May. 26, 2025
Zoom fatigue has become an office buzzword, and with good reason. Video conference calls (on Zoom, Google Meets, or various other platforms) with groups big and small, for 10 hours a day, with few breaks in between — it’s exhausting. And then there’s the video cocktail hour with friends or coworkers to cap off the day.
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It’s easy to be critical of the format, but of course many leaders had to stand up their new virtual meetings quickly and are naturally experiencing hits and misses. And conversations that might have happened informally in the office now have to be scheduled as meetings, leading to calendar overload. Some conversations are more productive than others, often because they build on the ability of a virtual meeting to engage more perspectives. Others are awful: mind-numbing monologues during which no one can tell who is engaged and who is doing their laundry.
As we have seen in so many other arenas, the coronavirus pandemic is highlighting a problem that already existed: Meetings need to be better. How often do you show up for a call because it is on your calendar, without really knowing the purpose or your role? And even when a meeting has a clear purpose and agenda, the group may not have the information they need or a framework for making decisions.
As we have seen in so many other arenas, the coronavirus pandemic is highlighting a problem that already existed: Meetings need to be better.
One way out of this situation — whether online meetings predominate for the foreseeable future or we transition more quickly back to face-to-face — is to recognize that all meetings need to be actively designed. Yes, it helps to have an agenda and to use check-ins, breakouts, or the coolest whiteboard app, but there are many more options available. And even a small investment in meeting design can help you engage your participants, facilitate creativity and collaboration, improve the quality of decisions, and promote motivation and accountability.
The key is to step back and think like the “architect” of your meeting, to use the term preferred by my colleague Rick Lent, author of Leading Great Meetings. To get started, consider these four questions.
1. Why are we gathering? Designing the right structure depends on your purpose — whether it is a one-time event or a recurring meeting. Think about the opportunity or need that led you to connect this particular group: It might be developing a plan, solving a problem, evaluating a risk, deepening relationships, or some combination of the above. Then ask yourself, does this need to be real-time? Although live conversations are great for quick back-and-forth and high-intensity conversations, asynchronous chats via Slack, Microsoft Teams, or other tools can allow for more relaxed, ad hoc gathering of ideas or feedback, with automatic documentation. Once you have clarified the purpose for yourself, put it into the meeting invitation so people are more prepared to focus when they arrive.
2. Who needs to be here? As a general rule, invite those who have something to contribute to the purpose, have a key role in decisions, or will be affected by the outcome. Then consider the tone that will help these individuals contribute their best work. As Dick and Emily Axelrod outline in their book, Let’s Stop Meeting Like This, how people engage depends on how welcome and comfortable they feel. Here you can get creative. For example, most people need some sort of a “meeting warm-up” to settle in, especially in a virtual setting where it can be difficult to feel connected. I like to pose questions in chat for people to respond to as they arrive, such as, “Given our focus on branding today, which company do you most admire for its customer focus?” Ideally, your warm-up will both have a social element and relate to the meeting topic.
3. What conversation needs to happen? Fulfilling your meeting’s purpose will require effort from all participants; otherwise, you would not need a meeting. This is why Rick Lent advises describing the “work” your group needs to do together to achieve its goal. Do you need to reconcile different perspectives on your strategy? More fully consider a new risk the management team has been ignoring? Generate more creative ideas for the new product launch? Envision the conversation that will best advance the meeting’s purpose, then design the meeting to enable that conversation.
4. How might we create the conditions for that conversation? Now comes the fun part, where you think through the actual flow of the meeting. Generally, you want to focus most of the time on the conversation you identified in #3 above. But rather than just having an agenda, the Axelrods advise thinking of meetings as a “canoe” with various segments, which come together to form a sturdy vessel (with points at either end representing the beginning and the closing).
First, consider the inputs. What does your group need to be able to dig into the conversation at hand? Is it a pre-read? Relevant data? A field trip? Whatever you choose will set the tone and focus. In a virtual meeting, you are constrained in how much material you can show at once, so you may want to have everyone in a shared document space or forward materials in advance that everyone can have handy.
Second, plan the activity. Too often, leaders simply state the agenda topic and participants start to talk — an approach that makes tangents inevitable. It is the leader’s job to think about how broadly he or she can open the topic to draw out people’s unique contributions and commitment without overwhelming them with too many options or inviting them into a decision that, in reality, others own. The key is to clearly frame how the group might best engage to achieve your stated goal. It might be a question or discussion prompt, such as, “Joe and Tamara have proposed different views on our strategy. Why don’t we list the pros and cons of each?” As you get more comfortable, you might try a more structured activity, such as 1-2-4-All. In this technique, people think for a few minutes on their own, then share ideas with a partner, then debrief with a group of four, and finally, discuss as a large group.
Third, summarize the output of your activity and, if relevant, set up the next one. In the example above, after the group has debated Joe’s and Tamara’s perspectives, you can propose a vote. You should also carve out time for a formal wrap-up. Meetings often run right up to the end time (or go over, and people start to drop off), which can leave things dangling. Keep an eye on the clock to avoid this outcome. The Axelrods advise taking the time to acknowledge contributions, clarify next steps, and reflect on the meeting itself. Taking five minutes to debrief will build a habit of continuous improvement and mutual accountability. For example, one group I worked with noticed that they were avoiding making certain decisions week after week. They designated someone to flag these decisions to hold the team accountable.
Organizing a conference is both a thrilling and a challenging responsibility. Whether you’re planning a small local industry meetup or a large international event, asking the tough conference questions is an essential part of ensuring that everything goes as smoothly as possible. From your goals to post-event follow-ups, no detail goes unnoticed. To keep you on top of everything, we’ve compiled 35+ conference FAQs that’ll guide you along with the planning. Follow this complete checklist, and your next conference will be a success!
The key to successful conference planning begins with the right questions. Every detail is crucial to the process from his goals approval and venue establishment to managing speakers, participants, and follow-up actions. Let these questions guide you to host a finely tuned event that is effective, fun, and purposeful.
The very first step of any event is to understand what it is for. Are you looking to educate, network, or introduce a product? Having clear goals will determine everything from the agenda to the marketing strategy.
Define your ideal attendees. Are they professionals from the industry, students, or a combination of both? Understanding your audience allows tailoring content, marketing, and logistics to their needs and level of expectations.
Determine your goals; create/raise brand awareness, leads, or collaborations. Big goals help you measure how successful your conference becomes.
Write down all expenses: venue, catering, marketing (advertising), and speakers fees. A detailed budget helps you allocate your resources effectively and avoid overspending.
Seek out possible sponsors and partners to minimize costs and enhance the event experience. Sponsorships can also add to your reach and authority.
Consider your own critical infrastructure — in particular, the availability of qualified staff, technology, and budget. Understanding what you have helps determine what you are missing, which you may look for external assistance with.
An aligned venue can help reach your conference goals as well as audience preferences. These include considerations such as size, location, and technical abilities. 82% of attendees prefer in-person meetings as the most dependable source of information.
Make sure the venue can comfortably accommodate your anticipated guest count. Overcrowding or not enough engagement can spoil the experience for attendees.
One of the most important aspects of event planning is to be inclusive, by checking for accessibility features, such as ramps, elevators, and restrooms. A venue that is accessible allows all who should attend, to do so.
Pick the dates without conflict with major holidays or events. When a survey is released can also affect turnout and participation.
Research competing events that might affect attendance. Don’t host your conference when the industry is at a peak season or when local holidays are taking place.
Allow time for decorating, technical setup, and cleanup. Good planning means a smooth event, with less stress in the last 48 hours.
Look for influencers or experts in your industry that can bring value to your conference. However, events are rarely successful without engaging speakers that will draw in attendees and provide reassurance for the event.
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Design a well-balanced agenda keeping everyone engaged but not overloaded. Having too many sessions leads to fatigue, too few, and attendees are left wanting more.
Deliver session topics that meet the desires and demands of your attendees Making sure the content is relevant ensures attendees get value from the conference.
Add interactive components to liven up the meeting. In order to enhance the attendee’s experience you can use some engagement tools such as live polls or networking breaks.
Breakout sessions allow more in-depth discussion and networking. Learning in small groups helps one approach and learn better.
Create a marketing plan that focuses on how you will reach your target market. Leverage various channels such as social media, campaigns, and partnerships to reach your audience.
Use a trustworthy registration platform to handle sign-ups and check-ins. A smooth registration experience not only enhances the attendee experience but also alleviates logistical headaches for your team.
Give incentives to register and attend early. Creating a sense of urgency by offering early bird prices or exclusive perks can increase registrations.
Craft a compelling theme that resonates with your audience and aligns with your goals. A strong theme helps unify the event and makes it memorable.
It also helps to have the conference align with your brand values and messaging. Uniform branding establishes trust and solidifies your organization’s identity.
Use user-friendly tools to simplify the registration process. This is because reliable software allows for precise tracking of all attendees, accompanied by a seamless experience.
A dedicated mobile event app or website will elevate the experience for attendees. Schedules, maps, and networking tools are features that add convenience and engagement.
Verify the AV options the venue has, or rent it elsewhere. You need high-quality audio and visuals to create a professional experience.
Consider offering virtual access for remote attendees or future use. Recorded sessions can extend the life of your content and reach a broader audience.
Collect feedback through surveys or suggestion boxes to evaluate the success of the event and make improvements for future iterations. Post-conference feedback is incredibly important to help you with honing the way you organize conferences.
Identify KPIs like attendance, engagement, return on investment, etc. Monitoring these metrics can assess the effectiveness of the event, while also pinpointing areas of improvement.
Follow up with emails, newsletters, or social media engagement. Keeping the connection alive gets your audience going and helps you build long contracts with them.
Add value through content-sharing with attendees and non-attendees. Resources collected after the conference support the impact of the conference and extend its reach.
Include a range of food types and be prepared to meet any dietary needs. Considerate catering helps to elevate the attendee experience, ensuring everyone feels included.
Be prepared for technical problems, medical emergencies and other disruptions. Knowledge is anticipation, and avoiding the stress that accompanies EVERY event.
Include details about nearby hotels and how out-of-town guests will get there. Having clear direction allows those attending to plan out their trip properly and makes their experience even better.
updates, FAQs, and a dedicated point of contact can go a long way in addressing these concerns. Trust is built when everything is out in the open and there is no room for misunderstanding.
Have contingency plans for the unexpected. Having a Plan B, whether that’s a virtual alternative or a new date, means the event doesn’t have to be canceled.
The check-in process needs to be more efficient. Along with a positive note to the event, while bringing a better experience to the attendees.
Send personalized thank-you messages to attendees, speakers, and sponsors. Gratitude of course promotes goodwill and strengthens relationships for future events.
Conclusion
If you want your conference to be successful, you must pay attention to detail and know exactly what you want to achieve. With these 35+ must-ask conference questions, you can tackle what’s ahead, simplify your planning journey, and create an event that your attendees will remember. This list is for both first-time organizers and seasoned pros, helping you stay organized and concentrated.
Whether you are choosing the right venue or using technology to run the event without a hitch, all of these parts work together to create the complete event experience. With the right planning, budgeting & marketing efforts your conference can meet its objective whilst adding value for both attendees, sponsors & speakers.
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