Shanghai is absolutely chock full of networking events, taking up most of the calendar and covering just about every niche. However, not all events are created equal. We’ve collected a few tips for those already organising events or planning to plunge into the world of events planning. Most of these tips focus on networking events, of course, but could apply to all sorts of other events too.
And yes, unfortunately I have experienced all of the below (as a networker, not an organiser)
1. Cut down on the seating
This may seem odd, but it’s one of the key factors a lot of people miss when sorting out a venue. While sitting down may be good for an individual, it can really damage the group dynamic of an event, since if people are comfortably sat down, they’re not mingling. With tables, things only get worse. Approaching a group sitting around a table chatting is a lot more intimidating for most people than approaching someone standing up.
2. Go easy on the distractions
Prize draws are lots of fun, but they can really interrupt the flow of an event. Everyone has to break off their conversation to listen to the MC, and nothing disrupts a conversation more than someone wandering away onto the stage to get their prize. Other factors are loud music, performances, speeches and anything else that stops people doing what they came to the event for. That’s not to say cut out distractions altogether, just bear in mind your audience and why they came to your event.
3. What’s good for the goose might not be good for the gander
Just because your event really works for locals doesn’t mean it’ll work just as well for the expats, and vice-versa. While it may seem obvious, I’ve been to quite a few networking events that try to get everyone involved in ice-breaking activities, something that can seem quite bizarre to foreigners.
4. The venue is vital
You wouldn’t expect a doctor to perform open-heart surgery in a butcher’s shop. Likewise, you can’t expect people to network in a noisy, stuffy, crowded venue. The venue can really make or break the event, so it’s critical you choose carefully. Avoid anywhere too loud, too isolated, too gimmicky, too small and with too much seating. Using the same venue for every event can be great since people don’t have to look up your event details every time. On the other hand, moving your event around can make things fresher.
5. Be flexible
Just because your event is scheduled to finish at 9pm doesn’t mean it has to be 9pm on the dot. Let things run their natural course before you throw people back onto the street or bring on the live band. Likewise, a lot of people don’t bother to RSVP for events — they just show up at the door. Don’t decide to cancel the event and not tell anyone just because no-one RSVPed.
6. Overprepare
Finding out the MC forgot about your event and that the microphone makes you sound like a robot can be pretty stressful, especially if it’s at the last minute. Get to the venue with time to spare, and use that time to get prepared. Test, test and test again.
7. Don’t skimp on the alcohol
Networking events always go better with alcohol. After a long day at work, people like to relax in the evenings and (for many people) a glass of wine or a cold beer helps. In the same vein, talking to strangers can be nerve-wracking, especially to new networkers. Having a drink or two can calm them down and give them something to do with their hands.
