At our latest TEDxStockholm event we experienced what almost all event organizers also do: a lot of people have signed up to attend just don’t arrive for the event.

We had 150 seats available and since we were met with lots of enthusiasm when we announced the event, we were worried about having to turn away many. So we clearly wrote in all invitation posts and emails that you had to apply for a seat and we would send out confirmations on the Friday before the event on Sunday, June 13.

Shelby Bonnie speaking. What you don’t see here are the empty seat rows in the back…

We had calculated with 10% no-shows, so we sent out confirmation emails to 165 people on the schedule.
Here is what happened:

During the weekend, we received 12 emails or twitter messages with cancellations, so we still had 153 reservations.

We also received 9 new requests to get a seat, even though the registration was closed. I turned away these people, since I was afraid that we would be over our capacity of 150.

At the event on Sunday evening, only 112 of the 153 confirmed people showed up.
So we had a no-show rate of 27%!
Another 6 people showed up at the door and said that they had heard about the event and wanted to attend.

We were a bit sorry for this since we had turned away people that wanted to come. But there was still great energy in the room and the event was a big sucess. And the local police was happy since we gave them our remaining food plates…

So what did we learn?
My conclusion: People don’t read instructions so we should have sent our remindersearlier and in more ways. We got explanations like these:
“Since I did not hear from you a week before the event I made other plans” (We said in the sign-up form that confirmation emails would be sent out on the Friday)
“I thought the registration started at 19.00″ (we said 18.00 in the confirmation email and on the web site)
“I could not find the venue” (we had very clear information in the confirmation email and on the web site)

People forget about their plans:
“I completely forgot about the event.”
“I thought it was next Sunday”

My guess is that this is because we now live in an information overflow society with a lot of buzz in many channels. There are many smart tools to handle this with online calendars and reminders etc, but most people don’t use these, there is too much choice. We rely more on being buzzed and reminded all the time so we can re-negotiate continuously. The main problem is that there is no single way of communcation that works for all. We all need to take this into consideration when we communicate.

What did we do wrong?

In hindsight, I think we should have:

1. Sent out the confirmation emails at least 5 days ahead
2. Sent out another confirmation email the day before or on the morning of the event day
3. Sent out an SMS text message on the morning of the event day (surprisingly many people said that they did not access their email during the weekend)
4. Overbooked with 20%

What do you think? Please share your experiences.
Some people told us that we should charge a SEK400 fee for no-shows, like they do at other seminars. But this is a non-profit event, so I am not sure that would be OK, besides, does that really work?

                 

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I have now expanded and updated these two posts:
Presentation skills Do’s and Don’ts
and
Conferences Do’s and Don’ts

In these new versions I have added lots of tips based on my recent participation in big conferences like Rework the World in Tällberg with 1700 attendees, where I also moderated one of the workshops, and TEDxStockholm LOVE2010 with 150 people.

I want to improve the formats of conferences and the way we present and interact at them.
So please read my updated posts and post your comments!

                 

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I am now trying to digest all my impressions from 4 days in beautiful Leksand at the Rework the World conference, organized by the Tällberg Foundation and YES (Youth Entrepreneurship & Sustainability)

I am still suffering from information overload, but here is a brief summary:

Rework was one of the most inspiring events I have attended. As usual not so much because of all the keynote speeches and workshop sessions, but becuase of the people attending.

There were 1700 very different types of people from 120 countries, but they all shared on important thing: they had passion in their eyes! Passion to want to rework the world, to meet other people, exchange ideas and learn new things!

It’s about the people!

All the keynote speeches by famous people and all the workshops and panels are of course important to attract this audience, but the biggest value is created in all the meetings between the attendees! I met a lot of my existing contacts and made many new friends.

The main hall was the big ice hockey rink in Leksand, where Carl Mossfeldt did a very professional job as the main moderator:

This hall was even equipped with a sauna VIP lounge with a giant glass window overlooking the rink!
I did not understand why it was not open for us, imagine all the fun discussions we could have had in there!

Keynotes

My favourite keynote speaker was Majora Carter, you can see her amazing talk here about how she transformed South Bronx in New York from a war zone to a living community. (Why on earth is there no embed function for the videos?!) She had great passion in her story, it was very personal and she illustrated it with her own pictures.

Majora’s way if giving a talk should serve as a role model, too many of the other keynote speakers stood paralyzed behind the podium, reading an article-style speech and showing Powerpoint slides with lots of bullet texts and complex diagrams. Some speaker coaching would have beeb great, and Powerpoints should be banned.

The most interesting event in the main hall was the investment panel. I have attended many events  where entrepreneurs pitch to a panel of investors, but never with so many really hot products. Note to Rework: please publish the list of the 10 finalists on the site!

Workshops

A small sample of interesting workshops that I attended:

Fredrik Hären talked about the explosion of creativity in what we stupidly call “developing nations” and why we in the “developed world” need to rethink and start moving. (The program said Teo Härén, but he was sick so he called in his twin brother who is just as excellent as a speaker!) Unfortunately his talk was not filmed, but you can see another talk by Fredrik here.

Dev Patnaik talked in two panels and did a brief appearance on the main stage. His US company Jump Associates works with creating growth strategies for big corporations like General Electric, FedEx and Nike. He was not filmed either, but check out his short video about empathy and why it is important for your bottom line. After seeing this I immediately ordered his book “Wired to Care“.

Experiences

It was great for me to meet my “adopted” changemaker, Gbenga Adenuga from Nigeria. He is a talented musician with a mission to inspire the youth in Nigera to vote in the upcoming general elections. I learned a lot from him about this great country and the struggle to improve conditions there. We will stay in touch for sure, and one day I will visit him in Nigeria.

There were also several great outdoor events, like this “Nature experience to empower change makers”

A big challenge for all organizers of events like this is to maintain some form of dialogue after the event. Rework has a community site where you can see the videos shot in the main hall and join online discussions. But to me the user interface in this forum is way to old-fashioned and there are very few discussions there.

I now have a lot of new contacts to follow up during the summer, many of them in corners of the world that are unknown for me. So my list of interesting places and peopel to visit keeps growing. Networking works!

                 

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