Session Formats + Audience Involvement

When you attend or plan an event, you must consider the presentation format for each session. The overall size of the event, number of concurrent sessions, topics to be covered and location space must all be considered. The most common presentation settings are:

Auditorium: Generally a larger room with chairs facing a stage or podium from which the speaker delivers the presentation. Room size can vary but may include hundreds in the audience.

Classroom: Typically a smaller room with tables. Chairs face a white board or screen for presentation. Hands-on computer or training sessions favor this set-up. Room capacities are usually smaller (up to a few dozen people).

Roundtable: Most roundtables are very limited in size (fewer than 20 attendees). A conference style table with chairs surrounding it is common, though not required. Roundtables are usually highly interactive.

Panel: Panel discussions typically are held in auditorium-style settings, with at least two panelists (experts) who will answer questions and offer opinions during the session. This is an interactive format, but tends to be more structured (Q & A) than a roundtable.

Virtual or Web-based: Virtual sessions have become commonplace as companies try to curtail travel expenses. These can be done through a phone conference, webinar (using web conferencing software like Webex), or using the newer and highly functional virtual trade show software packages (for example, ON24) that have concurrent sessions in different virtual auditoriums, chat rooms, trade show “booths,” etc.

In our experience, the most effective seminars or presentations involve the audience to some degree. How you encourage participation is often dictated by the presentation setting. In an auditorium setting with 200 attendees, asking for and receiving input has traditionally been done by asking participants to hold questions until the end of the session and then having a moderator carry a microphone from person to person so they may ask their questions of the presenter. A current popular option is to ask participants to send (or “tweet”) questions via Twitter using a pre-defined hashtag. In a virtual setting with a large number of attendees, online chat or tweets are also common. The best option for true interaction is still the roundtable. This format encourages back-and-forth discussion that is not as easily accomplished in other settings or using Twitter.

Most event agendas will specify the type of setting for each session. This gives attendees a good idea of what to expect. If you are planning an event, in addition to the factors mentioned above, consider also the style of your speaker and audience expectations. To learn more about our professional speakers, please visit The Expert Speakers website.

Tips for Delivering Bad News

By Guest Blogger Kathy Horn

As the president of my homeowner’s association board, I recently had to deliver news regarding the need for a special assessment to cover unanticipated repairs to our pool decking. Two-thirds of homeowners would have to approve the special assessment for us to be able to make repairs. Given the current economic environment, the timing couldn’t have been much worse. I tend to be very analytical and my approach to problem resolution follows: research the issue, determine options, and select the “best” option from the bunch. Unfortunately, when you ask the owners of 225+ homes for money, their opinions and emotions come into play!

So, what’s the best way to deliver tough news? In my experience, whether you are delivering news that your audience considers negative or simply explaining change (we all know how much most humans like change!), there are some basic protocols that can help:

1. Do your homework! Ask questions of the “experts” you’re dealing with. Don’t be embarrassed if you do not understand what they are telling you or their recommendation. Make them explain. You can’t know everything. The Internet is a great resource to gather information, but you may find that the answers you get conflict by source. Log all your questions and add to the list as you go. Answer the old basics: who, what, when, where, why and how.


2. Lay out all your options. You don’t have to like them, but you should consider ALL options (including “do nothing”—what if we don’t open the pool this year?).


3. Investigate any vendors you deal with. Check the Better Business Bureau and ask for references. Get everything in writing.


4. Be prepared to have your audience question what you did and why you made a particular choice. If you’ve done your homework, you will have most of these answers. The goal is to build your case and show that you have done the necessary due diligence. Several owners came to the open meetings intending to vote against the assessment. After hearing the presentation and getting a better feel for the amount of research we had done, they all changed their minds.


5. Communication is paramount. Communicate early and often, and keep records of everything that is communicated. When confronted with change, people tend to push back. It’s important to give them sufficient information to gain their acceptance and trust that you have made the best decision.Note that you may not want to communicate 100% of the information you have garnered through your research, but you should provide documentation that explains the options you considered and justifies your decision.

If you have to present information that you feel will be negative, controversial or are concerned that people will be upset, plan out how and when you will deliver the news. Ideally you will not deliver the news until you have done your research, but sometimes it gets out anyway; be prepared to hold a pre-meeting meeting. If you don’t know the answer, say so and then find out.

Include in-person meetings whenever possible to allow the audience to ask questions. You do not want to be in the position of answering questions one at a time via email! I have found face-to-face meetings to be much more effective than phone calls, email or video conferencing. When all else fails, a large bottle of Tums just might help!

TV Viewing Habits are Changing

While overall TV Households have decreased (for the first time in years), the Hispanic, African American and Asian TV Households have all shown growth. Check out the latest numbers from Nielsen:

A comparison of the Advance/Preliminary 2012 National Universe Estimates with 2011 National Universe Estimates for Total TV Households, Black or African American U.S. TV Households, Hispanic or Latino U.S TV Households and Asian American U.S. TV households is provided below:

Total U.S. TV Households
• The advance Total TV HH estimate decreased to 114,700 (000) from 115,900 (000).
• Persons 2+ in U.S. TV HHs declined 1.8% to 289,290 (000) from 294,650 (000).
• Overall, we are seeing the aging of the U.S. population, with Baby Boomers “aging out” of some traditional buying demographics and fewer Gen-Xers to replace them.

Hispanic U.S. TV Households
• Hispanic TV HH experienced an increase of 5.2%.
• Growth remains strong at 3.9% for Persons 2+ in Hispanic TV HHs. Strongest increases were demonstrated for older categories where Age 55+ increased by 11.1%.

Black or African American U.S. TV Households
• Black or African American TV HHs experienced an increase to 14,230 (000).
• Persons 2+ in Black or African American TV HHs remained relatively stable, increasing to 37,613 (000) from 37,596 (000). The largest population gains were in 18-34 and 55+ showing increases of 3.8% and 2.8%, respectively.

Asian U.S. TV Households
• Asian TV HH growth saw the largest increase of 9.8%.
• Persons 2+ in Asian TV HHs showed 9.0% growth from the official 2011 Estimates. Gains were predominately in the younger categories, where 2-11 increased by 10.8% and 18-34 increased by 16.2%. While Asian populations outpaced Hispanic populations in terms of total population growth, this should not be interpreted as a single year change in U.S. populations as adjustments due to the integration of the 2010 Census data contributed heavily to the increases in the Asian UEs.

Keeping Customers Engaged

In last month’s article on privacy concerns, we promised some ideas on keeping your customers engaged and ensuring they want to continue to receive your communications. In today’s information environment, marketers are tasked with the challenge of capturing the viewer’s attention while they are being bombarded with messages from all directions.

So, what can you do to be the firm that captures attention? Here are a few tips:

1. First and foremost, ask permission to continue communications. If you are mailing information out, have a phone number or email address for them to contact if they wish to opt-out of receiving mail from you. An easy unsubscribe process is required for email. While it’s great to have a large mailing list, there is a dollar cost associated with each contact. If they are really not interested, you are wasting money and annoying the reader.


2. Educate, don’t sell. Your goal is to provide value. Does that mean you can’t use a 20% off coupon for e-mail newsletter subscribers? Not at all! An occasional coupon does provide value—but there are so many other options.


3. Look for ways to connect on a more personal level. This might be including an employee profile in a newsletter or posting photos of a recent community service project on Flickr and adding a link to view them to your e-mail.


4. Make it easy for people to share. There are free social sharing buttons available. Use them!


5. Provide the information you promise. It can be extremely annoying to see a message that says, “Like us on Facebook to receive special discount offers,” only to be bombarded with other messages that do not meet expectations.


6. Vary style and content – within reason. I say “within reason” because you don’t want to go so far off track on the subject or style that you have loyal viewers unsubscribe. But you also don’t want them to drop off because they hear and see the same message over and over. Keep it interesting!

We hope these ideas help you to capture the attention of your clients and prospects and, ultimately, drive new business to your door. We'd love your feedback on how you keep customers engaged. If you have any questions, feel free to get in touch with us at info@vitalinkweb.com or call 919.850.0605.

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REACHing Out to Help Others

By Guest Blogger Mike Steele, Creative Director, vitalink

Over the past several years, I have done pro-bono creative and graphics work for a number of worthy causes. From a personal perspective, I truly enjoy volunteering with substance abuse programs—especially those that help teens. My most recent project was the design of a new logo for the REACH program in Cabell County, West Virginia. REACH is designed to give those in need of substance abuse treatment one place to go to start. The program is new and is expected to streamline the assistance process.

When I began to work on the design concept, I took into account my own personal experience. The main concept of the logo is to present an outstretched hand—a person reaching for help. The letters REACH as an arm with a handprint/heart at the end convey that help is available and there are those who care. I created both color and black and white options, some of which are shown here.

As a recovering alcoholic, I go back a couple years ago to the time when I hit ‘rock bottom’ and had to ask for help. Admitting we need help is one of the most difficult things for an addict to do. I remember being paralyzed with fear, feeling completely and utterly alone, even when surrounded by people, and feeling like I was the only one on earth who had ever felt this way. I was very skeptical and cynical about recovery programs because I didn’t believe there was hope for me. I chose the tagline, “You Are Not Alone,” to accompany the REACH initials.

While the heart is a “soft” symbol, the overall feel of the logo is a little ‘rough around the edges’ and has more of a ‘street’ feel to it. I wanted to present an image that these individuals could relate to—one that is more real in their world than the “sunset in the distance” concept that sometimes is used. The truth is when you are designing a logo, it does not have to “work” for everyone—it just has to resonate with the target audience.

About the Author

Mike Steele is the Creative Director/Graphic Designer for vitalink and has been with the company almost since the beginning. Most of the logos, newsletter templates, and creative design work that are produced by vitalink for its clients are the result of Mike’s talent and efforts.

Social Sharing During an Event

Beginning a couple of years ago, I began seeing conference attendees using their laptops and smart phones during sessions. I figured they were just checking e-mail, but many of these folks were out on social sites like Twitter and Facebook posting real-time comments about the session itself. The first time I saw this happen, my initial thought was that it was really rude. But then I began to think about the implications. How can a speaker, moderator or host utilize this information?

This practice of sharing during an event has become commonplace. Many conferences and virtual events now provide instructions on how attendees can provide feedback or ask questions during a session. A common example is asking attendees to submit questions for the speaker using Twitter and a pre-defined hashtag. This does require that the speaker have a moderator who can monitor the real time feed and ask the questions. The moderator can also monitor the feed for comments and help direct the speaker if necessary. For example, if someone posts, “audio stinks-can’t hear this guy,” the moderator can intervene and address the problem right then.

We’d love to know what you think! Post your comments and let us know!