Practical Tips for Running an Effective Unconference
Posted on March 09, 2025 in tips tagged with: • unconference •
About Unconferences
An unconference is a participant-driven gathering that operates with a bottom-up approach, in contrast to the top-down structure of traditional conferences. This format empowers attendees to shape the event content according to their interests and needs.
While several comprehensive guides exist on organizing unconferences, this article focuses on practical tips to ensure a smooth and successful experience for all participants.
For additional background, see: How to run an unconference
Clear Signage
First impressions matter. Help attendees locate your event easily by placing directional signs from the parking lot all the way to the event space.
Accessible Important Information
Create informational signage displaying essential details such as: - WiFi network and password - Event website
Include both QR codes and short URLs to make digital resources easily accessible. Place these information sheets throughout the venue, especially at registration and high-traffic areas.
Venue Navigation
Clearly mark session rooms with visible signage. Provide maps of the venue highlighting: - Session rooms - Restrooms - Refreshment areas
Setup a Communication Platform
Establish a reliable communication channel for attendees and organizers. This serves two purposes: 1. Facilitating real-time updates during the event 2. Enabling participants to stay connected after the unconference
Popular options include WhatsApp, Slack, and Discord. For smaller gatherings, WhatsApp groups work well. For larger events, consider platforms with more robust features.
Discord offers several advantages: - Free to use - Easy setup on a hosted platform - Support for multiple channels: - Announcements (organizer communications) - General chat (participant discussions) - Topic-specific channels (created by attendees) - Simple user invitation via shareable links (minimal admin overhead) - Accessible via mobile, desktop, and web applications
Whichever platform you choose, distribute invitation links to ensure everyone can connect.
Introducing the Unconference Format
Many participants may be unfamiliar with the unconference model. Clearly explain the format and process at the beginning of the event:
The standard structure typically includes: - Open session proposal by any participant - Brief explanation of proposed sessions to the audience - Room assignment and scheduling - Participant-selected attendance based on interests
Facilitating Session Proposals
Some attendees may hesitate to propose sessions due to nervousness or uncertainty. Break the ice by: - Having organizers or volunteers propose initial example sessions - Creating a supportive atmosphere for first-time proposers - Offering a session proposal template
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Session Management
As proposals accumulate, you may need to: - Combine overlapping or similar sessions - Balance the number of concurrent sessions - Ensure appropriate room assignments based on anticipated attendance - Allow for schedule adjustments as needed
Publishing the Schedule
Once sessions are finalized: - Post the complete schedule in a central location - Update digital platforms with session details - Include room assignments and times - Consider providing brief session descriptions
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Recording
Capturing session content allows for sharing beyond the event: - Record audio using smartphone recording apps (many newer phones offer transcription capabilities) - Always obtain consent from all participants before recording - Consider designating note-takers for key sessions - Share recordings and notes with attendees afterward
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Conclusion
Have a great a unconference!
Discuss
Tags: unconference