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How to Get Attendees to Network (and Enjoy it)

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Regardless of if an event has an alternate intended purpose, any gathering of a group of people can present the opportunity for them to network.

Why is Networking Important?

Despite its sometimes dreadful connotation, the working world is fueled by networking. Personal connections can lead to meaningful business and career opportunities.

Additionally, attendees like to feel like they are getting something out of the event. Whether they’re taking time out of their work day or their weekend, knowing the event will serve a purpose motivates them to attend.

There are many reasons people attend an event, but more often than not, people attend to see and be seen. Knowing they will have the opportunity for invaluable face time with certain people can make the event worthwhile, and subsequently more enjoyable.

Making Time to Network

If time isn’t set aside for networking, attendees will naturally make their own time, potentially in the middle of your program. It’s important to understand your audience and their needs. If networking is necessary, incorporate it either before or after the programmatic portion of the event.

Atmosphere

provide seating for network opportunities

The event space shouldn’t be too big or too small. You don’t want the area to be so crowded that people can’t move or see a person on the other side of the room, and you don’t want the area to be so large that it creates an awkward cavern feeling. An ideal space will create an intimacy and warmth that helps initiate conversation.

The room layout can also help stimulate conversation with lounge areas and soft seating. Add drape or string curtain to give more structure to the lounge space.

Additional Elements for Fostering Good Opportunities to Network

The bare minimum for a networking event is a room and people. If we’re getting technical – it’s just people. However, there are plenty of additional elements that allow networking to be more enjoyable and even more productive for attendees.

  • Entertainment: A silent room can be awkward. Whether it’s piped in or live, music can give background noise that alleviates the silence and adjusts the mood in the room. With that being said, the music should be peppy, but not too loud that it overpowers the conversation. Sometimes music with lyrics can cause guests to lose focus. If an event is featuring a live band or form of entertainment, it is best to schedule networking times around the act to avoid distraction.
  • Activities: Activities can serve as icebreakers and conversation starters. Lighthearted and easy-to-start activities can be anything from an oversized game of chess to a virtual reality booth. Games or activities should be easy to start and stop. Activities can even serve a dual purpose as décor, such as a coloring wall or ice graffiti sculpture.
  • Technology: Tech elements can be used to enhance the cool factor of an event, and cool things = conversation starters. As a bonus, incorporating technology can also help track attendance and ROI. We used Swarmworks technology that matched attendees based on a set of pre-answered questions about their interests and experiences. Attendees were able to see their “match” on a digital projection map of the room.
  • Food & Beverage: Food and beverage elements allow guests to have something else to spark a conversation other than the weather. Wine or beer tastings, a rolling mixology cart, and spice making, are some easy-to-participate elements that can give guests something to talk about.

Consider a Non-Traditional Venue

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Event Sites: Consider a non-traditional venue

An increasingly popular event site is the non-traditional venue.  Choosing a venue for an event is one of the most important decisions in the event planning process. It can influence the energy in the room, the event’s performance, not to mention the budget and logistics.

While there are the tried and true traditional hotel/conference center options, a non-traditional venue, such as a gothic church, barn, or museum are increasingly popular, and with good reason – they provide attendees and guests with a truly unique experience, ignite conversation, and usually offer the choice of bringing in your preferred rental partners.

After fleshing out the event details and requirements, you can begin your search for an unconventional space to meet your needs. The McColl Center for Art and Innovation, located in uptown Charlotte, NC, is a great example, having just recently become available to rent. This neo-Gothic former church provides a fresh, unique space with edge and excitement for corporate events, non-profit fundraisers, holiday parties and more. With a revolving display of work by the Artists-in-Residence, a convenient location with free parking, and large, open space featuring warm brick walls and high, beamed ceilings, this architectural treasure offers a one of a kind guest experience for both intimate and large scale events.

The bottom line: choosing a unique venue for your event will complement and enhance the purpose and energy you are striving for. There are many exciting options available that will work logistically and within your budget.

6 Venue Clauses That are More Important Than You Think

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Venue contracts vary from location to location. Often, the larger the venue, the bigger the contract, while one page contracts are common for smaller spaces. Some non-traditional venues don’t even have contracts. No matter the size of the contract, it’s important to remember that all contracts are negotiable.

We aren’t attorneys and don’t give legal advice, but here are a few things we look for in contracts:

  1. Policies and Procedures: Convention centers and hotels usually have a line that says something like “I agree to abide by the polices and procedures as described on the Policies and Procedures document”. It is important to receive a copy of that document. Many times that document details out additional fees or requirements that are required when holding an event. Fees could include security or chef charges. It might also address power limitations or time limits that aren’t spelled out in the contract.
  2. Music License: Often in fine print, there is sometimes a line that reads, “Lessee agrees to purchase all music licenses”. Any time copyrighted music is played (for any reason), the organization is required to have a music license. It doesn’t matter if the music is played by a dj or an ipod, the license is still required.
  3. Condition of Premises: This is an add-in clause that says that at your event, the venue will be in the same condition or better at the time of contracting. This is especially important when the contract time is for a long period of time. Venues can change owners, go under construction, or undergo a natural disaster, all of which could alter the original condition.
  4. Food and Beverage minimum: This is the minimum financial spend in food and beverage not including tax and service charges. Getting this as low as possible is ideal. Events change. Attendees decrease. Things happen.
  5. Audit Clause: Another add-in clause. If beverages are being purchased on consumption, it is fiscally prudent to count the bottles at the end of the night to ensure you are only be charged for what was consumed.
  6. Non-compete: Most people are familiar with the employment non-compete. This one is a slightly different, but serves a similar purpose. Many industries don’t want competing companies holding meetings/events at the same property at the same time. If this is an important issue, it is imperative to add language into the contract.