Planning A Day-Long Event Program: Lessons from TEDx

Are you a meeting planner or on an event committee? You’ll then know that creating a successful day-long event requires careful planning and thoughtful execution. Taking cues from the TEDx model allows you to design an engaging program that captivates your audience from start to finish. Here's how to structure your event for maximum impact.

Planning A Day Long Event Program

1. Start with a Bang

Your opening sets the tone for the entire day. Begin with a powerful speaker, an attention-grabbing demonstration, or an interactive activity that immediately engaging your audience. This initial impact will open minds and create excitement for what's to come.

2. Structure Your Day

Divide your day into four 90-minute sessions, separated by breaks. This structure allows for a variety of content while preventing audience fatigue. Each session should include:

• 3-4 main presentations (15-18 minutes each)
• 1-2 shorter talks or demonstrations (5-10 minutes)
• A brief performance or interactive element

3. Mix It Up

Variety is key to maintaining audience interest. Within each session:

• Cover related but diverse topics
• Alternate between different presentation styles (lectures, panels, demonstrations)
• Vary the emotional tone (inspirational, informative, challenging)

4. Plan Strategic Breaks

Schedule 30-45 minute breaks between sessions, offering:

• Refreshments and light snacks
• Interactive stations related to session themes
• Networking opportunities

5. End on a High Note

Save your most impactful content for the final session. This could be:

• Your most dynamic keynote speaker
• A panel discussion that ties together the day's themes
• An emotional or inspirational presentation that calls the audience to action (our overcoming adversity speakers are fantastic at this)

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6. Curate Your Event Speakers

When selecting presenters:

• Ensure a diverse range of perspectives and expertise
• Brief speakers on time limits (set a maximum time for main talks)
• Encourage shorter presentations (3, 5, or 9 minutes) for variety

7. Incorporate Interludes

Keep the energy flowing between presentations with:

• Brief, relevant videos
• Quick audience participation activities (e.g., 60-second discussions with neighbours)
• Short performances or discussions to inspire

8. Appoint a Skilled Event Host

Your event host or compere is crucial to the day's success. They should:

• Provide concise introductions (30 seconds max)
• Enforce time limits tactfully
• Make seamless transitions between segments
• Handle any technical difficulties smoothly
• Encourage audience engagement

At PepTalk, we have a huge variety of event hosts available, from BBC journalists to cutting-edge comedians. We love to find our clients the right facilitator or subject matter expert to keep the show flowing smoothly.

9. Build in Flexibility

Add a 15-minute buffer to each session to account for:

• Q&A sessions. Trust us, there will always be questions.
• Technical setups
• Unexpected delays

10. Conclude with Purpose

End your event with:

• A summary of key takeaways
• A call to action for attendees
• Information on follow-up events or resources

At PepTalk, we offer searchable transcripts of talk recordings and a dashboard to access keynote talks long after the chairs have been folded away.

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READ MORE: The Art of the SKO: Planning Your Sales Kickoff Event

Timing Your Event

A typical day-long event following this structure would run approximately 9 hours and 40 minutes:

• Four main sessions (90 minutes each): 6 hours
• Three breaks (40 minutes average): 2 hours
• Opening remarks: 20 minutes
• Closing remarks: 20 minutes
• Buffer time (15 minutes per session): 1 hour

This schedule usually runs from 8:30 AM to 6:10 PM, allowing for registration, breakfast, and a full day of programming.

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Meeting Planner Tips & Hints

• Consider your audience's stamina when planning such an intensive day.
• You may want to shorten some breaks to 30 minutes to end earlier.
• Extending the lunch break can give attendees more downtime.
• Reducing the number of speakers per session can create a less packed schedule.
• Adding an optional networking reception at the end allows for continued discussions.
• Be prepared to adjust timing on the fly while keeping the overall structure intact.
• Ensure all speakers are well-briefed on time limits to keep the program on track.
• Use visual or audio cues to signal to speakers when their time is nearly up.

Pulling Off A Successful Event

Following these guidelines, you can create a day-long event that keeps your audience engaged, informed, and inspired. Remember, the key is maintaining a balance between structure and variety, allowing for focused learning and dynamic experiences throughout the day. Stay flexible and responsive to your audience's needs, and you'll be well on your way to hosting a memorable and impactful event.

💡 Would you like a shortcut to finding the perfect event speakers or host? Let us know, and we’ll find the perfect PepTalk expert for your organisation. Email us at hello@getapeptalk.com or send us a message via the chat. You can also call us on +44 20 3835 2929 (UK) or +1 737 888 5112 (US). Remember, it’s always a good time to get a PepTalk!