Ahhh, change is in the air!  The kids are back in school (mine are anyway), the air has that distinctive crisp, chilly fall smell, the leaves are changing colors, and most importantly Pumpkin Spice Lattes are back!  Fall is most definitely here.

With the changing of the season, this is the perfect time to start thinking about how to infuse pumpkin spice – I mean changes into your next annual meeting.  In the event world, it is a delicate balance between keeping an annual event fresh, yet familiar to those attending year after year.  As event planners, it is our job to help organizations make their events organized, interesting and fun.  Here are a few tricks of our trade to help freshen up your next annual meeting.  

Refresh your Agenda

Does your annual meeting consist of the same agenda layout year after year (opening session, evening receptions, x concurrent lecture sessions, spread out over x amount of days)?  Look at replacing a lecture session with a session requiring attendees to interact, sharing ideas and solutions, with their colleagues.  Maybe, add a tournament-style game to the morning opening session and host the tournament finals at the evening reception.  Whatever you choose to change your agenda layout, it is important to add an element that allows your attendees to engage with one another because that is what makes an annual meeting more successful than a webinar – interacting with colleagues.  Last year at one of our client’s annual meetings, we added a corn hole tournament to the mix and it was a really fun social experience for, they intend to bring back in 2020.

Also, consider your Activity Schedule

Does your annual meeting include morning sessions and afternoon group or family activities?  Maybe switch it up!  Obviously, this tip depends on your annual meeting and location.  But with the right location and the right activities, morning activities and afternoon sessions are the way to go.  For example, for winter meetings, when daylight is limited, we like to host meetings at ski resorts where people can take advantage of the daylight and ski in the morning and settle into sessions in the afternoon/evening.

Social Networking

Do your attendees crave a more socially engaging event?  In this technology-driven world, adding a mobile event app with just the right content allows you to collect valuable feedback while connecting attendees.  With our meeting apps we find the conversations start between participants usually a couple weeks prior to the event and people walk away with everyone’s contact information at their disposal.  (Don’t worry, it isn’t as creepy as it sounds – our apps don’t allow participants to download attendee lists, so you won’t get bombarded by mass emails.  Plus, people have control over their information, they can show as little or as much information as they want.)

The big change: A New Look

Does your annual meeting always take place at the same venue/location?  Changing the venue or location is a big change – I know, but it can offer really big rewards.  Changing up the venue or location is a fast way to give the event a whole new look and feel.  It gives your attendees an opportunity to explore new areas, which will offer a more memorable experience.  With some groups it is easier to pass around the hosting location, but we know as a local organization it may not be so easy.  You can try different venues in your area which can add a different vibe to your event (but lets be honest, in smaller areas there may not be another option that fits your size of event).  So if you can’t move, another way to change the look is to work in a theme to your event, which allows you to maybe stay at a certain venue, but invigorate your messaging and participant involvement.

Change is HARD!

Alright, we know change is hard?  Start small, evaluate your budget, and build-up from there!  Keep your attendees in the “KNOW”, in fact invite them in to comment on changes.  Throw out a survey through email or a poll on social media to find what changes they are most excited about.  This way your participants kind of know what to expect and that they had a say!  Just don’t blow the big surprises because a “wow” factor at events makes the best memories!  But don’t get overwhelmed, if you are still not sure how to inject pumpkin spice, oh shoot – I mean a change to your next meeting or need and an extra hand or two to freshen up your event, contact a meeting planner – they are an excellent resource and often much more budget friendly than you think.

Join me for a Pumpkin Spice Latte and share your favorite way to add flavor to your next meeting!

About the author:

Autumn Gilleard, was born and raised in Western Montana Autumn lives on a ranch with her husband, two daughters, and son. She enjoys spending time in the outdoors with her family 4-wheeling, fishing, rafting, and hiking. When not out on a adventure with her family, you can find her at the Missoula Taekwondo Center. Where she trains as a black belt and part of a competition team. (She is Worth the Fight……Hahahahah)