Preparing for CollabDays Utah

Here we are in the final week of the main event with much do to before Friday. With the fog of the pandemic still on my brain, I’m pretty sure that this will be our 10th in-person event in Utah since launching the first SharePoint Saturday Utah back in 2011. We rebranded to M365 Friday for February 2020 (just before the lockdowns!) and again as CollabDays Utah this year. Many members of our organizing committee have been helping with this event since the beginning and everyone understands what needs to be done and how to help – which makes things much easier, as you can simply rinse and repeat from past events. But I thought I’d take a moment and share some details about what it takes to plan an event like this.

Community events are more than just networking opportunities; they are platforms that can significantly influence industry trends and innovation, especially within a small region like here in Northern Utah. I’ve hosted tweetjams on this topic, and conducted many interviews with fellow organizers. The dynamics of a well-organized community event can facilitate a fertile ground for brainstorming and collaborative problem-solving, leading to breakthroughs that might not occur in more formal settings.

What are the key elements for organizing impactful community events, you ask? Here are some of my thoughts:

1. Facilitate Real-Time Engagement. Emphasize interactive formats like workshops, panel discussions, or brainstorming sessions after user group meetings to encourage real-time feedback and lively exchange. This can provide immediate insights into community needs and preferences, enriching the event experience and fostering a proactive community atmosphere.
2. Leverage Technology for Wider Reach. Use social media and online collaboration tools to extend your event’s reach. These platforms are invaluable for connecting disparate groups, allowing for a more inclusive and diverse set of viewpoints to surface and spark innovation.
3. Encourage Organic Leadership. Promote leadership from within the community. Encourage participants to lead sessions, contribute topics, and take charge of discussions. This bottom-up approach not only empowers attendees but also embeds a deeper sense of ownership and engagement within the community.
4. Focus on Value-Driven Outcomes. Every event should aim to produce tangible benefits for its participants, whether it’s learning new skills, forming business connections, or generating innovative ideas. Define clear goals and outcomes for your event that align with the broader objectives of your community.

Integrating the above strategies, here’s an enhanced checklist to help you plan and execute a community event that not only gathers people but also fosters innovation:

Pre-Event Planning

• Identify key themes that resonate with current trends and community interests.
• Choose interactive formats that encourage participation and feedback.
• Utilize technology to facilitate broader participation and real-time engagement.

Promotion and Outreach

• Develop a comprehensive digital marketing strategy.
• Engage with community influencers to act as amplifiers.
• Create opportunities for pre-event collaboration and discussion on social platforms.

During the Event

• Implement tools and sessions that support live interaction and feedback.
• Encourage networking and spontaneous “sidebar” discussions to enhance creative exchange.
• Track engagement in real-time to adapt the event flow as needed.

Post-Event Engagement

• Share a detailed summary and outcomes of the event.
• Solicit feedback to understand the impact and areas for improvement.
• Maintain momentum through follow-up discussions and smaller, related events.

Community events are powerful conduits for innovation and growth. By fostering an environment that encourages active participation and values community insights, organizers can transform simple gatherings into pivotal moments of collective advancement. As you embark on organizing your own event, remember that the true measure of success lies in the community’s engagement and the innovative outcomes it generates. Embrace these principles, and watch your community thrive.

And if you’re already registered, see you at CollabDays Utah 2024!