Planners are finding new ways to maximize the in-between moments at events, where real networking happens. Courtesy of Lisa Inkley

Want to keep your attendees engaged and focused at your next conference? If so, it is essential that you plan session breaks.

However, as savvy event planners know, breaks in between sessions are not just meant for attendees to stand up and stretch or use the restroom. If planned strategically, this time can yield valuable networking opportunities for attendees to introduce themselves to peers, build relationships and trade contact information to set up future meetings and business transactions.

“Session breaks are important to allow attendees to process information, recharge and transition between topics,” says Jessica Cole, vice president of event operations at Impact XM in Dayton, NJ. “They also create natural opportunities for networking, informal discussions and engagement with exhibitors or sponsors.”

“Some of the best connections can happen while waiting for coffee, standing in line for the restroom or grabbing a drink at a water station,” says Kara Stachowiak, deputy director of conference operations for the American Library Association in Chicago, IL. “You might find yourself making a great contact just by casually mentioning a keynote while waiting for coffee. That quick chat can turn into a deeper discussion; a few months later, you might find yourself on a panel together. Those in-between moments are where real networking happens. The possibilities are open as long as you are, too.”

To take advantage of those “in-between moments,” Stachowiak suggests the following:

• Turn to the person sitting next to you in the session prior to the break and discuss the session content
• Introduce yourself to one new person during a break
• Plan to meet up with a colleague you only see at events

However, networking opportunities shouldn’t be limited to brief 15-minute breaks between sessions. Ask most conference attendees why they go to conferences and they’ll tell you that one of their top reasons is to network. While many people attend conferences to learn new information about their industries, the chance to meet potential clients, partners and leaders is invaluable.

“Networking is one of the top three reasons our attendees come to our annual conference,” says Patricia Giannini Henry, chief of events and corporate partnerships at APCO International in Daytona Beach, FL. “Our attendees are in the emergency communications industry and [it] may be the one time a year they are able to step away and be fully immersed in learning and connecting. It allows them access to industry experts where they hear all about cutting-edge technology and equipment.”

Planners can help attendees set objectives and balance demands associated with networking, strategy. Courtesy of Kara Stachowiak

The Benefits of Networking

Clearly, networking is an important part of the conference experience for many people, especially if planners provide plenty of chances to make it happen. Time spent with fellow attendees can generate career opportunities, chances to gain industry knowledge and mentorship lessons. It also helps to increase the visibility of attendees and the companies they represent — not to mention that it provides a nice little confidence boost by enabling people to practice their communication skills.

“Being face to face and listening to what their peers are experiencing and how they are addressing the day-to-day operations is super important,” Henry says. “Sometimes, it could be the smallest recommendation that makes a huge difference in their work. It is those types of connections that are so important.”

Networking also gives attendees a chance to meet individuals from diverse backgrounds within their fields, which can lead to potential collaborations on projects and business partnerships.

Overcoming the Challenges

While networking offers so many benefits, that doesn’t mean it’s easy for everyone, especially introverts. Some people can feel shy or unsure about how to start a conversation with someone they don’t know. Networking can also be time-consuming — which means attendees might have trouble balancing it with their job responsibilities — and not having a clear goal or strategy in mind can make it overwhelming and much less effective.

“For most, networking doesn’t come natural; it can be uncomfortable,” Henry says. “Not knowing anyone and not knowing how to approach people prevents a lot of people going to conferences. It is helpful to learn a few icebreakers and talking points ahead of time, but most importantly, be yourself; you can’t go wrong!”

Henry offers other suggestions to help attendees maximize networking opportunities during conferences. Saying “yes” to invitations — depending on time — is a good way to start. It’s a reactive rather than a proactive decision, which eliminates potentially awkward invites. She also suggests doing research on who will be attending the conference. Post on LinkedIn that you’re attending and see if any of your contacts are going or have been, so they can introduce you to others who will be there, she says.

“I have a mentor [who] I would tag along with at the PCMA conference, and she knew everyone (literally) and was kind enough to introduce me to everyone she came across,” Henry says. “It was very helpful for me, who struggles when meeting new people. If I have had a meaningful connection or conversation with someone, I follow up after the event, by connecting on LinkedIn and sending an email.”

Using Social Media to Engage

While in-person networking is critical to building relationships, the intelligent use of technology can only improve the connection.

“Social media platforms and conference apps allow attendees to connect before the event, engage in discussions and schedule meetups, creating event hype,” Cole says. “During the event, these tools enable real-time interaction through live Q&A, polls and direct messaging. Afterward, they help maintain connections, share insights and continue discussions, extending the value of the conference experience.”

“Social Media and apps are like a digital handshake that extends beyond the event itself,” Stachowiak says. “Before the conference, they help you find and connect with attendees who share your interests. During the event, they make it easy to join discussions, ask questions and engage with speakers and peers in real time … those quick app connections or social media interactions can turn into meaningful collaborations long after the event ends. A simple follow-up message can open the door to a new opportunity.”

Connecting at Conferences

Planners, of course, are a key element in determining how successful networking can be. While ultimately, it’s up to the individual, creating the perfect opportunities for those person-to-person encounters is all up to the designs laid out by planners. While 15-minute breaks are great for meetings and workshops, conferences require a bit more strategy and creativity.

So, how can planners help to facilitate and encourage conference networking for attendees without making it feel awkward and forced?

While planning your next event, leverage apps such as Brella, Grip or Swapcard to enable attendees to connect, schedule meetings and join interest-based groups beforehand. You can create online communities through LinkedIn or Facebook groups, or even use Slack or Discord channels to initiate conversations prior to the start of the event. You can also provide an attendee directory with bios and interests to help guests identify valuable connections.

During the conference, you can provide a few structured networking sessions. Examples include:

• Speed networking – five-minute, one-on-one conversations that encourage quick connections
• Hosted buyer programs – schedule meetings and match vendors with potential buyers
• Mentorship and matchmaking programs – pair experienced professionals with newcomers to help them feel more at ease and, hopefully, make a valuable business connection
• Roundtable discussions – facilitate meetings grouping attendees by industry, interest or expertise to discuss specific topics

To add a little excitement, you can also gamify your networking opportunities by creating challenges, like earning points for exchanging business cards or scanning QR codes, or initiating icebreaker games such as “Two Truths and a Lie” or “Networking Bingo.” You can even use smart badges or Radio Frequency Identification (RFID) technology that lights up when attendees with similar interests are near each other.

Not all of your networking events need to be structured. In fact, they shouldn’t be. Nothing says networking like a good old-fashioned coffee break or designated cocktail lounge, where attendees can mingle on their own. A themed happy hour or afterparty is always a winning strategy as well, and if you want to get a little more daring, offer yoga sessions or some sort of exercise- or outdoor-related activity. For instance, a hike might be good if you’re in a destination surrounded by scenic beauty.

Henry says that as you plan, it’s important to know your audience.

“Provide plenty of breaks and a structured networking opportunity that leverages both the attendees’ personal … and … professional sides,” she adds. “People connect for all [sorts of] reasons, and some may be based on personal interests. Make sure the meeting space and venue setup is arranged in a way that encourages collaboration (i.e. crescent seating, pod seating, lounge areas, etc.).” Henry also suggests handing out pre-event surveys that include questions to help attendees make connections ahead of time, then using that data to create onsite networking activities.

As your conference winds down, provide easy ways for attendees to reconnect via Linkedin or a post-event networking portal. You can host follow-up webinars and online meetups, and send personalized recaps with key takeaways and suggested connections based on attendees’ event engagement.

Following the Trends

What does networking look like in 2025? Which tools and strategies are planners using to make conference networking easier and more engaging for attendees? While in-person events are clearly back in style, hybrid networking — or integrating virtual elements into live events (like remote Q&As and panels) — remains popular. Sustainability and social impact are also hot topics, and planners are integrating CSR initiatives like carbon-neutral events and charity-driven opportunities into their networking events.

Of course, technology is being used as well. AI-powered chatbots are helping attendees schedule meetings and connect with the right people in real time, while some planners are also using AR and VR tools that enable attendees to interact in virtual spaces and explore digital venues.

Making It Memorable

Creating the perfect networking opportunities for attendees doesn’t have to be a lot of work. What matters is the thoughtfulness and timing of those you provide. Henry remembers attending a client event that featured a networking event she really enjoyed.

“It was easy to understand, it was fun and I made a connection with someone who was able to help me with a report I was working on for our conference,” she says, adding that she has since repurposed that game for another event. “I am excited to have our attendees try it since they are always asking for more ways to engage and connect with each other. It is very out-of-the-box for us, so a bit scary, but exciting at the same time.”

Regardless of how you choose your next networking event — whether you use the latest technology or keep it simple with something like a coffee break — it’s important to make the experience as accommodating and fun as possible. That way, you help attendees feel at ease to make new connections. It’s also a great way to get them excited about your next event. | AC&F |