How to prepare for hosting a conference discussion table or round table session

By Claire Barnhoorn - On

Tomorrow I will host three network or round-table sessions at a conference. A bit anxious but most and foremost excited to get in the ring tomorrow. Today is Monday, like many of you I stare at my screen with my first coffee; let’s start the week and what’s on the agenda. I know, tomorrow I am hosting these three round-tables at a conference, the big question is: how to prepare for round-table sessions as a host?

A few weeks ago I was asked if I wanted to host round-table discussions (they call it roundabouts) at Impact Startup Fest 2018.  Each round table session was to be provided three times. Conference and event participants could sign up weeks before to join one of the network or round-table sessions. A great online event concept by @networktables. As others would do, I waited a few days, hoping others would already sign up so I knew what to write… How to get started… What if nobody would sign up in the first place? Nobody likes to be visible online and having nobody to join your sessions and discussions. Filling in this online profile and discussion topic is something completely different than an all-paper conference.

As it turned out, my fear wasn’t necessary.  The first session out of the 50+ network tables that was booked, was the one I was hosting! Even more excited to hear that the other two tables were booked within a week too.  As I successfully got over the first hurdles, question remains: how to prepare for them tomorrow?

 

1. Reach out to participants and discussion partners

With internet it is easy to scan all participants to of the table up front. I noted their names and did some online searches, lucky enough all of them had a LinkedIn profile. I connected to all of them up front with a personal introduction message. Besides the message that I am really looking forward to discuss with them and hear from their expertise regarding their background. I also asked all of them to send me a question they wish me to address in their session. In this way I am sure that the discussion participants get the most out of the session tomorrow.

2. Create a mind map or topic map

The sessions tomorrow do not have a set structure, and therefore allow for a preparation with a mind map, or topic map. I take a big white paper where I write in the middle the main topic. Breaking the subject down in smaller topics, which again to unpack in smaller subjects, arguments, questions etc. Having prepared a topic map of your session gives great insight into where discussion might go to and what is of the biggest interest of the conference and participants. This is a great help for the next step, preparing your questions.

3. Prepare for success

The better prepared you are, the better the quality of the discussion and impression you make. It’s the responsibility of the host of a discussion to take the lead in the (flow of the) dialogue. Hence I am to prepare a list of questions designed to secure interesting information or insights from the discussion partners. Based on these question I prepared some follow up questions, ‘just in case’. Obviously being flexible enough to make sure that the conversation will continue with a natural flow by listening carefully to all respondents. Based on what is being said, follow up question will pop-up or will be prompted by others.

4. Be ready to discuss peoples background

In discussion or sharing experiences is always good to make sure the participants and the audience is aware where the idea comes from. Giving the possibility to address a persons background shortly before they speak gives more relevance, phrame and credibility to their point of view and contributions to the discussions. Since I have had several roles and positions over the last 15 years, I always question how to introduce myself, given the topic in maximum three lines. A good preparation of how to introduce yourself will benefit the flow and start of the meeting. Make also sure that you allow enough time for the others to do the same before the meeting to start.

5. Prepare for getting back on track

Everybody attending discussions at conferences or network meetups knows these persons that always end up pitching their idea or solution. In the humanitarian domain we all know that person that once volunteered for a week at an orphanage or school somewhere in Africa and Asia. Also if you are taking part in a more polarized discussion the clear positions people might have. Make sure to list possible off-track subjects and situations. Try to find a positive note or remark for all of these situations to get them back on track. I listed mine and with a smile I try to find ways already to get it back on the subjects that people are interested in. Having a list up front with possible questions from some participants might help too.

6. First and last impressions

One of the first things you can do for that first impression is analyzing up front what to wear. Since I did attend the conference last year I had some ideas. Checking online the pictures of last years event also can help out. Check what the others are wearing to make sure to mingle in. Whenever possible I chose a color or accent that stands out, so people can spot you more easily at the drinks afterwards. However, since I am not a kind of person that usually feels comfortable analyzing what to wear or shop, this probably will remain the hardest part for me.

Regarding the last impressions, make sure you have some messages to end with if you are not comfortable enough with shortly summarizing on the spot the conversation you have had. Make sure to make a mental picture of the people on the table you wish to talk to longer. Either catch up afterwards at network drinks or send them a mail or message in the next couple of days.

7. Go with the flow

There is so much you can do, but it all goes with the flow. Make sure to smile and enjoy. Tomorrow I am lucky to discuss the topic nearest to my heart with a great group of people. We can challenge one an other and question. I truly can’t wait till tomorrow.

 

Wish to have a session on Responsible Humanitarian Innovation at your event or conference?

If you are hosting an event where my expertise and passion to challenge and discuss with others would be an added value, do not hesitate to get in touch with me. I love to get in the ring and discuss to enable responsible humanitarian innovation globally. This might be at a humanitarian event, but even more at your corporate event, or when discussing public-private partnerships in aid.

 

Sessions hosted at Impact Startup Fest by Claire:

Responsible Humanitarian Innovation: how to enable, fund or partner.

Roundtable discussion host: Claire Barnhoorn (founder AidInnov)

How to enable responsible humanitarian innovation? During this session we will challenge and explore this question based on the experience and background of AidInnov. AidInnov is a forthcoming online platform and movement for responsible humanitarian innovation.

We see the humanitarian crises unfold in Syria, Yemen or hear about Ebola in Congo or the Rohingya refugees in Bangladesh every day on our televisions. Public-private partnerships are leading the discussions to transform the way we provide assistance to millions of people in need globally. So many wish to ‘do something good’, contribute with their expertise, business or enthusiasm. Whole new generations of innovators are stepping into the work force every day. Successful entrepreneurs as well as multinationals wishing to expand business in the humanitarian domain. However how to responsible innovate in the humanitarian sector? How to enable solutions or assure adoption? How and when to partner, and with whom?