Unusual Themes for Virtual Meetings. #9: Invite a Goat.

Unusual Themes for Virtual Meetings. #9: Invite a Goat.

by | Apr 28, 2020 | Meeting Trends

Unusual Themes for Virtual Meetings. #9: Invite a Goat.

Ban boredom. Slay tune-out. Themes add life to meetings.

Aside from technical issues, the biggest problem with virtual meetings is engagement. This challenge existed even before social distancing guidelines were implemented.  Moving to virtual communication increases that challenge because it decreases the benefits received from being physically together.

There are many tried and true ways to keep attendees engaged during a virtual meeting – taking polls, chat boxes, virtual whiteboards, assigning roles, sending the agenda before the meeting – but even these have become commonplace. We’re talking about taking virtual meetings to the next level. We’re talking about adding life to your next virtual meeting. We’re talking about Themes. Oh yeah…we’re going there. We asked ourselves: Is it possible to make a virtual meeting productive AND enjoyable? We answered ourselves. Why not try?

 

Why Themes?

Themes can help you enhance your meeting outcomes because they can be:

  • Positive and fun – Lighten the mood and help people enjoy themselves. They may even look forward to the next meeting.
  • Participatory – Keeps everyone on their toes because everyone participates equally, instead of tuning out.
  • Open – People loosen up and say what they really think.
  • Creative – Pushes the thinking beyond the usual and into new territory.
  • Disruptive – By regularly interrupting the flow of the meeting, you’ll keep people’s minds focused, which makes for a more fun and relaxed experience.

 

Try Something Different

There is certainly no shortage of ideas you can google about how to make your virtual meetings more engaging. But, we’re focusing on original ideas that just might take you, and your group, out of your comfort zones while offering some memorable moments.

1. Swap Jobs
Having members of your team swap roles isn’t an original idea. However, each member taking on the role of their colleague can net some interesting results and ideas. It offers an opportunity to get other perspectives that might otherwise never surface because it’s “not my job.” You can level it up by each member taking turns facilitating the meeting.

2. Cast of Characters
Does participating in a virtual meeting, with lots of people, remind you of the Brady Bunch opening segment? Well, what if you selected (or voted on) a show or a movie and everyone had to act out a character from what you chose at the next meeting. Yoda anyone?

3. Alternate Universe 
Get weird. Face it, it’s a weird time.

  • Burning Man Meets Coachella. This theme idea, by Brian Worley of B. Worley Productions, allows for a carefree, relaxed vibe: “…With these two events getting so much coverage these days through social media and just how creative they are in terms of visuals, it can really be a fun event.” Translating this idea to video conferencing shouldn’t be too challenging – try rummaging through your stuff (or better yet, your kids’ stuff) to put together something unusual.
  • Superheroes. Ok, not everyone will have a Wonder Woman or Ironman costume laying around, but maybe participants can create their own superhero with its own superpowers. The ability to see the future would be a good one to have right now.

4. Dress Up or Dress Down
This one’s pretty self-explanatory. But you could stretch it a bit with ideas like:

  • Pajama Party. Let’s face it, sweats and a T-shirt aren’t that far from it anyway. If you have a gang that feels comfortable doing this…just do it!
  • Get Cultured. Pick a culture to explore – like Mexico’s Day of the Dead – and see how creative you can get with that Halloween makeup that’s laying around. Just be respectful.

5. Charades
The ultimate go-to, this theme is ideal for smaller groups where talking over each other won’t be too disruptive. Charades can easily be interspersed throughout the meeting with each person getting a chance to be the mime. It also helps to ensure that each participant contributes to the meeting. You’ll need to choose a charade theme beforehand so attendees can work out their ideas, then keep a time limit on each. Be sure everyone has good bandwidth to avoid lag time – that’s not fun.

6. I Spy
We love this one! Here, you’re really just taking advantage of the fact that it’s human nature to peek at what’s in the background of everyone else’s home office.

7. Storytelling I Spy
Add intrigue with this version adapted to include mystery and the chance to learn more about each participant. To play, each person takes a turn picking an object in their house and telling the story of how they got it, without actually saying what the object is. The rest of the group then has to guess, as quickly as they can, what that object is. Decide how challenging you want it to be: keep it light by selecting common items most people probably have in their home, or let each person pick from any of their prized possessions.

8. Open Mic
Give everyone a heads up: they’ll each have about a minute to take the virtual stage. They can tell jokes, read a poem or a book excerpt, sing a song, play an instrument—anything goes! Start your meeting with these unabashed performances and be sure to allow time in between each for a rush of applause.

 

Try Something Really Different

Brighten up your video conference with a llama. Or how about a goat? Wild ideas like these are starting to emerge and will likely continue as people look for increasingly unusual ways to break up the monotony of virtual meetings.

9. Goat 2 Meeting is our favorite one so far. The Sweet Farm Animal Ambassadors will join your call, do a quick intro of the farm and introduce you to the animals on a virtual tour. It not only makes people smile, but you’ll be contributing to a good cause.

If you’re still looking for more, our post on Gamification dives deeper into a few science-based boredom busters. We think you’ll find it interesting.

 

Connect With Us

We’d be interested to know if you’ve tried any of the themes mentioned above. How did it go? What unusual methods do you use to make virtual meetings fun, creative, and productive? Head to one of our social media channels and leave a comment.

Animal Icon made by Vectors Market; Superhero Icon made by Smashicons from www.flaticon.com.

Planning a virtual or hybrid meeting or event? Contact a member of our Conference Services team today.

How to Make the Best of Your Virtual Meetings

How to Make the Best of Your Virtual Meetings

by | Apr 13, 2020 | Uncategorized

How to Make the Best of Your Virtual Meetings

Note: This story was written during the COVID-19 pandemic. None of the content has been changed so that it reflects the sentiments of the moment. However, much of the information remains relevant.

First: How are you? We’ve all been impacted by the virus, and we are all trying to carve new routines…us included. So, now that the initial jolt into a new reality has settled in, we find ourselves returning to what we know best – meetings and conferences.

As you know, virtual meetings are the new normal. And even though, in the past, you may have gotten away with pairing a dress shirt and tie with pajama bottoms and slippers for the quick video chat, nearly all business is being conducted via video conferencing now. Our goal has always been to help our clients’ meetings be as effective and successful as possible – and we’re happy to translate our knowledge and expertise to video conferencing.

In a recent Inc. article, Drew Bowers, a research psychologist in the University of Dayton Research Institute’s Human Factors Group, put it plainly: “You can’t simply take a presentation you gave in front of a live audience at a conference and throw it up on a video monitor for a virtual audience and expect the same results, because you’re limited, to a degree, in how you can interact with your virtual audience.”

On that note, we highlighted a few more points from that article and added many practical ideas of our own to provide some basic best practices for more effective virtual meetings and conferences.

 

Choose the Appropriate Platform for Your Goals

Choosing a virtual meeting platform depends on what you want to achieve in your meetings. WIRED has produced a quick comparison of the most popular, but a rundown of considerations are in order. Things to look for would be:

  • Image quality. Look for HD video and audio.
  • Crowd size. Is your meeting large or small? Some platforms, like Zoom, can accommodate up to 1,000 participants simultaneously.
  • Meeting time. How much time do you need? It’s tempting to try out the Free versions, but be aware – many free versions have time limits (as well as group size limits). You want to avoid getting cut off or the opposite – having to rush through.
  • Collaboration capabilities. Consider features that you might need and also help keep participants engaged, like screen share, team chat, hand raising, file sharing, desktop and application sharing, whiteboarding and annotations.
  • Recording. It could be handy to be able to save meetings to the cloud, along with transcripts that have searchable text.
  • Mobile friendly. Adding more flexibility for your guests is helpful and fairly easy, so why not? Two options to look for here: a mobile app and a dial-in option for audio-only capability.
  • Security. Look for 256-bit TLS encryption to ensure that the meetings you hold, and the files you share within them, are secure.

 

Setting Up Your Space 

By now you’ve probably seen a lot of variations on this topic. Everyone from news anchors to colleagues to family – it’s offered an opportunity to observe what is going on in the background, plus notice the lighting quality and props.

  • Quiet, please. Make sure you are in a quiet setting.
  • Camera position. The best position is seated and close enough to the camera so that other participants get the feeling that you’re engaged and present. Make sure your camera is eye level – too low, too high, or weird angles can be very distracting – and unflattering. If you need to present, use screen sharing and digital whiteboard technology. Trying to present from a distance on a whiteboard simply doesn’t work well.
  • Lighting. Be sure you are well lit. Here are some great suggestions from Lifesize.
  • Be comfortable. Fidgeting can be distracting to other attendees. Make sure your chair is comfortable and you have everything you need close at hand to avoid a lot of movement.
  • Look behind you. Wall decorations should be appropriate and your surroundings clean.
  • Remove clutter. Your viewable space should be clean and neat. Especially your desk.

 

Remember Proper Meeting Etiquette

Keep in mind, you’re still in a meeting and many of the traditional meeting etiquettes still apply. Here are some Dos and Don’ts:

  • Do maintain eye contact. Look into the camera, not at yourself on the screen.
  • Do limit distractions. Turn off your cell phone and avoid checking emails and texts.
  • Don’t interrupt other speakers.
  • Do wear appropriate clothing. Dress as if you’re meeting in person – you never know if you’re going to have to get up. Avoid visually distracting clothing and jewelry – striped shirts and large, shiny, jewelry do not transmit well on camera.

 

Encourage Participant Engagement

One of the perks of virtual meetings is that they lend themselves to a more relaxed atmosphere – so keeping attendees engaged is critical. By interspersing engagement opportunities throughout the meeting, you reduce the temptation for attendees to multi-task or sit back and “tune out.” Consider the following:

  • Icebreakers. Starting your meeting with an “icebreaker” is a great way to ease into the meeting instead of jumping right into tasks. It’s also a great way to add the social element that’s missing during social distancing.
  • Themes. Depending on the time of day, it could be a “morning coffee club” or if it’s in the afternoon, you could start with mindful meditations.
  • Polls & Questions. Taking polls during the meeting offers you the opportunity to get immediate feedback. Asking questions and asking for answers via chat not only engage remote participants but it also keeps the personal connection going. Keep questions specific – asking open-ended questions to a large remote audience can often result in “dead air.”
  • Variety. Try something different – don’t be afraid to think outside the box. For inspiration check out our post on Gamification.

Test Before You Go Live

Don’t get caught looking like you didn’t prepare. Test your microphone before that actual meeting by video conferencing a co-worker or friend. Request their feedback on your background and lighting.

 

And Finally…

There really is no comparison to gathering in person – and we will need (and likely be craving) that kind of interactive networking and idea-sharing when this crisis is past. UD Conference Services is looking forward to that day and will be ready to serve you.

We’ve been taking a new look at our venues and seeing all the ways we are able to meet potential challenges. The large open spaces in the Clayton Conference Center offer incredibly flexible usage scenarios. The expansive grounds around The Virden Center in Lewes offer meetings and events the opportunity to be outdoors taking advantage of a coastal environment and the amazing productivity boost that can bring. But until we meet again, take care and stay connected.

Destination Virden – Where Meetings are a Shore Thing

Destination Virden – Where Meetings are a Shore Thing

by | Jun 18, 2019 | Beach Retreats, Meeting Trends

Destination Virden – Where Meetings are a Shore Thing

If you are sitting at your desk feeling a little warmer under the collar than usual, it could be a sign of one of two things; summer has arrived, or you forgot to hand in those reports your boss has been asking for.  Hopefully, it’s the former and with the coming of summer, it’s time to start planning all of your fun company retreats to build your team synergy and whatnot.

In case you have forgotten, our Virden Retreat Center is located on the University of Delaware’s coastal campus in historic Lewes, Delaware.  This venue is absolutely perfect for retreat and destination events, all while offering a relaxed and isolated meeting venue with an open oceanside style and layout.  Be assured that we can accommodate all of your business needs. So, allow us to tell you about some of the amazing activities your attendees will be able to participate in while using our facilities.

 

Beer and Wine Tasting

For such a small state, Delaware packs a big punch when it comes to craft breweries and vineyards.  Local production is more in demand than ever, and southern Delaware has a very high concentration of the state’s total tally of craft spirits.  Local favorites such as Dogfish Head, Big Oyster, or Mispillion River are enough to appease the craft beer crowd while Nassau Valley Vineyards and Salted Vines Vineyard and Winery will be fantastic for your visitors with different tastes.

 

Yoga and Meditation

If exploring the local liquor scene isn’t for you, then there is always an opportunity to wind down during your free time and find a little serenity.  Being nestled in the local wetland reserve, the Virden Center has a luscious green campus interspersed with wildlife which can offer a unique and serene experience.  The beach, which is a stone’s throw away, also offers variety to your calming options.

 

Hiking and Kayaking

The Great Marsh Preserve is an expansive and tranquil plot of protected wetlands with vibrant wildlife that can add an opportunity for amazing bird-watching.  With extensive walking paths and waterways your visitors can enjoy a nice hike through the preserve or choose to go canoeing or kayaking. Cape Henlopen State Park also offers some beautiful hiking paths along the beach.

 

Camping

On that note, Cape Henlopen also has exceptional campgrounds to offer potential visitors and outdoorsmen.  It could be fun to see how everyone interacts when there is no running water. If that’s a little too real, the park also has dormitories that can replicate the old summer camp feelings of yore.  There are also accommodations on our campus if you don’t feel like straying too far.

 

Explore the Rich History

Lewes has the distinction of being the first town settled in the state back in 1631. Because of that, the town has gathered a rich colonial history that can still be seen today.  Lewes is home to a lively community with its main streets and surrounding suburbs littered with shops, restaurants, parks and historical venues.  There are also more historic landmarks dotted throughout lower Delaware and Sussex County.

These suggestions are just scratching the surface of all that the area surrounding the Virden Center has to offer.   There are plenty of resources you can use online to dig deeper into what’s in store for you once you’re there. These are just a few reasons to hold an event at the Virden Retreat Center this summer.  

https://visitsoutherndelaware.com/

https://www.tripadvisor.com/Attractions-g34028-Activities-Lewes_Delaware.html

http://www.lewes.com/

http://www.ci.lewes.de.us/

Want to learn more about meetings at the beach? Check out UD’s Virden Retreat Center or contact a member of our Conference Services team.

UD Alumni and UD Conference Services: A Match Made In Heaven?

UD Alumni and UD Conference Services: A Match Made In Heaven?

by | Jun 4, 2019 | Conferencing on Campus

UD Alumni and UD Conference Services: A Match Made In Heaven?

The academic year has come to a close at the University of Delaware and all that’s left to celebrate is the graduation of our seniors, graduate and doctoratoral students.  This is an incredibly happy time that can bring back fond memories for our alumni. Just a reminder to those of you freshly entering the alumni ranks, or to those who have been gone for a while; even though you are no longer a student of the University, it doesn’t mean that your association with us has to end.  The University of Delaware Alumni Association has extensive services and resources that are available to any past, present, and future graduates. In tandem with that, there are many ways that holding events with UD Conference Services can be very beneficial for all past Blue Hens out there.

How the blue and gold can help you.

The mission statement of the UD Alumni Association states that they are dedicated to engaging the entire alumni community by fostering a tradition of lifelong loyalty and commitment to the University. They provide exceptional value and ongoing support to alumni worldwide.  In partnership with the Office of Development and Alumni Relations, they strive to fulfill their vision and mission, and to execute their strategies, programs and outreach. Both Alumni Relations and Conference Services have the same end goal; to ensure that all current and future alumni have a fulfilling, lifelong relationship with our great University.  

One benefit of holding, or attending, a conference or event on campus is that with this kind of support and outreach from the University, it is a fantastic way to build on your professional and social networks. Networking will always be an important part of any individual’s professional life and it always helps to have a leg up on your potential competition.  

Having events at your alma mater immediately helps you tap into a global network that you already have an association with. And, at the very least, helps you reconnect with old friends.

 

How you can help the blue and gold.

As stated above, one major goal of the University and the Alumni Association is to foster and grow lifelong loyalty amongst its current and former students.  Through constant support and engagement, they want our alumni to have long-lasting, positive memories of their experiences at the University that will hopefully motivate them to keep coming back.  Whether it be a reunion, a wedding, corporate event; having an event through UD Conference Services is a wonderful way to give back to your alma mater. It is a contribution that is much deeper than a simple donation as well.  

By holding events with us will you not only provide the University with your patronage, but we will also provide you with an excellent experience. Not only are our locations diverse enough for multiple types of gatherings, but our staff is very experienced at executing high-quality events.

Ultimately, the goal of Conference Services is the same as the Alumni Association, to foster a lifelong connection with alumni by providing a high-quality service and experience that can cultivate a mutually beneficial relationship between the two.  And just remember, regardless of what you do or where you go, once a Blue Hen, always a Blue Hen.

We’d love to see you back on campus! Contact a member of our Conference Services team to make it happen.

We Made the List. You Check it Twice.

We Made the List. You Check it Twice.

by | Oct 2, 2018 | Special Events & Celebrations

We Made the List. You Check it Twice.

It’s a warm September evening and you are enjoying a wonderful lager from Munich at your local Oktoberfest celebration.  As you sit there enjoying the sights and sounds of the performing polka group and condensation forms on your bier stein, a creeping feeling begins to dawn on you; I haven’t even begun my corporate party planning for the approaching season.

Don’t fret! University of Delaware Conference Services has you covered with this year’s edition of our corporate holiday party planning checklist.

First things first – budget.

The first order of business on our checklist is to crunch those numbers.  Although it may not be your favorite thing to do, figuring out the logistics of your event is essential to throwing a holiday party that will be talked about around the water cooler for years to come.  Many of your decisions will be dictated by your budget for the party. Questions to ask yourself are:

  1. The number of employees attending – An early headcount is critical to maximizing your party planning. It could save you from wasting time and money down the line.  Also, decide if you are inviting the whole group or just management? Are significant others included? These questions need to be answered before you proceed.
  2. How long should the party last –  Many venues offer packages with the option of 3 – 4-hour parties. Your budget will dictate your package choice.
  3. What time of day to throw your party –  It is important to know the demographics of your employees before making this decision. During the workday is worth considering. This option would include lunch with the extra perk of allowing your employees part of the day off. Also, for the parents on your staff, this might eliminate the need for a babysitter. Or, perhaps your staff would enjoy a happy hour with heavy hor d’oeuvres for a more festive flair.  Finally, you may choose an after-hours event that includes a buffet or plated dinner with dancing and entertainment.
  4. Venue costs – Venue prices can vary depending on the number of additional services you require.
Our professional event planning staff can assist you every step of the way, ensuring that you have the best event your budget will allow.  Once you have established your budget and met with your event manager to consider options, you will be prepared to move on to the next step on our list.

 

Let’s talk about the theme.

This is where you can begin to customize your event with the desired atmosphere and quirky activities to really wow your employees and/or coworkers.  This is where you can take advantage of our unique venues at the University of Delaware. Want an old-school Christmas in California vibe? Not only do we have a space for that in coastal Delaware, at the Virden Center, but we also have staff on hand to create a unique experience filled with signature menus and aesthetics. If you’re looking for something a little more traditional, there is always space on the historical University of Delaware campus. Whatever you have in mind, our Clayton Conference Center is practically a blank slate for your desired aesthetics.

 

Connecting the dots.

Now that you have the loose outline of your event squared away, it’s time to connect the dots.  Something to think about is creating a unique party moment for your event.  This could be connected to the entire theme or something like an engaging speaker, or a bonding activity. Your people have had a busy and productive year, hopefully, and they could really use some down time and a show of appreciation. Some other fantastic ideas could be wine tasting, beer tasting, photo backdrops or booths, company step-and-repeat, signing a company yearbook, viral video dance-off contest, Department awards, or better yet, Office Olympics Awards.  You should also think about social media considerations. It’s 2018 and everyone is more connected than ever, so why not tie social media into your event and have a hashtag and tagging bonanza. But, if you’d like a more intimate and personal event, you could always just tell everyone to leave their devices at the door.

 

Creating a unique party moment for your event shows appreciation. It could be a wine tasting, beer tasting, photo backdrops or booths, company step-and-repeat, signing a company yearbook, viral video dance-off contest, Department awards, or better yet, Office Olympics Awards.

 

A word about giving.

Finally, something to never forget about the holidays. It is a season of giving, hoping, miracles, and gift exchanging. Your employees or coworkers will be expecting something, so let’s discuss. There’s been this wonderful movement of friends and family requesting donations in lieu of gifts, and the impact has been otherworldly. A company donation is something so personal and meaningful, and it can spread an impactful message. Consider shaping your gifting toward a cause, and encourage some holiday philanthropy. Or, for the less altruistic of you out there, you could stick to a more traditional method and keep regifting the same candle set every year!

Hopefully, our holiday planning checklist has helped alleviate some of the stress associated with actually planning one of these events.  And don’t worry, if you are still losing sleep over it, we are always here to help you plan the best holiday extravaganza you could ever dream of. If we put our heads together, your company may be able to lay claim to the best dang holiday party of 2018.

Planning a holiday celebration? Contact a member of our Conference Services team today.