Crowdsourcing topics for conferences gathers input from your prospective conference attendees prior to the event, to engage them into the decision-making process and ensure that their interests are considered. Crowdsourcing is the practice of obtaining ideas or content by soliciting contributions from a large group of people rather than from traditional employees (Gasca, 2013).
The process consists of 5 simple steps:
- Prospective conference attendees identify the topics they would like included at the event.
- Conference organizing team combines the ideas/topics into like-themes.
- Prospective attendees vote on their top choices and provide their rationale.
- Conference organizing team closes the loop with attendees by sharing vote results.
- Optional: Solicit attendee ideas on how the content could be conveyed for each of the topics (speaker suggestions, best practices to address, Q&A, etc.)
Strategically and effectively decide which topics should be addressed to benefit the greatest number of people. Tapping into your stakeholders to generate ideas and vote on their top choices empowers them and generates excitement about the event, resulting in higher attendance (Gasca, 2013).
“Traditional program committees predict less than half the sessions that attendees actually want” (Segar, 2011). By engaging your conference attendees through crowdsourcing, you get to know those who care about your organization and its services, thus building and strengthening your relationships (Ghose, 2014).
1) NOODLE: What topics would you like included at our upcoming conference?
2) COMBINE to eliminate duplicates and condense to only unique ideas.
3) VOTE for the topics you would find most valuable to include at our conference. In the comments section, include your rationale for each vote (comments have been hidden to minimize influence).
*Powernoodle guideline is to enable 1 vote for every 5 ideas generated (20%), or assign the appropriate number of votes for the number of topics you want to include.
4) CLOSE THE LOOP with your stakeholders (and build excitement for the conference) by sharing the final voting results.
Optional: Export the top ideas to an additional topic and use the comments section to gather attendee feedback on how they would like the information in the chosen topics presented (speaker suggestions, best practices to address, Q&A, etc.).
- Prioritized list of the conference topics that your stakeholders (prospective attendees) would value
- Suggested ways to present the information at the conference
- Valuable insight into why your stakeholders are interested in certain topics
- ‘Idea bank’ of potential topics for future conferences, or to address via other mediums (newsletters, supplementary events etc.)
BENEFITS & IMPACT
This exercise will enable:
Quality- Digital engagement of your stakeholders will eliminate the guesswork of planning conference topics. Increase the confidence of your management team by knowing your event reflects your stakeholders’ wants and needs.
Efficiency- Make the best use of your stakeholders’ time at conferences by addressing what they want to learn and showing them what they want to see. Powernoodle organizers can plan even large conferences by investing only an hour of their time engaging prospective attendees
Engagement- Stakeholders engaged in the planning process have more buy-in and are more interested in participating in the conference. Gain insight and understanding about why your audience is interested in certain topics over others.
Agility- This planning process is replicable for all your conferences and meetings. Conference topics are current and relevant as they are based on stakeholders’ current needs.
Gasca, P. (2013). 6 Reasons to Use Crowdsourcing. Inc. http://www.inc.com/peter-gasca/6-reasons-to-use-crowdsourcing.html
Ghose, A. (2014). Benefits of Crowdsourcing. The Wall Street Journal. https://www.wsj.com/articles/benefits-of-crowdsourcing-1414625224
Powernoodle. (2015). Powernoodle Sends Conference Participation Through the Roof. Powernoodle. https://www.powernoodle.com/case-studies/
Segar, A. (2011). Demystifying the Unconference. Conferences That Work. http://www.conferencesthatwork.com/index.php/event-design/2011/01/demystifying-the-unconference/