Organising events with breakout sessions

The team at 41 Portland Place have a wealth of event knowledge. Each month we share tips on how to make your event a success.

Organising events with breakout sessions

Breakout sessions are a common method of splitting event attendees into specialised, targeted groups to learn, interact, research or network. However splitting large groups up can pose logistical challenges. Here are 3 tips from the team at 41 Portland Place to help manage your breakout sessions to ensure the movement of guests is seamless.

 1. Schedule breakouts correctly

It’s a good idea to allow time in the agenda for guests to make their way to the breakout space. Depending on the size of the venue it’s generally wise to add an additional 5 minutes to allow for bathroom breaks and mingling on the way to sessions. Always walk the path yourself in advance of the event to check that the space works for your session.

We recommend scheduling breakout sessions later in the day as opposed to first thing in the morning for two reasons:

• By early afternoon, guests will have had a couple of catering breaks to network with other attendees, they will feel more comfortable heading into a breakout session knowing there will be familiar faces. The catering breaks will also give a chance for people to explore the venue a bit more so they will be less likely to get lost
• You can avoid the post lunch lull by getting guests moving. A change of environment will revitalise and rejuvenate their attention span

Try to schedule a catering break after a breakout session. That way if one group finishes earlier or later than the others no one will be left waiting with nothing to do. By the end of the catering session everyone will fall back in sync with the rest of the event schedule.

2. Plan the path to the breakout room

This path needs to be mapped out in advance and all directions communicated correctly, especially in the case of multiple breakouts. Where possible, try and plan the path by splitting the group by exits or access to other levels. For example, group A can use the stairs and group B the lifts. This way the breakout groups are not creating traffic along the path and guests are not getting confused by incorrectly following a guest in another group.

3. Communication

In order for everyone to get where they need to be, guests must be told exactly where they need to go, the best path to take and at what time to move. There are several methods of communicating this to clients. Here are a few suggestions:

• Agenda – if guests have a printed programme, include the timings of the breakouts ensure that you in clued the session title, room name and room location
• PowerPoint –display breakout information on the screen in the main room and have the Chair of the meeting explain the details.
• Directional signage – point out the location of the breakout rooms with arrows along the way. Or better yet, place stewards at key points along the way to offer directions.
• Venue – ensure that the venue team, including waiting staff and reception are aware of your breakout plans and agenda. They can also help usher the guests to the right location.

For more information on organising breakout sessions, or to discuss how it can be part of your next event contact the events team at 41 Portland Place.