The following is a guest blog post from Tim Clark
It’s September 12 in London and for a change the weather is nice. There are over 150 people gathered at IBM’s premier London location for what promises to be a day packed full of keynotes, sessions, speed sponsoring, and networking. Having been to IBM Notes and Domino events before as an attendee, sponsor, speaker, and helper, it is really easy to miss some of the tiny little details that go into making the whole thing gel together. Being at the top table this year and being responsible for bringing it all together, I’ve had to make sure that even the smallest of details is thought through and not forgotten.
Here is just one example of the level of detail that goes into a simple event item: the name badge. How does the event badge look? Is it multifunctional? What size should it be? Will it be printed at a print shop or can we do it ourselves? How are people going to wear it? What information should go onto it? Should it be plastic or paper? Can we go generic on the whole and customize it later for each person? Can’t I just get away with the “Hi my name is:” stickers and a bunch of Sharpies? Some of these details can keep you awake at night, but only the really big stuff actually does, like food, sponsors, sessions, and will anyone actually come.
These are questions that anyone who puts on an event faces. It’s not hard to see that it takes a huge amount of effort and time to get all these things lined up.
I do this because I want to make sure that the attendees of this IBM Notes and Domino user group get the most out of it and get some reward for the time they are investing in attending. If one thing is off, then it can distract someone from getting value from his or her time at the event. I know that I’ve been to conferences where something is bugging me and my mind just won’t let go of it. I keep thinking about it, even subconsciously, until I know it’s fixed. This experience has kept me honest while planning ICON UK 2014; I’m always thinking about the attendees’ experience and how would I feel.
This year I have taken a very different approach to sponsor sessions that I’ve not seen done elsewhere. We have spread the sponsor sessions throughout the agenda so that people can attend more than one if they want to. This might not work for the attendees or the sponsors, but we’ll find out later today.
It’s adding these little “unknowns” to an established event that makes it exciting for the organizing team and the attendees/sponsors. It’s always possible that we could strike gold, like the speed sponsoring sessions that are now everywhere at tech events. It is also perfectly possible that something may not work as well as we hope; if this is the case, we’ll take all the comments and think about it for next time.
But for now, I’m going to sit back and watch the keynote from Scott Souder and hope that we get to see that thing called Mail.next live this time.