• How to Develop Leaders
• How to Host a Virtual Escape Room
• How to Talk about Racial Equality
• How to Plan a Mental Health Month
• How to Boost Confidence in New Employees
• How to Successfully Onboard New Clients

These topics are some ideas to get you started, but the possibilities are endless.

Finding appropriate and interactive conference breakout session ideas is essential to creating a dynamic event. Attendees learn at these sessions and also have fun and grow professionally. Then participants take these new skills back to their workplace. As companies find ways to develop their employees, everyone at the office benefits.

For more large-scale event planning tips, check out conference event entertainment , conference swag , and conference menu ideas .

We also have a list of conference quotes , a list of the best jokes for conferences , and a list of leadership conferences to attend.

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FAQ: Conference breakout session ideas

Here are the frequently asked questions about conference breakout sessions.

What are conference breakout sessions?

Conference breakout sessions are events or activities that participants attend in small groups. After an opening session for all attendees, breakout sessions allow a chance for them to interact in small groups and learn about focused topics.

What are the best ideas for conference breakout sessions?

The best ideas for conference breakout sessions encourage participation and discussion and develop essential skills in participants. You can achieve these goals with engaging activities like Silent Discos and ask me anything sessions or with specific panel topics like Women in Business.

What are some good conference breakout session topics?

Some good conference breakout session topics are Team Building Ideas, How to Focus on Health in the Workplace, and the Importance of Communication.

Author: Grace He

People & Culture Director at teambuilding.com. Grace is the Director of People & Culture at teambuilding.com. She studied Industrial and Labor Relations at Cornell University, Information Science at East China Normal University and earned an MBA at Washington State University.

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People & Culture Director at teambuilding.com.

Grace is the Director of People & Culture at teambuilding.com. She studied Industrial and Labor Relations at Cornell University, Information Science at East China Normal University and earned an MBA at Washington State University.

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15 Conference Breakout Session Ideas To Engage Attendees

Let’s be honest: When it comes to your annual business conference, the real learning happens at the conference breakout sessions.

The general session might inspire and the networking may be fun, but conference breakouts are the time where attendees are given tactical ideas they can bring back to their work – sort of like a productivity gift bag.

But like a gift bag, it’s only as good as what’s inside. If you’re skimping on your breakouts’ design and execution, your attendees won’t have much to show for their trip besides a few scribbled notes and awkward elbow brushes. No thanks.

These sessions need to meet your attendees halfway and arm them with the knowledge they need to succeed. Here are fifteen essential conference breakout session ideas for you next corporate event.

• Michael Taylor
• May 9, 2018

1. Short and Smooth Transition

Keeping the transition short and smooth between the main lecture and the breakout sessions is vital in keeping up the energy throughout the sessions.

Think about it : Sitting in a crowded room for over an hour with no energy will make anybody restless.

Try having the groups pre-assigned before breaking off into the sessions, thus shortening the time between the two. Having the energy carry over from the main lecture into the sessions will keep the engagement level high throughout the entire session.

2. Have a Framework in Mind

Everybody knows the terrible feeling of being ill prepared for something. Don’t let that be you at your next conference breakout session. Have a clear framework and goal in mind for the session to make sure you don’t get sidetracked or forget your point. If you lose focus during your presentation, so will your participants.

3. Get the Creative Juices Flowing

It’s the worst to get a group together and have no ideas come out of it. To fix this, have a brain teaser or interactive game ready to kick things off when participants arrive at the session. Maybe it’s just a short riddle or puzzle for the participants to solve before you begin the session. Whatever it takes, get the creative juices flowing and set the tone for the rest of the session.

4. Get to Know Each Other

Most people won’t participate if they don’t know anyone else they’re with. To avoid this, make sure that everybody knows each other in the room.

Have an icebreaker ready to go at the beginning of your breakout to ensure everybody gets an idea about their fellow attendees. This may spark a shared interest, job, etc. and participants will feel more comfortable as a result, therefore more willing to participate more frequently throughout session.

5. Bust Out the Idea Wall

Set the tone for your next conference breakout session by using an “Idea Wall”. Have the theme posted on the wall when the participants walk in where they can write down some of their ideas about the theme on a sticky note.

At the end, revisit their original ideas. This will get them thinking about the theme from the very beginning and keep them more engaged throughout. It can also show how perceptions changed throughout the presentation, giving them a deeper understanding of your main point.

6. Put Up a White Wall

Lots of rooms have white boards that spend most of their time collecting dust. Too bad, because these are such an awesome spot to get your audience involved.

Get a few brave soldiers to stand up and write on the board. They can put up their ideas about your presentation, answer a question or even suggest something new – whatever – just as long as it gets them on their feet and makes them feel like they contributed to the cause.

7. Breaks During Breakouts

We get it: you’ve got a lot to cover in a limited time. Truth is, though, that particularly long breakout sessions can get  exhausting . NASCAR drivers don’t burn rubber all 200 laps – they take breaks to optimize performance.

If your session is longer than 45 minutes, breaking up the breakout gives people a mental breather so they can come back engines roaring once they’re done. A five minute break can be productive by giving them an idea to or challenge to think about and talk amongst themselves while they stretch.

8. Stay Comfortable and Casual

The majority of your participants might work at the same desk, in the same chair, at the same office,  every day . 

Shaking it up a little and breaking routines creates a great environment for creativity and engagement. Put bean bag chairs or swinging chairs in the room to make the session more comfortable. 

9. Avoid Theater Seating

In the same vein, you want to showcase intimacy at your breakout. The keynote just ended. Don’t recreate that setup in a smaller room and have them sit facing center stage.  People tend to get disengaged and antisocial when facing just one person.

Everyone facing each other in a round table setting might be fun instead. This will fuel collaboration even further and keep the participants more engaged is the session.

10. Have Food Ready

The last thing you want in your breakout session is hangry , irritable and tired people. Those attributes quickly dissolve sessions toward lackluster territory.

A quick and easy solution to this problem is to have snacks nearby for the participants. This will keep the participants thinking about your practical speech instead of their growling stomachs. 

11. Get Active!

One of the biggest event trends right now is health and wellness. It’s very important that you pay attention to this when you’re planning your next breakout session.

Use various health and wellness strategies to keep your participants up and moving throughout your session. Doing so will prevent them from checking out from your discussion and keep them dialed in the whole time.

12. Use Technology… Sparingly

This one is tricky.

Everybody has a smart phone on them at all times. U se this to your advantage during your next breakout session with an interactive game or polling through the app. While this mixes things up from the same-old same-old, be wary that they don’t get too distracted and miss your main points.

13. Mix Up Your Media

Believe it or not, your attendees could be using their time for a lot of other things rather than sitting and watching someone speak for an hour. You can easily re-energize the room with some fun media displays. 

We’ve seen tons of presenters show funny videos or relevant photos with great success if they drive a point home. As always, the idea is to make your point in the most engaging way possible. If that somehow includes your favorite Drake song, then more power to you.

14. Present Your Ideas

One big problem with breakout sessions is that participants don’t always feel involved in the discussion and that their opinion isn’t important. An easy way to prevent this from happening – let participants know at the beginning of the session that they will present their ideas to the group at the end.

This will accomplish two things for your session: First, it will let them know that their ideas matter to you and your company. Secondly, it will make them more engaged in the conversation and idea creating.

15. Have Fun

Finally, one of the most important aspects of any conference breakout session is that your participants enjoy their experience.

If the participant walks away without learning anything or enjoying themselves, you have an issue on your hands. Make sure that you keep things light, fun and not too serious.

Breakout of the Ordinary

At the end of the day, find the breakout session strategy that matches your brand. Tie it to your overall theme and let your participants dictate what they will learn. By including design thinking (and your people) early in the process, you’ll set yourself up for success every time.

How to Make Breakout Sessions Engaging! 13 Tips for In-Person & Virtual

by J.Shay Team | Sep 10, 2020 | Conferences/Meetings , Ideas/Tips , Virtual Events

Conferences and other corporate events are only successful if the attendees have been engaged and inspired. While the greater agenda of your event will be informative and educational, it is the breakout sessions that allow for a more intimate experience and provide one-on-one interaction between speakers and attendees.

Table of Contents

Benefits of Breakout Sessions

During a typical program agenda, a series of presentations are given that require the attendees to be passive audience members. Admittedly, it’s an effective format for sharing insights and information, but it doesn’t exactly allow attendees to be active participants. That’s where breakout sessions come in.

Here are just some of the benefits of including breakout sessions in your event:

Encourage Engagement

Not every attendee is comfortable standing up and sharing their ideas in a larger setting. Breakout sessions give attendees the opportunity to share ideas, observations, and ask any questions they may have.

Permit Deeper Dives

Breakout sessions help planners to better meet the needs of attendees because they allow deeper dives into specific topic and areas of interest. These sessions can also be organized by skill level (beginner vs advanced) or by position/role (management vs entry-level).

Extend Attention Spans

Thanks to 24/7 digital technology and social media, most people’s attention spans have dwindled. Breakout sessions offer attendees an active break from passive listening, thereby extending their attention span.

Provide Networking Opportunities

People attend events for two primary reasons: to learn and to network. But, as we mentioned, interaction is difficult, if not impossible, during the main agenda. Breakout sessions allow for more intimate interaction between attendees to make those important and mutually beneficial connections.

These are just some of the potential benefits of breakout sessions. We say “potential” because these benefits only come with breakout sessions that are engaging. Whether you’re planning an in-person event or a virtual event , the following are tips will help you develop breakout sessions that are engaging and memorable.

Breakout Sessions Tips for In-Person Events

Choose the Right Space

Intimacy requires a smaller space. Look for a location off the main stage that has enough space for chairs to be arranged easily. This location should be easy for people coming out of the main room to find and have a professional but comfortable atmosphere.

Be Strategic with Timing

It’s important to get timing right. If you schedule your breakout sessions too late in the day, your attendees may already be focused on going home and engagement will definitely suffer. Conversely, scheduling breakout sessions too early may mean fewer people show up. In our experience, midday is usually best.

Also, don’t plan too many breakout sessions, as they can leave your attendees feeling burnt out. Sometimes planning for a simple break is a better option than an entire breakout session .

Create Collaborative Seating Arrangements

Your goal with seating is to foster intimacy and interaction. Theater-style and lecture seating don’t offer much interaction – save that for the main presentations. For breakout sessions, arrange tables in a square or U-shape and keep chairs in a semi-circle. Café tables and hybrid layouts also work well.

Breakout Session Tips for Virtual Events

Keep Groups Small

While creating an intimate feel in person is ideal, it’s essential in a virtual setting. That’s because with virtual breakout sessions, interaction will really be limited to a Q&A and chat. If groups are too large, the presenter will not be able to get through all of the questions. In our experience, groups of 40 people or less are ideal in virtual settings.

Use a Moderator

Moderators are entirely necessary to ensure successful breakout sessions. Not only do moderators help with Q&As – selecting the questions so speakers can focus on giving comprehensive answers – they also help facilitate engagement among attendees.

Introductions are Key!

To encourage engagement among attendees, be sure to start your breakout sessions with introductions. But it’s important to get a little more creative than having everyone say who they are and where they’re from. Instead, consider posing a simple question everyone can answer. For instance, you could ask people to tell you their name and the last Netflix show they binge-watched or what their favorite breakfast food is. These kinds of unique questions get people engaged right off the bat.

Overall Tips for Any Type of Breakout Session

Invite Input from Attendees

If you want to give people what they want, simply ask them what they want. Poll your attendees ahead of time to see what types of experiences they are looking for, then plan your breakout sessions around their specific interests.

Know Your Goal

To select the right type of format for your breakout session, you’ve first got to know what your overall goal is. Do you want to increase engagement? If so, an interactive breakout session will work best. Want to share some statistics and case studies? A presentation-style session may be better. Want to simply provide time for your attendees to unwind? You may want to plan for a straight-up break instead of a breakout session. This will give people a chance to move around, use the restroom, and relax.

If you want to improve attendance of your breakout sessions and ensure everyone has a memorable time, you’ll definitely want to create some buzz. Some ways you can do that are to:

• Gamify the experience – separate attendees into teams and award prizes to the winners.
• Hand out raffle tickets for attendance and extra chance to enter for participation.
• Offer gifts for breakout session attendees such as branded pens, gift cards and app download codes.

Think of breakout sessions like the salt in the meal you’ve prepared for your guests. While salt is not the main ingredient, getting the salt just right can make or break the meal. If you follow these tips, you’ll be able to create breakout sessions that are memorable and engaging for your attendees.

If you need help planning your next conference (and breakout sessions), click here to get more information!

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Top 10 Icebreakers For Your Next Presentation

Hrideep barot.

• Presentation , Public Speaking

If you are here, this is your sign to elevate your presentations from mundane to memorable with our guide on icebreakers for your next presentation. Are you tired of the same old routine when it comes to presentations? Are you looking for ways to captivate your audience, foster connections, and ensure your message doesn’t fall flat? Well, look no further because we’ve got the secret ingredient to transform your next presentation from mundane to memorable: Icebreakers!

In this blog, we’ll explore a treasure trove of icebreaking techniques to transform even the iciest of atmospheres into a vibrant and engaged audience. So, whether you’re a seasoned presenter or stepping onto the stage for the first time, get ready to discover the magic of icebreakers and watch your presentations come to life!

Why Icebreakers are Important?

Did You Know “ Icebreakers have an ancient history dating back to ancient Greece, where they employed “paradoxography,” a storytelling form, to engage and entertain participants during gatherings?”

Breaking the ice is like warming up a room full of strangers, it’s the catalyst for transforming uncomfortable moments into meaningful connections!” 

Picture this scenario: you are in a professional setting, surrounded by unfamiliar faces, and it feels as if you are in uncharted territory. That is when someone proposes an icebreaker activity. Suddenly, you are engaged in a thought-provoking exercise, sharing insights, and gradually forming strong professional bonds.

Icebreakers are an essential tool in any social or professional setting, as they help to break down barriers, encourage interaction, and create a positive and welcoming atmosphere. Whether you are hosting a meeting, a workshop, a team-building event, or a conference, incorporating icebreakers can greatly enhance the overall experience for participants. In this blog post, we will explore the key points highlighting the importance of icebreakers and their numerous benefits.

Breaking the Ice

The primary purpose of an icebreaker is to break the ice between participants who may not know each other or who may feel hesitant to engage in conversation. By facilitating an initial interaction, icebreakers help to create a sense of familiarity, ease, and connection among attendees. They provide an opportunity for individuals to share a bit about themselves, their interests, and their backgrounds, which can lead to finding common ground and sparking conversation.

Building Trust and Relationships

Icebreakers play a crucial role in building trust and relationships within a group. When participants engage in icebreaker activities, they become more comfortable with each other, which encourages open communication and collaboration. Icebreakers foster a sense of trust and create a safe space for individuals to express themselves and share their thoughts and ideas. This improved trust and rapport can greatly enhance teamwork and collaboration throughout an event or project.

Energizing Participants

Icebreakers are an excellent tool for energizing participants and increasing their engagement. They help to shift the atmosphere from one of formality or initial awkwardness to one of energy and excitement. Icebreakers inject fun and enthusiasm into the event or meeting, making it more enjoyable and memorable for all involved. They also help to boost participants’ energy levels and attention span, ensuring that they are fully engaged and present throughout the entire duration of the activity.

Encouraging Creativity and Innovation

Icebreakers often involve out-of-the-box thinking, creative problem-solving, and innovative approaches. By engaging in activities that challenge participants to think differently or explore new perspectives, icebreakers stimulate creativity and innovation. They inspire individuals to break free from rigid thinking patterns and embrace fresh ideas. This creative environment can lead to more innovative solutions, insights, and outcomes further into the event or project.

Promoting Inclusivity and Diversity

Icebreakers are inclusive by nature, allowing individuals from various backgrounds and with different perspectives to come together and participate equally. They create a space where everyone’s voice can be heard, regardless of their role, hierarchy, or experience. Icebreakers can also be adapted to accommodate cultural differences and ensure that all participants feel comfortable and respected. By promoting inclusivity and diversity, icebreakers help to create a sense of belonging and foster a supportive environment for all.

Enhancing Learning and Retention

Here’s an interesting tidbit: People tend to remember information better when it’s associated with a positive or enjoyable experience. Icebreakers create a positive atmosphere, making your key points more likely to stick in your audience’s minds.

When participants are actively engaged and emotionally connected, they are more likely to absorb and retain information. Icebreakers help to create an optimal learning environment by providing an opportunity for participants to become actively involved in the experience. By warming up the mind and priming it for learning, icebreakers can significantly enhance knowledge retention and application.

How to Choose the Right Icebreaker?

Icebreakers are a crucial aspect of any event or gathering, as they help break down barriers, encourage interaction, and create a positive atmosphere among participants. However, choosing the right icebreaker can be a challenging task, as there is no one-size-fits-all solution. Here are some practical tips and examples to help you make the best choice for your audience.

1. Consider the Audience

The first step in choosing the right icebreaker is to consider the size and diversity of your audience. Different icebreakers work better for different group sizes and compositions. For example, an icebreaker suitable for a small team might not be as effective for a large conference. Take into account factors such as age, occupation, and cultural background to ensure that your icebreaker resonates with everyone present.

2. Align with the Event Theme and Objective

Next, consider the theme and objective of your event. An icebreaker that complements the purpose of the gathering or relates to its theme can set the right tone and create a sense of relevance among participants. For instance, if you are hosting a professional networking event, a suitable icebreaker could be asking attendees to share something about themselves that is not typically found on their professional profiles, as commonly done on LinkedIn.

3. Time and Space Constraints

The available time and space for your icebreaker activity will also impact your choice. Consider the duration of the event, whether it is a short meeting, a full-day workshop, or a multi-day conference. Tailor your icebreaker accordingly, ensuring that it is engaging but not time-consuming. Additionally, consider the physical space and ensure that the icebreaker can be executed comfortably within the given environment.

4. Familiarity and Comfort Levels

The level of familiarity and comfort among your attendees is an essential factor to consider. Icebreakers work best when they encourage participants to step slightly out of their comfort zones. However, it’s crucial to strike the right balance to avoid any discomfort or resistance. If your audience is particularly introverted or unfamiliar with each other, opt for icebreakers that are low-pressure, quick, and personal. Asking attendees to share a community or cause that holds personal meaning, as often done in Facebook Groups, can create a sense of connection without being overwhelming.

5. Be Prepared to Adapt

Lastly, be prepared to adapt and adjust the icebreaker if necessary. Sometimes, despite careful planning, an icebreaker may not work as expected or may require modifications while in progress. Stay flexible and open to making changes on the spot if needed. Being attentive to the participants’ engagement and reactions will help you gauge the effectiveness of the icebreaker and make any necessary tweaks.

6. Asking the Right Questions

• To choose the most suitable icebreaker for your event, ask yourself and your team relevant questions:
• What do my audience members like and dislike?
• What icebreakers have worked well in the past for similar groups?
• What icebreakers have they already experienced or seen before?
• What specific goal do I want to achieve through the icebreaker?

By asking these questions and conducting proper research, you can gather ideas and options that align with your audience’s preferences and the goals of your event. Combine your findings with your own experiences and observations to choose the icebreaker that is most likely to create a positive and engaging experience for everyone involved.

What is a Good Icebreaker for a presentation?

A good Icebreaker sets the pace for an effective and memorable presentation. It isn’t boring nor is it routine. It excites and energizes as you start with a bang. Here are 10 examples of the best Icebreakers in the field:

• The 5 great icebreaker questions?
• One-Word Icebreaker Game
• What’s in the Bag Icebreaker
• Two Truths and a Lie:
• Speed Networking:
• Would You Rather
• Human Bingo
• Scavenger Hunts
• Non-cringeworthy icebreaker- “Two Truths and a Dream”

1. The 5 great icebreaker questions

  What is one thing you hope to accomplish in today’s meeting?

This question sets the stage for a productive discussion by encouraging participants to clarify their goals. It also helps the meeting facilitator tailor the agenda to address these expectations. For example, someone might say, “I hope to gain clarity on the project timeline,” which signals to the group that timeline discussions are a priority.

What is one word that describes how you feel about the upcoming project?

This question allows participants to express their emotional stance regarding the project, fostering transparency and empathy within the team. Responses can vary widely, from “excited” and “optimistic” to “apprehensive” or “curious.” Understanding each other’s emotions can aid in gauging the team’s overall morale.

Share one personal or professional success you’ve had since our last meeting.

This question promotes a culture of celebration and acknowledgment within the team. Participants can share accomplishments, whether big or small, that have occurred since the previous meeting. It encourages positivity and recognition of individual and collective achievements.

What is one challenge you anticipate facing in the upcoming weeks?

Anticipating challenges is crucial for proactive problem-solving. By discussing potential obstacles beforehand, teams can strategize and support each other more effectively. For instance, someone might mention, “I foresee difficulties in aligning our schedules for the project kickoff.”

What’s a book, podcast, or article you’ve found inspiring lately?

This is a powerful icebreaker that not only promotes knowledge sharing but also opens the door to meaningful discussions and interesting recommendations. This question sets a positive and engaging tone for meetings, promoting empathy, and providing valuable resources beyond the session. It’s a simple yet effective way to tap into the collective wisdom of the group while nurturing a culture of curiosity and inspiration.

2. One-Word Icebreaker Game:

Choose one word to describe your weekend.

• This prompt encourages participants to reflect briefly on their personal experiences. Responses could range from “relaxing” and “productive” to “adventurous” or “restful.” It provides insight into individual weekend experiences and sets a friendly, informal tone for the meeting.

Pick one word that captures your goals for the coming year.

• Participants can express their aspirations succinctly, like “growth,” “innovation,” “balance,” or “learning.” This exercise promotes goal sharing and may uncover common objectives or themes among team members.

Select one word that best represents your work style.

• This prompt encourages participants to self-reflect on their work approach. Words like “collaborative,” “methodical,” “adaptive,” or “focused” can offer insights into team dynamics and help in understanding each other’s strengths.

Fun One-Word to Describe Yourself Icebreaker:

• Choose one word to describe your personality.
• Share one word that sums up your morning so far.
• Pick one word that represents your favorite hobby or activity.
• This icebreaker is versatile and can be adapted to various contexts, allowing participants to share something about themselves in a concise, engaging manner. It’s a fun way to get to know each other better.

3. What’s in the Bag Icebreaker:

In this icebreaker, a bag contains various objects that participants can draw from. Each object represents a different aspect of the meeting or project. For example:

• A stress ball to represent managing project pressures.
• A puzzle piece to symbolize problem-solving.
• A pen to represent communication and collaboration.

When someone draws an object, they must relate it to their perspective on the meeting or project. This activity encourages creative thinking and adds an element of surprise and engagement.

These icebreakers help create an inclusive and interactive atmosphere, enabling participants to connect on both a personal and professional level. Feel free to customize these questions and activities to fit your specific meeting or event goals.

4. Two Truths and a Lie:

“Two Truths and a Lie” is a classic icebreaker that encourages participants to share interesting facts about themselves while adding a bit of mystery. Here’s how it works:

• Each participant takes turns sharing two true statements about themselves and one false statement.
• The other participants then try to guess which statement is the lie.
• The reveal follows, where the person reveals the false statement and shares the actual truth behind it.

Example: Participant A says:

• “I once climbed Mount Kilimanjaro.”
• “I’m fluent in three languages.”
• “I have a pet elephant.”

Participants B and C might guess that statement 3 (“I have a pet elephant”) is a lie. After the reveal, Participant A explains that they’ve never had a pet elephant, but they did climb Mount Kilimanjaro and are indeed fluent in three languages.

5. Speed Networking:

Speed networking is a structured, fast-paced activity designed to help participants make meaningful professional connections within a short time frame. Here’s how it typically works:

• Participants are paired up for a set amount of time (e.g., 3-5 minutes).
• During this time, they introduce themselves, discuss their professions, and exchange contact information.
• After the allotted time, participants switch partners until everyone has interacted with multiple people.

Example: In a speed networking event for entrepreneurs, participants A and B have a 3-minute conversation. They discuss their business ideas, challenges they’ve faced, and potential areas of collaboration. Once the timer goes off, they exchange business cards and move on to meet new people.

6. Would You Rather:

“Would You Rather” is a fun icebreaker that encourages participants to make choices and share their reasoning. Here’s how it works:

• Each participant receives a card with two options (e.g., “Would you rather have the ability to fly or be invisible?”).
• They must choose one option and explain why they made that choice.
• This icebreaker can lead to interesting discussions and insights into participants’ preferences.

Example: Participant A receives a card with the question, “Would you rather travel back in time or visit the future?” They choose to travel to the future because they’re excited to see technological advancements. Participant A then shares their reasoning with the group.

7. Human Bingo:

Human Bingo is a great icebreaker for large groups. Each participant receives a bingo card with different characteristics or experiences, such as “Has traveled to five countries” or “Speaks more than two languages.” Participants mingle and try to find people who match the descriptions on their cards. When they find a match, they write that person’s name in the corresponding bingo square.

Example: Participant A’s bingo card includes the statement, “Has run a marathon.” They approach Participant B, who has indeed run a marathon. Participant A writes Participant B’s name in that square. The goal is to fill in as many squares as possible and shout “Bingo!” when they do.

8. Scavenger Hunt:

A scavenger hunt is an interactive icebreaker that involves participants searching for specific items or completing tasks within a set time frame. It can be done indoors or outdoors, and participants can work individually or in teams. The organizer provides a list of items or tasks, and participants race to find them.

Example: In an office-based scavenger hunt, participants might receive a list that includes tasks like “Find a red stapler” or “Take a selfie with a colleague from a different department.” The first person or team to complete all the tasks wins.

These icebreakers serve various purposes, from fostering connections and networking to sparking creativity and promoting engagement. They can be adapted to suit the specific goals and preferences of your event or meeting, making them versatile tools for building rapport and enhancing interactions among participants.

9. What are some fun facts for Icebreakers?

Facts make for fantastic icebreakers because they’re like little windows into each person’s unique world. Sharing a fact about oneself or a fascinating tidbit of knowledge not only sparks conversation but also fosters a sense of curiosity and connection. Facts are the bridges that allow individuals to relate to one another, creating a dynamic and engaging ice-breaking experience that goes beyond small talk.

– The first recorded speeding ticket in 1896 clocked in at just over 8 miles per hour, a far cry from today’s traffic violations.

– In the English language, “E” takes the crown as the most common letter, appearing in 11% of all words. Meanwhile, “A” follows closely behind at 8.5%, while the letter “Q” is a rarity, showing up in only 0.2% of words.

– While many are familiar with animals like dogs and horses in police service worldwide, some regions in China employ geese for their noisy and disruptive qualities to help maintain street order and deter criminals.

– Hailstorms are a natural occurrence, but on planets like Saturn and Jupiter, lightning strikes carbon soot, transforming it into graphite. Under immense pressure during storms, this graphite converts into diamond hail, creating extraordinary diamond storms.

– Philanthropist Bill Gates, a part of the Giving Pledge initiative, has donated approximately $30 billion to non-profits and has saved over six million lives through healthcare and vaccination initiatives. This inspiring effort has garnered the support of 231 philanthropists.

– Scotland has adopted the unicorn, despite never having seen one in person, as its national animal. This mythical creature holds a special place in Scottish history, surpassing even the famous Loch Ness Monster in cultural significance.

Professional fun facts about yourself 

Another way you can use fun facts as an icebreaker is by introducing yourself with a fun fact. It can be a great ice-breaking activity as everyone introduces themselves with an interesting fact. These examples can help you develop your fun fact answers that provide others with a clearer background of your professional goals, accomplishments, or experience:

• The bravest thing I’ve ever done was give a product demonstration to a live audience of over one thousand people.
• My role model is my dad because he immigrated to Canada when he was only 18, got a job right away, and worked hard to provide for our family.
• I have worked in marketing for over half my life.
• I have traveled to over 30 countries for business. My favorite one was Japan because they have a lot of delicious food.
• The first time I ever moved away from home was participating in a job internship 500 miles away from my hometown.
• I’m reading a book about financial technology to familiarize myself with the industry and its ongoing trends.
• I speak four languages: English, Spanish, Italian, and French.
• I was 17 when I got my first job at a fast-food restaurant, which helped me develop leadership, communication, and listening skills.
• My favorite subject in school was English, so I decided to become a writer.
• I once set the record for most products sold in one day during my previous sales job.

What is an Icebreaker that is not cringe?

A non-cringeworthy icebreaker fosters a positive and comfortable atmosphere, encourages interaction, and is relevant to the context. Here’s an example of a simple and effective icebreaker: An advanced and superior substitute of the Two Truths and a Lie icebreaker- which is called:

10. “Two Truths and a Dream”

In this icebreaker, participants share two facts about themselves and one aspirational dream or goal. This not only helps break the ice but also allows people to get to know each other on a more personal level and can lead to meaningful conversations.

Here’s how it works:

Each participant thinks of two true statements about themselves. These can be related to their personal life, hobbies, or professional background. They also think of one aspirational dream or goal they have for the future. It could be related to their career, personal growth, or a lifelong dream. Participants take turns sharing their two truths and one dream with the group. The challenge for the others is to guess which statement is the dream.

For example, someone might say:

• “I’ve traveled to five different countries.”
• “I’m learning to play the guitar.”
• “My dream is to start my non-profit organization.”

This icebreaker is effective because it allows people to share something personal and positive while also sparking curiosity and conversation. It’s not cringe-inducing and can lead to genuine connections among participants.

When to use Icebreakers?

Icebreakers are powerful tools to infuse fun and interaction into various situations. Here’s a quick guide on when to deploy them:

• Meeting Kick-Off : Start your meetings with icebreakers to get everyone engaged and set a positive tone. For example, “Two Truths and a Lie” can break the ice effectively.
• Team-building Events: During team-building activities, icebreakers help foster connections and boost team spirit. “Human Bingo” is a fun choice.
• Workshops and Training: In training sessions or workshops, icebreakers inject energy and creativity. “Would You Rather” questions can spark interesting discussions.
• Conferences and Networking: At conferences or networking events, icebreakers like “Speed Networking” facilitate connections and break the ice among attendees.
• Remote Meetings : In virtual settings, icebreakers bridge gaps and build camaraderie. Use questions like “Share your most unique quarantine hobby.”
• Post-Lunch Slump Buster: Combat post-lunch drowsiness by using icebreakers like “One-Word Icebreaker” to re-energize participants.

Icebreakers are not just for breaking awkward silences; they’re valuable tools to enhance engagement and connections across various scenarios.

How to Facilitate Icebreakers?

As the host or facilitator of the event, you have an important role in making the icebreakers successful. You’re the captain of the icebreaking ship, steering it towards success. Your role is pivotal in ensuring everyone has a great time. Start by preparing meticulously; you’re the conductor, and your baton must be in perfect sync with the icebreaker’s rhythm. When you step into the spotlight, introduce yourself with enthusiasm and clarity, setting the stage for what’s to come. Like a wise guide, explain the rules and what’s expected, ensuring everyone’s on the same page.

Equip participants with the necessary tools and materials, just as a host provides guests with all they need. Throughout the activity, be the energy monitor, adjusting the tempo to keep the vibe lively. Like an appreciative audience, provide feedback and recognition, highlighting the stars of the show. Finally, when the icebreakers conclude, be the storyteller who weaves it all together, connecting the dots between the icebreakers and the event’s purpose. Your role is to ensure that icebreakers are not just activities but memorable experiences.

Imagine the host/facilitator/MC as the thermostat in the room. While a thermometer simply measures the temperature, you, as the thermostat, have the power to set it. Your role is to bring clarity, engage the audience, and infuse energy into the atmosphere – all without crossing into cheesy territory. You’re the one who shapes the environment, making it inviting and exciting for everyone involved. 

Be clear – Be engaging – Be energizing

In wrapping up our exploration of top icebreakers for your next presentation, remember this: icebreakers are the secret spices that turn the bland into the brilliant. They’re not just warm-up acts; they’re the opening chords of a captivating symphony.

From classics like “Two Truths and a Lie” to the creativity of “What’s in the Bag” and the lightning-fast networking of “Speed Networking,” these icebreakers are your allies in engagement, your partners in connection, and your ticket to presentations that won’t be forgotten.

So, as you plan your next presentation, embrace the icebreaker magic. They’re not the side dish; they’re the star of the show. Your audience will thank you for it, and your presentations will sparkle with a charm that’s impossible to resist.

To learn more about public speaking and effective communication you can reach out to us here.

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A Guide to Setting Up Virtual Meeting Rooms in 2024

A virtual meeting room facilitates remote collaboration. The best virtual meeting room platforms are seamlessly integrated with all your workflows.

By the team at Slack August 23rd, 2024

Meetings are a key component of any workplace. But getting everyone into a single room may be challenging or expensive, especially if you have participants located across the country or around the world.

A virtual meeting room can be an excellent alternative, largely replicating the in-person experience and allowing everyone to fully participate. However, not all virtual meeting room platforms are the same. Below, we’ll dive into how virtual meeting rooms work, which features to consider, and what you can do to make the most of this useful technology.

Introduction to virtual meeting rooms

Virtual meeting rooms work equally well for both formal and informal meetings , though you may want to adjust certain settings depending on the type of meeting. Formal meetings, such as committee meetings or board meetings, typically have a strict agenda and follow specific protocols. Informal meetings, such as brainstorming sessions or training classes, are looser and may be more participant-driven.

Regardless of the type of meeting, a virtual meeting space should serve as a comfortable place for participants to gather. Great virtual meeting platforms provide all the necessary tools to run meetings smoothly and efficiently while allowing everyone the opportunity to participate.

What is a virtual meeting room?

A virtual meeting room is an online stand-in for whatever type of space you need. With a few tweaks, it can become a virtual boardroom, a virtual conference hall, or even a virtual training lab. Flexible setup options and seamless integration with your existing workflows create an atmosphere that fosters true collaboration, regardless of physical distance.

When you need virtual meeting rooms

There are three basic scenarios that call for a virtual meeting room:

• Companywide meetings. Small, single-office companies may be able to get everyone into the same physical space. But if you have multiple offices, an in-person all-hands meeting can be difficult to organize and expensive to implement. Virtual meeting rooms make it easy to call everyone together to share important information quickly.
• Remote team collaboration. If you have remotely distributed workers, a virtual meeting system is essential. Face-to-face contact is one of the best ways to foster collaboration, but bringing everyone into the office at once is not always feasible. This is especially true if your team members are geographically dispersed.
• Meeting with external clients. Sometimes it makes sense to bring a client to your office or to visit their location. But both you and your clients are busy, and it’s not always easy to find time to travel. Your clients may also be located in another state or country. Virtual meetings solve the challenges of distance and scheduling by taking travel out of the equation.

How to set up a virtual meeting room

Virtual conference rooms are highly customizable, allowing you to choose the best fit for each specific meeting. But there are several things you should do ahead of time to make your conference a success , regardless of the specific customizations you choose:

• Assign technical assistants to help design and create the meeting room
• Create channels for announcements and introductions
• Send out invitations at least a few weeks in advance
• Restrict the use of @here or @everyone tags to relevant personnel to avoid chaos
• Work with your technical assistants to build the look and feel that match the overall tone of the meeting
• Log in to the space to troubleshoot any issues at least a day ahead of time

Benefits of using virtual meeting rooms

The best virtual meeting rooms offer quite a few benefits for companies of all sizes. These include:

Improved team collaboration and communication

When everyone is on-site at the same hours, it’s easy for team members to organize both formal and informal brainstorming sessions or other meetings. They can also simply walk down the hall when needed to communicate face-to-face. When your teams are remotely distributed or working flexible, hybrid shifts, though, it’s not as simple. But a virtual meeting room lets you re-create that valuable in-person experience. You’ll want a platform that is easy to use and seamlessly integrated with your workflows. The goal is to make remote collaboration just as simple as walking down the hall would be.

Increased productivity and efficiency

Ongoing collaboration is essential to productivity and efficiency. When each person feels like an island, it’s easy for things to be overlooked or for misunderstandings to occur. Virtual meeting rooms reduce these risks by keeping everyone on the same page. Whether you’re giving remote presentations or a few team members are collaborating on a document, virtual meeting rooms help to build a shared vision.

Cost savings and reduced travel expenses

In today’s highly digital era, your best client may be halfway around the world, while your key team members are spread across four states. It would be possible to fly everyone in for an important meeting, but the expenses could be prohibitive. A virtual conference venue offers a far more cost-effective solution. Everyone can participate in the moment from the comfort of their home or office without paying for airline tickets or coping with jet lag.

Key features of the best virtual meeting rooms

The best virtual meeting rooms offer several features that provide real value. Examples include:

High-quality video and audio conferencing

When considering which virtual meeting system to choose, top-notch video and audio quality should be non-negotiable. How can you possibly make the most of an important meeting if the audio keeps cutting out or the video is grainy? Be sure to conduct test runs before you implement the software and again before each meeting.

Screen sharing and document collaboration

During an in-person meeting, it’s easy enough to simply pass around a document or project a presentation. Be sure that the virtual meeting room software you choose is just as convenient. You’ll want participants to be able to share screens with just a couple of clicks and to collaborate as needed on all the major types of document files.

Interactive whiteboard for brainstorming and ideation

Whiteboards are where all the magic happens when you’re in the blue-sky phase of development. They can also be helpful throughout a project’s lifespan as you continue to refine ideas. Make sure that whatever virtual conference space you select has an interactive whiteboard that is easy for everyone to access and use.

Seamless integration with existing workflows

You don’t want to waste valuable meeting time asking everyone to click into and out of a bunch of different apps. Instead, your meeting platform should seamlessly integrate with the tools you already use. The idea is to support your existing workflows rather than running counter or even parallel to them.

Advanced security measures for data protection

All companies have a significant amount of proprietary information. Your business is also legally and ethically responsible for protecting your team members’, vendors’, and clients’ personal data. Yet the rate of hacks and other cybercrimes is only growing. You’ll need a trustworthy virtual meeting platform that uses advanced security measures to ensure that all data is safe and protected.

Customizable features to meet specific business needs

Every business is different, with unique needs and goals. Even within a single organization, informal brainstorming sessions have different requirements than formal presentations by the CEO. Look for a platform that offers plenty of customizable features, and then take the time to get to know how those features work. Don’t be afraid to play around with them before each meeting to ensure that you have the best settings to meet that day’s specific goals.

Best practices for effective virtual meetings

Even the best virtual meeting place is only a tool. It’s up to you to make sure you’re following all the best practices to run your virtual meetings effectively.

Setting clear meeting objectives and agendas

Some types of informal gatherings work best with only general, flexible guidelines. However, the vast majority of meetings, especially those that are more formal, need clear objectives and agendas. Before you call the meeting, take a few moments to think through what you want to accomplish. Then turn that vision into actionable goals and objectives. Determine an agenda that will fit the timeline of the meeting, and don’t forget to allow time for each speaker to take a few questions. Distribute copies of the objectives and agenda several days or weeks ahead of the meeting so that people can prepare.

Engaging participants and encouraging active participation

Any meeting, whether in-person or virtual, lives or dies by the amount of engagement it generates. It’s often less distracting to use a virtual meeting room with avatars that can stand in for the participants who are watching, but be sure to switch to a webcam shot of whoever is speaking. Throughout the meeting, ask questions. Solicit feedback. Conduct live polls. Open up Q&A sessions at the end of each panelist’s presentation. All these steps will help everyone feel like they’re part of the group, no matter where they are geographically located.

Using breakout rooms for focused discussions

Virtual meeting platforms with breakout rooms are incredibly helpful for larger, all-hands type of meetings, as well as large group meetings designed to address a specific problem. Smaller groups of participants can gather in these breakout rooms for focused, intense discussions and then bring their results back to the group as a whole. This is also a great way to engage shyer or more reserved participants, who may be reluctant to speak up in an unfamiliar crowd.

Best virtual meeting platforms to make collaboration effective and engaging

So, which platforms have the key features detailed above? Here is our roundup of the best virtual meeting platforms for 2024 and beyond.

Slack’s virtual meeting room, huddles , is part of our comprehensive work operating system. We make it easy to jump on a huddle from wherever you are in the larger Slack platform. You can customize your huddle with colorful backgrounds, emoji, and more, effortlessly setting the stage for whatever type of meeting you want. Even better? All the messages, links, and documents from a huddle are automatically saved in Slack, providing a single source of truth for everyone to reference later.

Microsoft Teams

Microsoft Teams makes sense for those who are already working primarily in the Microsoft environment. It’s included in all Microsoft 365 plans, allowing enterprise team members to quickly collaborate on Microsoft files and documents. You can add features such as Teams Rooms for additional customization.

Zoom is easy to scale as your business grows. A free basic subscription offers the features most small businesses need, while an enterprise plan can support up to 1,000 simultaneous participants with features such as interactive whiteboards and unlimited cloud storage. Mobile connections are also surprisingly robust, making it easy for people to connect while on the go.

Google Meet

Google Meet can work well for large businesses since it’s included with an enterprise-level subscription to Google Workspace. Not only is it fully integrated with all Google apps, but it also supports in-domain livestreaming. This means that you can hold an audio or video meeting within the private domain or network for your individual organization.

Putting it all together

A virtual meeting room is essential for any organization with remotely distributed workers or clients. It saves you the time and expense of flying people in for meetings while providing a similarly collaborative environment. But you’ll want to be sure to choose a platform that is fully integrated with your current workflows, provides breakout rooms for small-group discussions, and is easy to customize for different meeting environments.

If you want to learn more about how Slack’s comprehensive work operating system can streamline your operations, including its robust virtual meeting solutions, contact our sales team today .

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Sarah Lewis (left) and Klara Jelinkova at Sanders Theatre for the 11th annual Harvard IT Summit. Photos by Neal Adolph Akatsuka/HUIT

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AI, new technologies, and ‘courage to fail’ mark IT Summit

Tech leaders encourage culture of innovation 

The “relentless” pace of technological change and how Harvard’s IT workforce can embrace both creativity and failure to foster a culture of innovation loom large for those in the field, so they were the primary themes of the University’s 11th annual IT Summit , hosted by its CIO Council on June 6.

More than 1,000 Harvard staff and faculty gathered for a day of panels, networking events, and an afternoon keynote address from Sarah Lewis , John L. Loeb Associate Professor of the Humanities and associate professor of African and African American studies. The event also featured more than 40 staff-led breakout sessions showcasing the breadth of new technologies being explored and implemented across Schools and disciplines at Harvard.

Unsurprisingly, given its near ubiquity in technology discourse over the past year, generative AI was a frequent topic. In her opening remarks, Klara Jelinkova , vice president and Harvard’s chief information officer, praised University IT staff for “rising to the occasion” to quickly provide tools and support for community experimentation with generative AI. Referencing Lewis’ 2015 book, “ The Rise ,” Jelinkova characterized this era of rapid technological development as one of “uncertainty” in which “the willingness and the courage to fail, to be wrong, to shift gears and to engage in dialogue and disagreement” will be key to Harvard continuing to lead in the successful adoption of new technologies.

In a morning panel, technology leaders discussed the balance between innovation and operations while spotlighting how Harvard’s CIO Council supports the missions of both individual Schools and the University at large. Emily Bottis, managing director for Academic Technology at HUIT, said Harvard’s IT structure enables innovative uses of technology to be trialed in disparate fields before being brought to the center and distributed widely. She cited Teachly — a software tool developed within Harvard to help faculty teach more inclusively using data — as an example.  

Kennedy School CIO Meena Lakhavani highlighted the University’s AI working groups and “sandbox” environment as an example of central coordination providing frameworks and tools in which Schools can innovate. Beth Clark, CIO for Harvard Business School, mentioned “tutorbots” — AI chatbots trained to give students information on specific classes or course materials — as a way different pedagogical styles can be exchanged between IT teams to assess scalability.

Tutorbots were among the many AI-related topics featured in the breakout sessions, alongside presentations on how AI might be used to enhance campus sustainability, workplace productivity, course evaluations, IT service desk support, and many other facets of higher education. Staff assembled in classrooms across the Cambridge campus to hear updates on new systems such as Harvard’s Learning Experience Platform (LXP), a platform for delivering asynchronous and blended learning that emerged from a 2022 report from the Future of Teaching and Learning Taskforce , and the new HarvardSites website publishing service. And IT teams shared their expertise in tutorials on topics encompassing digital accessibility, using design and data to enhance user experiences, navigating compliance and resourcing discussions, exploring open-source solutions, and many more.

Along with excitement about the potential of AI, its rapid emergence has also raised significant concerns about cybersecurity. In a “speculative voyage into the future,” Michael Tran Duff, University chief information security group and data privacy officer, predicted that while it’s likely we will see a rise in cybercriminal activity aided by the use of generative AI, the eventual deployment of AI-enabled vulnerability assessment and “personal AI assistants” to block social engineering attacks, coupled with cybersecurity measures such as a transition to passwordless logins, could lead to significantly fewer incidents.

Concluding the day’s events in Sanders Theatre, Lewis encouraged the audience to reconsider their definition of failure as they strive for innovation. Drawing on themes and research from “The Rise,” she shared examples of celebrated innovators throughout history whose progress was frequently halted by failure. Rather than seeing failure as a negative comment on themselves, their abilities, and their identities, said failure can be used as feedback: valuable information that’s part of the process of finding solutions.

Lewis also offered advice on how organizations can create environments in which failure and risk-taking is made safer, such as creating time and space for employees to experiment, and reducing the stigma of seemingly outlandish ideas (which may later be hailed as innovations). Responding to an audience question, Lewis likened failure to a New England winter: It may feel interminable as it happens, but, “Just as the seasons change, there is always the possibility for spring.”

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Minnesota Wild rank No. 10 in NHL Pipeline Rankings for 2024

A year ago, the Minnesota Wild had no clear premium young defensive talent in their organization. Now they have Zeev Buium , who dominated college hockey, and Brock Faber , who took massive steps this season and was one of the best young defensemen in the NHL . They have some good young forwards, too, although none rise to that same level of prospect, and a potential future starting goalie in Jesper Wallstedt.

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Key additions: Zeev Buium, Ryder Ritchie

Key graduate: Matt Boldy

2023 ranking: 10

2024 NHL Draft grade: B+

Player Ranking

1. Zeev Buium, D

Dec. 7, 2005 | 6 feet | 186 pounds | Shoots left

Drafted: No. 12 in 2024 Tier: NHL All-Star

Skating: Above NHL average Puck skills: Above NHL average Hockey sense: High-end Compete: NHL average

Analysis: Buium was one of the top-scoring defensemen in college this past season and one of the best draft-eligible defensemen I’ve ever seen at that level. He is an extremely intelligent puck-mover who can run a power play like a top NHL player. He makes high-end plays routinely and can break shifts open with his puckhandling and passes. Buium is a strong skater who can activate off the blue line and create off the rush. He has very good edge work and is proficient at making checkers miss. His defense is good enough at the amateur level, but he isn’t very physically imposing. He is smart and mobile and breaks up enough plays to go with his great offense, making him a major positive at even strength. He has game-breaking potential and looks like a potential star No. 1 defenseman in the NHL who will put up big numbers.

Steal of the first round? Wild trade up, snag NCAA champ Zeev Buium at 12

2. Brock Faber, D

Aug. 22, 2002 | 6-foot-1 | 200 pounds | Shoots right

Acquired via trade Tier: Top of the lineup player

Skating: Above NHL average Puck skills: NHL average Hockey sense: Above NHL average Compete: High-end

Analysis: Faber had about as good of a first full season in the NHL as you could have hoped for. He was a major minutes all-situations defenseman for Minnesota. His excellent skating, gap work and compete have helped him become a great defender who kills a lot of plays, but the offense he showed this season was a pleasant surprise. Faber showed the ability to run a power play, make plays and be a true NHL puck-mover. Whether expecting 40-plus points from him consistently is realistic is a whole other matter, and I would lean toward no, but he could sit around 30 points playing on a second power play while providing excellent defense and transition play. He’s a true top-pair defenseman.

Russo and Smith: Forget the Calder — 'stud' rookie Brock Faber deserves Norris Trophy love

3. Marco Rossi , C

Sept. 23, 2001 | 5-foot-9 | 182 pounds | Shoots left

Drafted: No. 9 in 2020 Tier: Bubble top and middle of the lineup player

Skating: NHL average Puck skills: Above NHL average Hockey sense: High-end Compete: Above NHL average

Analysis: Rossi had a productive season with the Wild, scoring 40 points. He’s a highly skilled and intelligent center. He can run a power play off the flank and has the vision to make a lot of tough plays to teammates. He isn’t that big, but he plays with courage. He gets to the net to create offense and wins back a surprising number of pucks versus men for his size. His skating isn’t great, though, for his frame. He’s shifty but not fast, and he’ll need to score more to be an asset given those limitations. Rossi projects as a third-line center or second-line wing who can help a power play.

4. Jesper Wallstedt, G

Nov. 14, 2002 | 6-foot-3 | 214 pounds | Catches left

Drafted: No. 20 in 2021 Tier: Bubble top and middle of the lineup player

Skating: NHL average Hockey sense: Above NHL average

Analysis: Wallstedt had another highly productive season versus men as a top goalie in his division in the AHL. He’s a super smart goaltender. He anticipates the play like a top-tier NHL goalie and rarely seems out of position. He has enough lower-half quickness to make some tough lateral saves, but his side-to-side movement is all about his efficiency. He looks ready to play in the NHL and projects as a legit starting goalie.

5. Danila Yurov, RW

Dec. 22, 2003 | 6-foot-1 | 178 pounds | Shoots left

Drafted: No. 24 in 2022 Tier: Bubble top and middle of the lineup player

Skating: NHL average Puck skills: Above NHL average Hockey sense: NHL average Compete: NHL average Shot: Above NHL average

Analysis: Yurov had an excellent season as one of the top players for the eventual KHL champions in Magnitogorsk. He’s listed as a winger but played a lot of center this season and looks like he could potentially play down the middle in the NHL. Yurov has a ton of skill in his game and is a good skater. He uses his skill in a direct way, taking pucks to the net and showing a style that should translate to the NHL. He makes a decent effort without the puck and will be trusted by coaches. He has a lot of traits to be a top-six NHL forward and could be a second-line center.

6. Caedan Bankier, C

Jan. 26, 2003 | 6-foot-2 | 192 pounds | Shoots left

Drafted: No. 86 in 2021 Tier: Middle of the lineup player

Skating: NHL average Puck skills: NHL average Hockey sense: NHL average Compete: NHL average Shot: Above NHL average

Analysis: Bankier has developed very well over the past few years and was an important player for AHL Iowa as a rookie pro. He’s a good-sized center who can skate, plays both ways and is now showing offense. I don’t think as a pro he will be a major scorer, but he has legit hands and creativity and can create with pace. He showed in the AHL and in junior that he has enough touch to be a flank power-play type and can shoot the puck well, even though that likely won’t be his NHL role. Bankier projects as a middle-six forward with a legit chance to be a third-line center.

7. Liam Ohgren , LW

Jan. 28, 2004 | 6 feet | 187 pounds | Shoots left

Drafted: No. 19 in 2022 Tier: Middle of the lineup player

Skating: NHL average Puck skills: NHL average Hockey sense: NHL average Compete: High-end Shot: Above NHL average

Analysis: Ohgren was an important player for Farjestad in the SHL and Sweden’s U20 team and got some games with the Wild at the end of the year. He is an unspectacular player but helps his team in numerous ways. He has good skill and scoring ability and can be an offensive contributor. He’s very good at creating offense between the circles and projects as a bumper or net-front type on an NHL power play. He has the soft skills and wrist shot to create from distance, but he’s at his best when he’s getting to the tough areas. He wins a lot of battles and brings his best effort every game. He won’t blow you away with his speed or skill but he has enough of a well-rounded game to project as a middle-six wing.

8. Carson Lambos, D

Jan. 14, 2003 | 6-foot-1 | 197 pounds | Shoots left

Drafted: No. 26 in 2021 Tier: Projected to play NHL games

Skating: NHL average Puck skills: NHL average Hockey sense: NHL average Compete: Above NHL average

Analysis: Lambos’ first pro season went just OK. He had some struggles transitioning to the AHL level and didn’t stand out at either end. I think long-term he has two-way NHL potential, though. He’s a good skater, competes hard, has some bite and has good enough puck skills. Some scouts wonder whether his puck play will be strong enough for the NHL, but I see a solid first-pass game in him. He’s a bit vanilla but is well-rounded enough that he could project as a third-pair defenseman.

9. Charlie Stramel, C

Oct. 15, 2004 | 6-foot-3 | 212 pounds | Shoots right

Drafted: No. 21 in 2023 Tier: Projected to play NHL games

Skating: NHL average Puck skills: NHL average Hockey sense: Below NHL average Compete: Above NHL average

Analysis: There’s no way to describe this season for Stramel as anything better than a disaster. He didn’t earn the trust of the new Wisconsin coaches at any point during the season, which led to a transfer to Michigan State. Despite all the issues this year, though, I still think he’s going to play. He’s a big, mean center who can skate, and while his hockey sense is limited, he has more offense in him than he showed this season. He needs to rebound, but I still see him as a potential bottom-six forward who is hard to play against.

10. Ryder Ritchie , RW

Aug. 3, 2006 | 6 feet | 177 pounds | Shoots right

Drafted: No. 45 in 2024 Tier: Projected to play NHL games

Skating: NHL average Puck skills: Above NHL average Hockey sense: NHL average Compete: NHL average

Analysis: Ritchie was the best rookie in the WHL last season and a top player for Canada’s U18 team this summer, but his season in Prince Albert wasn’t as impressive. He is an average-sized winger but brings a ton of skill to the table. He is very elusive due to his skating and hands and can make tough plays with pace. His effort is fine, but his consistency could be better. I also don’t think he’s a dynamic playmaking winger, but instead a very good one. He has NHL talent, but I don’t see a clear role for him and think he could frustrate coaches as well.

11. Marat Khusnutdinov , C

July 17, 2002 | 5-foot-11 | 176 pounds | Shoots left

Drafted: No. 37 in 2020 Tier: Projected to play NHL games

Skating: Above NHL average Puck skills: NHL average Hockey sense: NHL average Compete: High-end Shot: Below NHL average

Analysis: Khusnutdinov was a productive KHL player before signing and playing 16 games with the Wild. He is a highly skilled forward who can make creative plays with the puck. What draws you to him, though, is his direct style of play. He’s not very big, but he’s very quick and takes pucks straight to the net. He plays with a lot of courage and brings energy to every shift. The way he plays is very likable, but I wouldn’t call Khusnutdinov a natural scorer, which isn’t ideal at his size. He projects as a high-energy bottom-six forward.

12. Rasmus Kumpulainen , C

Aug. 8, 2005 | 6-foot-2 | 191 pounds | Shoots left

Drafted: No. 53 in 2023 Tier: Projected to play NHL games

Skating: Below NHL average Puck skills: NHL average Hockey sense: NHL average Compete: Above NHL average

Analysis: Kumpulainen didn’t post huge numbers in the OHL this past season, but he was an important member of a top team. He’s a big center who has a solid two-way game. He has good hands, can make skilled plays from the perimeter and can also play at the net front. He can kill penalties and gives a good overall effort. His only drawback is a lack of NHL footspeed. He projects as a bottom-six forward who could be a 4C in the NHL.

13. Aron Kiviharju , D

Jan. 25, 2006 | 5-foot-9 | 170 pounds | Shoots left

Drafted: No. 122 in 2024 Tier: Projected to play NHL games

Skating: Above NHL average Puck skills: NHL average Hockey sense: Above NHL average Compete: Above NHL average

Analysis: Kiviharju has been on the prospect radar for several years after playing up age groups. That length of time watching him is relevant as he missed almost his entire draft season due to a lower-body injury. He’s a very smart puck-mover. He sees the ice at a high level and always has his head up looking to make a play. He is a highly skilled puckhandler who can make the toughest passes seem routine. The big issue with Kiviharju will be his defensive play. As a junior, he defends well. As an NHL player, it will be a question. He’s notably undersized, and while he competes well, he’s not physical. He skates well but doesn’t have the elite small-guy feet that make you think he will translate seamlessly to the NHL. I think he plays the game, but he may need to be used in a very specific way by a coach to the point it will be tough to get him regular minutes.

Has a chance to play

Daemon Hunt is a highly competitive defenseman who skates well, and his puck play in the AHL showed some progress this season.

Riley Heidt is super skilled and intelligent. He dominated the WHL and can run a power play like a pro. He is a small forward with so-so footspeed, though, so how his game will translate to the NHL remains a major question.

Jack Peart is smart and mobile enough to have a chance to be a puck-moving pro defenseman. He’s not very big or physical, so it’s unclear what his exact path is to the NHL.

Hunter Haight, C

April 4, 2004 | 5-foot-10 | 173 pounds | Shoots right | Drafted: No. 47 in 2022

Riley Heidt, C

March 25, 2005 | 5-foot-10 | 178 pounds | Shoots left | Drafted: No. 64 in 2023

Daemon Hunt, D

May 15, 2002 | 6-foot-1 | 201 pounds | Shoots left | Drafted: No. 65 in 2020

Rieger Lorenz, LW

March 30, 2004 | 6-foot-1 | 184 pounds | Shoots left | Drafted: No. 56 in 2022

Jack Peart, D

May 15, 2003 | 5-foot-11 | 186 pounds | Shoots left | Drafted: No. 54 in 2021

David Spacek, D

Feb. 18, 2003 | 6-feet | 174 pounds | Shoots right | Drafted: No. 153 in 2022

* Listed in alphabetical order

Player eligibility: All skaters who are 22 years old or younger as of Sept. 15, 2024, regardless of how many NHL games they’ve played, are eligible. Player heights and weights are taken from the NHL.

Tool grades: Tool grades are based on a scale with six separate levels, with an eye toward how this attribute would grade in the NHL (poor, below-average, average, above-average, high-end and elite). “Average” on this scale means the tool projects as NHL average, which is meant as a positive, not a criticism. Skating, puck skills, hockey sense and compete for every projected NHL player are graded. Shot grades are only included if a shot is notably good or poor.

Tier definitions: Tiers are meant to show roughly where in an average NHL lineup a player projects to slot in.

(Top photo of Zeev Buium: Richard T Gagnon / Getty Images)

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Corey Pronman is the senior NHL prospects writer for The Athletic. Previously, Corey worked in a similar role at ESPN. Follow Corey on Twitter @ coreypronman