I’ve designed conferences, events, and learning experiences for many years. In 2014, I published a paper called Conferences: Building a Reflective Learning Community Through Creative Interventions, drawing on five conferences I helped design and facilitate. That work still shapes how I approach every gathering.
For the IAF conference, my colleague Steven McInnes and I developed the programming around a strong design philosophy: Choose Your Own Adventure. We offered a banquet of experiential sessions across foundational, crafting and transformational learning journeys. People could follow their interests, explore something unfamiliar, act on a hunch, or change their minds based on what was emerging for them.
The way we worked as a conference committee mirrored what we wanted for participants: a clear structure with real agency inside it. We had a shared plan, and each of us knew our part and how it connected to the whole. That gave us the freedom to take responsibility, make decisions and respond quickly as things changed and our thinking evolved.
Integration was the guiding light. We paid attention to how every element worked together – the opening, workshops, conversations, breaks, dinner, departure, and all the spaces in between.
The details that made the difference
Welcome to Country: A beautiful traditional smoking ceremony, storytelling and didgeridoo welcomed the delegates in the forecourt. With people from different locations, it was a meaningful way to connect with each other and with Country.
An opening to remember: A choir master led us in singing a Ghanaian song, with movements, accompanied by her drum. My Artful Inquiry digital facilitation cards invited people to connect through imagery and storytelling with one simple question: What is your intention for the conference?
Low Tech: We intentionally planned this event to avoid the common way of conveying information: ‘death by PowerPoint ’. As facilitators, we bring people together and find ways to connect and engage, so low tech was essential.
No sage on the stage: There were no keynote speakers. We jumped straight into connecting people with each other, and many told me how much they appreciated it. We learned from experienced facilitators and colleagues in sessions, and from many conversations outside of the programmed sessions.
Music and movement: DJ Viren Thakrar, also a facilitator, integrated music and dancing into lunchtime and dinner, and he dropped into sessions too. We curated our conference playlist from songs delegates suggested. Dancing is a wonderful way to get to know someone.
Art in the space: Along with our artful activities, Graphic Recording Australia captured sessions live, and people loved seeing the drawings of conversations and processes come to life before their eyes. They also made excellent mementos that people could share.
Time and space to connect: Extended breaks gave conversations time to develop, and people noticed how unhurried this approach felt. There were spaces to hang out, mindfulness rooms to recharge, and a green room where facilitators could prepare and take a breath.
Play and reflection. The Cvent conference app kept everyone connected, and the leaderboard added a playful edge. Our silent auction, filled with resources generously donated by facilitators, created a real buzz. At the end of each day, we regrouped to share reflections and hear what was coming next.
At the end, one delegate came up to me, said, “Thank you for bringing art into our experience,” and placed a beautiful hand-crafted Blue Mountains candle in my hand.
That meant a lot. We intentionally wove art throughout the conference, with many sessions using artful approaches too. Art uniquely connects people, often helping us express what we struggle to put into words and opening less linear conversations. I loved seeing people engage in their own way.
The people involved
So much work goes into bringing a conference to life, and I have enormous respect for my fellow committee members, the facilitators, and everyone who joined us for the care, time, and energy they contributed.
The conference committee David Spark, Andrew Huffer, Dave Lavers, Steven McInnes, Susanna Durston, Carolyn Smith, Alex Sloley, Jamie Nicholls, along with many other volunteers: we made something special together, and the ripples continue. It’s exciting to know that the next IAF Oceania Conference will be held in Aotearoa New Zealand.
Next time you’re organising a conference, workshop or learning experience, get in touch. I’d love to help you design something that brings people together in ways that create connection, participation and learning.
It’s been a full, creative and satisfying month and this year has flown by. We’re now only 2 months away from the end of the year, when we often pause to reflect on our successes, challenges and opportunities for the future.
Whether you’re designing a conference, a team day or a learning programme, consider:
- Come back together at the end of the day. When everyone follows a different journey, sharing reflections helps people learn from each other. It also validates each person’s experience and gives it a place in the bigger story.The story continues.
- Begin with a clear philosophy and intention. Think about the whole journey and how each part connects people to each other and to why they’re there.
- Give people structure and agency, including your team. A clear plan with real choice inside it helps organisers and participants bring more of themselves.
- Create opportunities for connection and give conversations time. Stories, images and conversation help people meet beyond those they already know. What happens in the breaks matters as much as the sessions.
- Offer different ways to participate. Choice, movement and quiet spaces let people engage in their own way.
- Include artful ways of engaging. Singing, imagery, live drawing, and movement can change how we relate to one another.
- Use technology to support engagement. A good app, and a touch of gamification, give people another way to contribute. Just don’t overdo it.
Have you considered what team days or conferences your organisation could benefit from next year? Get in touch if you’d like to know how I can help you.