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Breakout rooms for virtual events and networking sessions
Breakout rooms and networking sessions are powerful tools for fostering deeper engagement and facilitating meaningful connections during virtual events. These features provide opportunities for focused discussions, collaboration, and professional networking. This guide will provide an overview of how to effectively use breakout rooms and networking sessions in your virtual events.
Virtual event breakout rooms
Purpose and benefits
- Focused discussions: Breakout rooms are perfect for creating a more intimate setting where attendees can dive deeper into specific topics. Rather than sitting through large, broad sessions, attendees can engage in discussions that are more relevant to their interests. These smaller group settings help ensure that conversations stay focused and productive, and attendees can voice their opinions or ask questions without feeling overshadowed by a larger crowd.
- Collaboration: In a breakout room, attendees can work together in real-time, whether it's solving a problem, brainstorming ideas, or discussing a case study. With fewer people, there's more space for active collaboration. This hands-on approach makes it easier to generate ideas, align on solutions, and take practical steps forward. It's also ideal for training workshops or interactive sessions where group work is key.
- Networking: Breakout rooms give attendees a chance to network in a low-pressure environment. It’s easier for people to connect with others in smaller groups, and these settings often lead to more meaningful conversations. Attendees can exchange ideas, share experiences, and build relationships, which could even extend beyond the event itself. This informal networking is especially valuable for events where creating lasting professional connections is a priority.
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Best practices for using breakout rooms
Define clear objectives
Each breakout session should have a clear, specific goal to guide the discussion and keep participants focused. Whether it's brainstorming ideas, solving a problem, or reviewing a case study, clear objectives help attendees stay on track and ensure the session remains productive. A well-defined purpose also helps participants understand how they can contribute, making the experience more rewarding.
Keep groups small
To foster meaningful conversation and ensure everyone has the chance to engage, aim for smaller groups of 5-10 people. This size creates a comfortable space for attendees to speak up, ask questions, and contribute. When groups are too large, individuals may feel less inclined to participate or struggle to have their voices heard, reducing the effectiveness of the session.
Assign a facilitator
Appointing a facilitator is key to keeping the session organized and ensuring smooth communication. The facilitator should guide the discussion, encourage participation, and steer conversations back on track if they wander. Having a dedicated person in charge helps everyone stay focused and feel confident that their input will be valued and acknowledged.
Manage time effectively
Be mindful of the session's length. While breakout rooms provide a chance for in-depth conversation, they can become less productive if they drag on for too long. Aim for a time frame that’s long enough to allow participants to engage meaningfully, but short enough to maintain energy and focus—typically around 20-30 minutes works well.
Have groups report back
After the breakout session, allocate time for a representative from each group to share key takeaways with the larger audience. This provides an opportunity to capture the best ideas and insights, helping everyone benefit from the smaller group discussions. It also reinforces the sense of collaboration, as attendees can see how their contributions fit into the larger conversation.
Examples of breakout room activities
- Workshops: Host hands-on sessions where participants can learn and practice actionable skills, such as optimizing their social media strategy, mastering a specific software tool, or implementing cutting-edge techniques in their industry. Ensure these workshops are guided by experts who can answer questions in real time.
- Group discussions: Create opportunities for attendees to discuss specific industry challenges, such as responding to market trends or enhancing team productivity. Encourage participants to share personal experiences, exchange strategies, and gain practical advice tailored to their roles.
- Problem-solving: Organize sessions where small groups tackle real-world challenges, such as designing innovative customer engagement plans or finding solutions to common operational issues. Providing a clear structure and a tangible goal keeps these sessions productive.
- Networking: Group attendees by shared interests, roles, or industries, such as startup founders or marketing professionals, to facilitate meaningful connections. Use conversation starters or icebreakers to help participants build rapport quickly.
Virtual event networking sessions
Purpose and benefits
- Professional connections: Networking sessions are a powerful tool for creating meaningful relationships. They give attendees the chance to connect with peers, industry leaders, and potential collaborators. Whether it's exchanging contact details or discussing mutual interests, these interactions can lead to partnerships, mentorships, or future opportunities.
- Collaboration: By bringing like-minded professionals together, networking sessions encourage collaboration. Participants can brainstorm ideas, share experiences, or even form teams to tackle industry challenges. For example, attendees at a marketing event might team up to explore innovative campaign strategies.
- Engagement: Beyond professional gains, networking sessions make events more enjoyable and memorable. Casual conversations and shared interests spark a sense of community, keeping participants engaged and encouraging them to stay connected long after the event concludes.
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Best practices for networking sessions
Combine structured and casual formats
Blend structured activities like speed networking or roundtable discussions with unstructured options such as virtual lounges or open chat rooms. Structured setups give attendees clear direction, while casual formats create space for spontaneous and organic conversations. This combination ensures everyone, from introverts to extroverts, finds a comfortable way to engage.
Start with icebreakers that spark conversations
Begin with simple and engaging icebreakers to ease attendees into the networking session. For example, ask a fun question related to the event theme or encourage participants to share a quick introduction about their interests. Icebreakers lower barriers and make starting a conversation feel less intimidating, especially in virtual or large-scale events.
Use facilitators to keep sessions flowing
Appoint facilitators or hosts to guide networking activities. Their role could involve welcoming participants, introducing discussion topics, or ensuring everyone gets a chance to contribute. A skilled facilitator helps create a balanced environment, preventing dominant voices from overshadowing quieter participants.
Offer networking opportunities across the event
Don’t limit networking to a single session. Integrate opportunities throughout your event, such as pre-session meetups, topic-based breakout rooms, or post-event happy hours. Repeated chances to connect increase the likelihood of meaningful interactions and encourage attendees to remain engaged from start to finish.
Encourage follow-ups to build lasting connections
Remind participants to exchange contact details and follow up after the event. Suggest practical follow-up ideas, such as connecting on LinkedIn, scheduling a one-on-one meeting, or sending a quick email to keep the conversation going. Providing attendees with tips for staying in touch adds long-term value to their networking efforts.
Examples of networking activities
- Speed networking: Quick, timed sessions bring attendees face-to-face for focused conversations. It's an efficient way to break the ice, exchange introductions, and set the stage for deeper connections.
- Roundtable discussions: Moderated small groups tackle specific topics, encouraging participants to share insights and ideas. These sessions are perfect for professionals looking to exchange expertise in a collaborative setting.
- Virtual lounges: Casual chat spaces where attendees can drop in, mingle, and start spontaneous conversations. These mimic the informal networking moments often missed in virtual events.
- Matchmaking: Advanced tools pair attendees based on shared interests, career goals, or industry expertise. By eliminating guesswork, this approach ensures participants connect with those who align with their professional aspirations, creating more productive interactions.
Conclusion
Breakout rooms and networking sessions are essential tools for fostering engagement and connections during virtual events. By effectively utilizing these features, you can create a dynamic and interactive experience that facilitates meaningful interactions and collaboration. For a comprehensive solution to incorporate breakout rooms and networking sessions into your virtual events, consider utilizing RingCentral’s advanced event management platform, which offers robust features for these activities.
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