By, Diane Darling, Coach, Author & Professional Speaker
Whether you're organizing a small meeting or a large conference, Diane will help you ensure that your event is a success and that attendees are able to build meaningful connections with one another.
From facilitating introductions to providing opportunities for conversation and exchange, this article will provide the tools you need to create a networking-friendly event that will help participants grow professionally and establish lasting connections in the industry.
Picture this… you're an Association Executive and it’s your responsibility to plan your Association’s next event.
There’s always going to be the “How can I make everyone feel like they're welcome ahead of time?”, or “How can I make this a fun and memorable experience for the attendees?”. From the moment people walk through the door, the ambiance, atmosphere, and overall vibe of the event should be such that attendees feel like they belong.
Are your programs “networking friendly”?
Networking-friendly events are important for associations because they provide an opportunity to build valuable connections with others. These moments can lead to new members, finding your next vendor or service provider, and being more visible in your community.
Reducing the angst around networking
I know first-hand networking can be a daunting task for many people, especially for introverts who may feel uncomfortable approaching new people. Personally, I’d rather be networking with my remote control than trying to strike up a conversation with a stranger.
That is why I embrace teaching it. I know networking is key and I also feel it can be awkward.
This is why it's important to create an environment that is welcoming and inclusive for all attendees, regardless of their personality type.
Embrace introverts
In my case, people will question/comment “You’re an introvert?”. I reply, “I am a friendly, FUNCTIONAL, introvert.”
For extroverts, networking may come more naturally, but even they need to prepare and have a plan to make the most out of the event. Networking requires preparation, knowing who you want to meet, and having an idea of what to talk about.
By creating a networking-friendly event, organizers can help remove some of the anxiety that comes with networking and provide attendees with the tools they need to make meaningful connections.
Darling Tips for your Next Event:
So, you’re planning your next Association event. You want to take care of the people, but you also want to take care of the planning. What do you do? Let’s take a look…
Before the Event:
Make People Feel Welcome:
Create a video greeting your future attendees emphasizing how excited you are to meet everyone.
Mention the location or destination
Invite them to bring a friend or invite a fellow member to join them at the event.
Highlight your Board of Directors and/or support team:
Include names and responsibilities - mentioning that they’re “looking forward to seeing you there”.
Mention the contact person for membership and say “_____ is looking forward to seeing you there.”
Make your Attendees Feel Like They’re Going to the Oscars:
Be sure to mention key logistics, such as parking and registration. If possible, another good idea would be to provide valet parking.
Attendees want to arrive stress-free, make logistics as friendly, welcoming and easy to do as possible. 💃🏼
Mirror Test Before Attending:
Eat in front of a mirror and test to see what someone looks like when eating all of the food. This may not be pretty.
Pick food that is easier to eat when you’re standing, juggling appetizers, glass, and attempting to hand out a business card.
Encourage Networking:
Remind attendees to bring business cards… Yes, people still do that.
You can also suggest downloading the app HiHello for easy sharing. Someone forgot their business cards? HiHello can help as it provides a QR code of a business card, except digital.
Suggest bringing a notebook and pen for taking notes or better yet, provide them for your attendees!
Encourage your attendees to do deep breathing exercises to calm their nerves before walking into the room on the day of the event.
#DarlingTip: I grip the steering wheel really tight, or I do squats in the elevator (assuming I’m alone 😅).
Your parents loved you - that’s why you don’t like talking to ‘strangers’
I love to explain to my clients that if walking into a room of strangers feels awkward, I have good news for them. This means their parents loved them and taught them to not talk to strangers.
Keeping this in mind, it’s always nice to remind your attendees that you are not strangers. You are people who they haven't yet met, who look forward to seeing and meeting them.
Okay, so it’s the day of. Breathe in, 1…2…3, breathe out, 1…2…3, and you’re ready to roll!
During the Event:
Voila: People have arrived–in person! Wow!
Provide name tags: When we were in boxes (Zoom, TEAMS, etc), we each had a ‘name tag’ so people knew who we were. (For grins, I would use the ‘rename’ and have people change it to all kinds of things - favorite movie, travel bucket list destination).
Remembering Names: Provide my “How to Remember Names” guide. We’re all human! Forgetting someone’s name happens to all of us. This guide has helped tons of people (including my clients) with simple tricks like using the name in conversation and creating a personalized system that works for them. 🙌
Friendly Food & Drinks
Offer friendly food options that won't make attendees feel self-conscious.
No sauces and no sticks.
Avoid items that are messy or difficult to eat and could get caught in lipstick.
Separate Coffee & Tea Stations: If you have a coffee station, it's a good idea to provide a separate area for tea (these are typically not consumed by the same group of people). After all, not everyone is a fan of the strong coffee aroma! Plus, some people prefer a more zen-like tea experience, while others just need their caffeine fix. This way, you can keep everyone happy and caffeinated by providing separate spaces for coffee and tea.
Gifts and Handouts: Print and share the "How to Work a Room" diagram to help attendees feel more comfortable.
Facilitate Connections: Set up four corners of the room labeled Q1, Q2, Q3, and Q4, and ask attendees to go to the corner corresponding to their birthday month! 🎂
This is a great icebreaker that gets people mingling and meeting new friends. After 30 minutes, be sure to give a warm welcome to everyone and introduce the event leadership.
Remember to Appreciate your Support Team: I like to do this, and some may think it's weird… but it’s important to take a moment to thank your support team members. This gesture shows appreciation and gratitude. ❤️
Provide attendees with information about upcoming events and ways to get involved.
After the Event:
Follow-Up: Have an email prepared to go to the people who attended, thanking them and providing information on upcoming events.
If you don't have a split list between the people who attended and the people who signed up but didn't attend, that's okay. Your message can say: “Thank you to those who attended, for those who couldn't make it, we missed you.”
It doesn't have to be a split one unless you want it to be. 👍
Encourage people to follow up: Remind them to customize LinkedIn invitations and schedule virtual or in-person coffees to build on the connections made during the event.
Thank Attendees for being Members: Take the time to thank attendees for being members and remind them of the benefits of membership. This would be a good space to encourage them to invite others to join and consider attending future events as well.
By following these tips, you can create an association event that's networking-friendly and allows attendees to make meaningful connections. Remember, a successful event starts with making attendees feel welcome, encouraging networking, and facilitating connections.
Diane Darling is an author, speaker, and entrepreneur. See Diane in action and learn more about her topics here. McGraw-Hill published her books, The Networking Survival Guide and Networking for Career Success, now in 9 languages. She published, "She Said It: A collection of quotes by remarkable women."
Fill out this form to receive Diane’s 'How To Work A Room' diagram, other resources, and learn exactly what to do at your next event! https://social.dianedarling.org/C4Lp