Engaging Conference Breakout Sessions: Fun & Creative Ideas

Most large conferences feature buzzworthy keynote speakers and giveaway-filled vendor rooms. The real meat of the conference, though, comes from the breakout sessions. These smaller events-within-an-event allow attendees to choose the topic or experience they want and provide an opportunity for conference planners to increase engagement and learning even when the guests number is in the thousands. They can be the highlight of the event that will have participants talking long after the conference is over… or they can flop. It’s essential that planners are intentional about creating breakout sessions that are memorable for all the right reasons. Let’s look at how to do it.

Planning & Organizing Breakout Sessions

Much of what determines the success of conference breakout sessions happens well before the conference itself. If you’re the planner, make sure you’re dedicating time to thoughtful breakout session prep. First, consider the format and environment. Who is your audience? What do they need to learn or experience? What conference goals are uniquely suited to being achieved in breakout sessions? Talk with your production company early to find out what options you have to incorporate technology into your sessions. It’s likely there are some exciting opportunities you aren’t even aware of. People love seeing something new, and this might be the perfect way to give it to them.

Don’t just assume you know what your guests want or need from breakout sessions. Ask them! Early attendee involvement via pre-event polling or social media engagement will give you direct feedback on what your participants hope to get from your conference and will help you tailor your sessions accordingly. Once you have a rough idea of what you want to accomplish through breakout sessions, be purposeful about selecting facilitators and moderators that will add value to each session. Communicate clearly with them regarding their role and the goals of their session.

Photo by: avad3 Event Production Team, Colorful  LED Wall feature at event in Northwest Arkansas

Breakout Session Formats & Ideas

We are all familiar with the lecture breakout sessions- you sit in a smaller version of the main auditorium and listen to a presenter give specialized information. Certainly, this format has its place, but it’s undeniable that a more engaging format will yield better results. If you have no idea how to make that happen, don’t worry. We’re here to help! As you read about some different options below, think about your field and what a session in these styles might look like.

Workshops & Educational Sessions

These are close to that traditional lecture format, but with a glow up. The main goal is still to educate the audience on a specific topic. However, there may be a hands-on component, or time within the session for participants to reflect on how the information relates to them and how they can apply it. Maybe time is set aside for Q and A, or guests are given a chance to discuss and process the information with each other.

Roundtable & Panel Discussions

Sometimes there is tremendous value to be had from gathering a small group to have a discussion on a topic rather than a more formal presentation. A panel discussion can allow guests to hear different points of view or gain insight into different aspects of a topic from a variety of perspectives. For example, someone considering opening their home to foster care would obviously learn about the process from a case worker but would benefit far more if they were also able to hear from a current foster parent and a young adult who had been in foster care in the past. A roundtable format is similar and works great if the goal is for the group to achieve a consensus or create a plan of some sort. For these sessions, it’s important that the goal is clear to everyone participating in the discussions, and that the moderator is fully prepared. Depending on the size of the audience, this format can allow for a range of audience participation, from Q and A to full contribution.

Photo by: avad3 Event Production Team, Breakout Room at Walmart Marketplace Seller Summit Las Vegas NV

Interactive Workshops

If your breakout session goals include team building or skill transference, interactive workshops can be a perfect fit. Usually done either in smaller breakouts or with multiple facilitators, this format creates an environment where attendees are learning while they actively participate in an activity designed to give them new skills. Maybe employees involved with marketing are divided into small groups to practice a new method of collaboration, or teachers work with facilitators to go through the process of teaching a new curriculum component. The goal is for guests to learn by doing.

Role-Playing & Problem Solving Activities

In fields where personal interactions are valued, or where problem solving needs to be done without excess conflict or drama, these kinds of breakout activities can be highly beneficial. Attendees will have the opportunity to simulate experiences they can expect to have in their day to day work, but with the benefit of coaching and education in real time so they can learn ways to handle situations more comfortably and expertly. A team of brilliant engineers might learn to better handle managing different approaches to solving a problem. Medical care professionals may be able to improve their communication skills with patients. This format is highly customizable and participants leave having already been able to practice what they’ve learned.

Presentation Based Formats

Sometimes the information that needs to be conveyed in a breakout session is just best done through a presentation and there’s no way around it. That still doesn’t mean it has to be dry and one sided! There are lots of ways to liven up this format. Set up lightning talks where presenters give essential information in short spans of time. Create debate sessions where speakers with different approaches present together. Increase audience participation with popular AMA (“Ask Me Anything”) sessions or ask presenters to format their information around a case study so the audience can understand the relevance of the material.

Networking & Social Interaction

There is great value to be found in creating space and time for participants to interact with each other. Create a framework for it to happen so that attendees feel comfortable like speed networking or networking café. A lunch-and-learn event or even good old icebreakers can do the trick. Often a conference is the only opportunity for certain people to interact and it can be frustrating when a full schedule doesn’t provide a framework for it to happen.

Innovative & Creative Formats

Event planners are coming up with unique ways to host breakout sessions all the time. Gamifying elements such as trivia events or game rooms take advantage of cultural trends. Incorporating creative and leisure activities like meditation, dancing (look up silent discos!), or art allow participants an unexpected opportunity for a creative outlet. And never forget to talk with your production company to see what tech and digital tools you can use to be innovative. Virtual sessions and AI-driven experiences can really change the game for your event.

Photo by: avad3 Event Production Team, Breakout Room at Walmart Marketplace Seller Summit Las Vegas NV

Catering to Different Learning Styles

As you proceed in planning your sessions, keep in mind the variety of people that will be in the audience and the variety of learning styles they represent. Some people are auditory learners and need only to hear information to absorb it. But kinesthetic learners need active participation and visual learners are best helped by being able to see the information. Discuss options with your presenters and facilitators and incorporate methods to include all learning types as much as possible. It can’t be overstated how important components like visual aids and interactive elements are. If your presenters need help with this make sure they receive it early on so the sessions run smoothly. When possible offer a large variety of sessions so that all guests will be able to find an option that suits them best.

Engagement & Participation Strategies

Even plans made with the best of intentions can fall flat sometimes. Minimize that possibility by incorporating strategies to increase engagement and participation. Start before the event, building buzz through conference materials and social media. Encourage breakout session presenters to promote their sessions ahead of time as well. Make sure that all your facilitators understand the importance of effective and inclusive interactions in each session. Consider providing incentives for engagement or even gamifying the process.

Photo by: avad3 Event Production Team, Teammate discusses plans in a breakout room at EAST Conference in Hot Springs AR

Execution & Follow Up

Don’t rush through the process of planning timing and logistics. The when and where of a session is just as important as the what. The greatest session in the world will have poor attendance if it’s in a difficult to find room, or if there’s not enough time to get there after the keynote. People don’t like having to walk in late or leave early or having to hunt for the right place. Even if your instincts are pushing you towards maximum timeline efficiency, always prioritize the guest experience. Along those lines, make sure that your facilitators are thoughtfully chosen to be effective and that they fully understand their roles and the goals of their sessions. After the conference, have a plan to measure success and gather post-event feedback so you can see what worked and what needs improvement next time.

Breakout sessions can sometimes be an afterthought to event planners or a component the consider best left to the facilitators of the sessions to plan. But we know they’re where participants can get the most value from your event and where you have the most opportunity to get creative and innovative on a smaller scale. Think about a breakout session you’ve attended that you loved and what made it great. Was it the energy in the room? The clever presentation style? Commit to providing an equally exciting experience for your conference attendees and incorporate some of the ideas we’ve mentioned here to get started.