Wake up at the back!

Organising a major conference is a huge task - no-one who has ever done it would argue with that. There's just so much to think about, from what kind of canapés to offer, to how to negotiate the best rate for extra break-out rooms, and from how long the chairman's speech should be, to whether late-returning revellers will be able to get into their hotel.

Without wishing to over-burden you, there's another element of conference organising which you need to take into account - how to keep your delegates energised, fresh, and wide awake. Not always easy, but here are five things you can consider in a bid to keep those execs bushy-tailed!

1 How is your information delivered to the audience?

It's harsh but true - some conferences are rather dry. Even dedicated followers of waste management audits or micro-circuitry in heating and ventilation systems can be seen glazed-eyed at some points. You can't change the content, but you can change the delivery.

Take a stand, and challenge your speakers to tackle their subjects in stimulating ways. Why not be radical, and insist that each speaker plans in at least three audience participation elements to their presentation? Think about different formats, too, for disseminating the information - is a "Speaker plus PowerPoint" the only way the audience can access the information? How about a question-and-answer session? Can you increase delegate engagement by setting them a quest before the event? How about challenging them to bring along to the conference certain pieces of information themselves, which when all assembled will add to the whole picture?

Don't be afraid to be ground-breaking and to enliven your event by motivating others to try different approaches. What's wrong with splitting the audience into teams to take five minutes to come up with the answers to three questions? Or perhaps get a panel of impromptu questioners from the audience to come on stage and have a mini-debate? Is there an authority in your industry who is actually a great character, and who could be interviewed on stage?

2 How can your conference programme help?

Whether your topics have to be unexciting or not, pay special attention to your conference programme. Keep people awake and motivated by considering a good mix of plenary sessions and break-out sessions; long sessions and short sessions; keynote presentations and workshop periods. Put yourself in the delegates' shoes - how long do you want to sit in one chair listening to speaker after speaker? Break up the day as much as possible, or you'll have rows of nodding heads by mid-afternoon.

(For an excellent guide on planning a conference programme from scratch, see Sara Goodwins' feature in this issue of DeskDemon Express)

3 Is the environment right?

Stuffy rooms, no windows, poor lighting, heating systems on over-drive… who wouldn't fall asleep! Recent research from etc venues, independent provider of conference, training and meeting space in London, showed beyond doubt that your choice of venue makes a huge difference to the effectiveness of your event. Almost all the delegates polled for the study reported that the space they sat in directly impacted on their attitude towards having a successful training session or meeting, and 79% felt it affected their ability to concentrate. Top of the delegates' wish-list were: natural daylight, good air conditioning / the right temperature, unobstructed sight lines, a spacious area to work, and appropriate artificial light.

So, check out those function rooms, leave nothing to chance, and make sure you book the best possible environment for your delegates, if you want a good return on your investment.

4 What are you feeding them?

Try staying awake after a hearty three-course meal with wine! That old "graveyard shift" is not so called for nothing! (Some organisers actually turn the heating right down for that session, to try to keep people alert!) Work with your catering manager and ask for light, nutritious meals that won't sit so heavily on your delegates' tums. Inspire your execs with tasty treats which excite the palate and keep them feeling bright.

And during tea and coffee breaks, why not offer other options, too? The caffeine drinks definitely give you a lift - but that also precedes a debilitating trough, when energy levels are low. Offer herb teas, smoothies and revitalising options. Keep plenty of water handy throughout the day, too, as de-hydration also leaves delegates feeling woolly-headed and unable to concentrate.

5 Exercise for the whole body!

Encourage your delegates to move around, and exercise. The easiest way to do this is to keep them moving to different rooms, and coffee areas. Never plan a whole day in one room. And within the room, make them stand and join others across the room for group discussions, etc. Get them out of those chairs!

Keeping the circulation going is a great way to keep awake. And the same is true for the brain. A revolutionary series of exercises which stimulate the brain through breathing and circulation techniques is becoming increasingly popular in the UK. It is called Brain Respiration. Many techniques have been developed specifically for meeting room environments, these include circulatory "tapping" to encourage blood circulation to the brain, and gentle breathing techniques to encourage oxygen flow in the body. For more information visit www.warrenhouse.co.uk where the technique is used.