Setting up a remarkable event

Richard Nugent
Apr 21
3 min read

At TwentyOne Leadership, we do everything that we can to make the events we create for clients as powerful as they are valuable. After over 20 years of leading events, we know certain things create the right environment for learning.

The venue

Sometimes clients spend a lot of money on grand venues that aren't conducive to a great experience. Sometimes the elements that make a venue great for learning aren't the obvious ones.

Here are our requests for a brilliant learning environment.

Make it easy to get to for the participants
Lots of natural light is crucial
Walls or windows that we can stick posters and flipcharts on using White Tack
Ensure the room is large enough to accommodate people, taking into account that groups will move around regularly while they work with different colleagues. Consider doubling the size that the venue recommends.
The room should be laid out in a cabaret style. Boardroom tables should be avoided at all costs
Easily controlled temperature
Fully accessible
Between 2 and 4 flipchart stands with pads, depending on the size of the group
TV or projector and screen with audio
Lots of space for breakouts – including outdoor space where possible
Fresh water available throughout the day
Great resource packs that are well designed and branded in line with the programme or event. Have some pens on hand for people who forget theirs
A selection of fiddle toys and scented pens on the tables
An attractive setting
Provide a good, brain friendly buffet for lunch
Appropriate and easy to access toilet facilities
If there is an overnight stay during the event, ensure that they can get a good night's sleep close by
Access for us to set up the room the night before or early morning

Welcome packs and prework guides

Around 10-14 days before the event, each participant should receive welcome information from either the TwentyOne Leadership consultant leading the event or the most senior person in your organisation involved in the project. This welcome information, which we will usually host on a page of our website like this one, will be created to:

Positively influence how the participants feel about the event
Accelerate their learning by pre-framing some of the activities
Give them a sense of what to expect from the process and environment
Answer all the participants' logistical questions

We also think it's a great idea for participants to have the contact details of other participants ahead of the event, if they aren't on the same team. It allows people to get in touch if they want to.

Other considerations

As obvious as this may be, don't make it difficult for participants to be there or get there. Over the years, we have had many people arrive at events stressed or low on energy because their organisation or manager has made it difficult for them to be away from the business.

While there will always be organisational challenges, give the participants every opportunity to get the most from the learning event. It is also useful for members of the Senior Leadership Team to publicly demonstrate their support. Perhaps even attend a workshop Line managers are key in the process. The attitude of the participants' boss has as much impact on the success of the event as the facilitator or the venue. If they aren't already fully aligned, give the line managers a clear picture of what they need to do to support and what is in it for them.

If the programme covers a large number of people across the organisation, we should carefully consider the pros and cons of compulsory versus willing participation and how to create a sense of scarcity around the events.

Finally

If you have worked with us already, you know that we can flex. Not every venue is perfect, not every programme can be set up in the most optimal way. You can be sure that we will work with you to create the best event and ensure that your participants have an experience they will never forget.

Want to know more? Let's talk.