Networking Session Guide for Conference Moderators

Last updated: September 25, 2024

Networking at conferences is often awkward and ineffective.

Many attendees leave feeling like they’ve wasted time on shallow small talk.

But there’s a better way to create meaningful connections among strangers.

It’s called strategic networking facilitation.

As a conference moderator, you have the power to transform networking sessions from dull to dynamic. This guide will teach you exactly how to do that.

Here’s what you’ll learn:

• Quick icebreakers that instantly energize a room
• Clever grouping techniques to mix up attendees
• Attention-grabbing tools to manage large crowds effortlessly
• The “green, yellow, red” progression for deeper conversations

This guide is perfect for:

• Conference organizers looking to boost attendee satisfaction
• Moderators wanting to level up their facilitation skills
• Anyone interested in the psychology of networking

You’ll discover how to turn a room full of strangers into a buzzing hive of interaction.

And the best part? These techniques work for groups of any size, from intimate gatherings to major conventions.

By the end, you’ll have the confidence to run networking sessions that attendees will rave about long after the conference ends. Let’s go.

Why you should listen to me: I'm Nick Gray, and I've been in the trenches of conference networking for years. I've been hired by Fortune 500 companies to elevate their events, handling gatherings from 100 to 2,000 attendees. With hundreds of successful networking sessions under my belt, I've refined these techniques to a science. Major organizations bring me in as a consultant to train their moderators and facilitators. This isn't theory - it's battle-tested expertise that consistently delivers results.

Networking Activities

Here are a few modules or activities that you can do during your networking sessions. You can pick from these based on what you feel most comfortable with.

Plan to do 2-3 of these networking activities during your session.

Small Group Life Story

Start with small groups of three for introductions and life stories (2 minutes each, shortest hair goes first).

As participants arrive, instruct them to form groups of three, preferably with people they don’t know. Tell them to share their life story in 2 minutes each. This can be personal, professional, or through the lens of real estate.

Instruct that the person with the shortest hair goes first. Encourage them to use the full two minutes by setting a timer. This activity allows for a rolling start as people arrive and helps them get to know each other deeply from the beginning.

Map of the World

Use a “map of the world” activity to group people geographically.

Explain that the room represents the continental United States. Designate corners or areas of the room for different regions:

• New York/Maine in one corner
• Florida in another corner
• Seattle in a third corner
• San Diego/Los Angeles in the fourth corner

Walk around the room, pointing out where each region is located. Instruct participants to move to the area that represents where they’re from or where they invest.

For international participants, tell them to choose an area they feel connected to or jokingly assign them to Florida. Once grouped, have them form smaller groups of 4-5 people for introductions or discussions.

Yes, Maybe, No

Implement “Yes, Maybe, No” activities to move people around the room.

Have everyone stand in the middle of the room. Explain that you’ll ask a series of questions. Designate areas for “Yes” (one side of the room), “No” (opposite side), and “Maybe” (middle).

After each question, have participants move to the corresponding area. Allow 30 seconds for participants to introduce themselves to someone new in their area. Bring everyone back to the center before asking the next question.

Sample questions:

• Do you own any multifamily housing?
• Have you ever been to Cancun before?
• Do you drink alcohol?
• Are you a morning person?
• Have you completed a BRRRR strategy?
• Is this your first BiggerPockets conference?

Straight Line

Line people up based on variables to form new groups.

Choose a variable that everyone can relate to. Designate one end of the room for the lowest number and the other end for the highest number. Give participants 45 seconds to line up in order based on their number.

Once lined up, use this arrangement to form new small groups of 4-6 people. These groups can then engage in a new discussion or activity. This activity helps mix people up based on a neutral variable that doesn’t imply experience or success levels.

Examples of variables to line up by:

• Number of people they follow on Instagram
• Number of real estate properties they own
• Number of children they have
• Number of countries visited
• Years of experience in real estate

Speed Icebreakers

Rapid-fire question-and-answer sessions in rotating pairs.

Arrange participants in two lines facing each other. Each person will have a partner directly across from them. Give them 60 seconds to answer an icebreaker question. After each round, one line moves down one person, with the person at the end moving to the beginning.

Sample icebreaker questions:

• What’s your go-to karaoke song?
• If you could have dinner with any historical figure, who would it be?
• What’s the best vacation you’ve ever taken?
• If you could instantly become an expert in one thing, what would it be?
• What’s your favorite book and why?
• If you could live in any TV show universe, which one would you choose?
• What’s the most interesting fact you know?
• If you could have any superpower, what would it be?
• What’s your favorite childhood memory?
• If you could travel anywhere in the world right now, where would you go?

Nick’s note: I have an article about icebreakers. You can check it out here: Icebreakers: The Ultimate Guide for 2024

Lightning Intros

Brief, high-energy introductions to the whole group.

Towards the end of the networking session, gather everyone’s attention. Invite volunteers or select interesting participants to introduce themselves to the whole room in 30 seconds or less.

Use the microphone for this activity. Aim to hear from about ten people in five minutes. This activity builds confidence and allows participants to address the entire group, potentially sparking further conversations later.

Here’s a video showing how I did this when I was hired as a keynote speaker:

Value Additive Icebreaker

End with an icebreaker that adds value to all participants.

A value additive icebreaker is a question or prompt where everyone’s answer contributes to the group’s collective knowledge or experience. It leaves participants feeling like they’ve gained useful information or insights.

Examples of value additive icebreakers:

• What’s a great piece of media (book, podcast, documentary) you’ve recently enjoyed and why?
• What’s your favorite “life hack” or productivity tip?
• For [current city], what’s a hidden gem or local secret you’d recommend? (e.g., best coffee shop, hiking trail, or library)
• What’s one tool or app that’s significantly improved your work or personal life?
• Share a memorable lesson you’ve learned in your real estate journey.

For more information about icebreakers and exactly how to do them, including a facilitation guide, see this article: The Ultimate Guide to Icebreakers.

Logistics

These are more specific notes about how you should organize and generally facilitate the networking activities.

Splitting People into Small Groups

Use colored name tags with numbers and letters to randomly assign groups. This method provides multiple ways to quickly reorganize participants throughout the session.

Ways to split people into subgroups:

• Color of their name tag
• Number written on their name tag
• Letter written on their name tag

You can instruct participants to find others with the same color, number, or letter, or use combinations for more variety (e.g., “Find others with the same color and number”).

See this article for more information about this activity.

Use Attention-Grabbing Tools

Use a harmonica, whistle, or bell to get attention in noisy rooms. This helps signal transitions between activities without having to shout over the crowd.

I always get questions on how to use attention grabbing tools like the harmonica. I made a video several years ago on how to use it. You can check it out here:

Wear Distinctive Clothing

Wear neon hats or shirts to be easily identifiable as facilitators. This allows participants to quickly spot you if they need assistance or have questions.

Be an Active Host

Be an active, “militant” host to keep activities moving and energy high. Don’t be afraid to interrupt conversations to move to the next activity. The best conversations will naturally reform later.

Unstructured Networking Time

Leave the last 15-20 minutes unstructured for free networking. This allows participants to follow up on conversations or connect with people they haven’t had a chance to meet yet.

Overall Goals

Here are a few more notes for your activities.

Green, Yellow, Red Level Icebreakers

Progress from simple to complex icebreakers as the session continues. This helps participants warm up and become more comfortable sharing as the session progresses.

Examples of green level (easy) icebreakers:

• What’s one of your favorite things for breakfast?
• What’s your go-to drink order?

Additional resource: How to Use Icebreakers at a Networking Event, Bar, or Party

Who Goes First

Use the phrase “The person with the shortest hair goes first” when starting group discussions. This eliminates uncertainty and gets conversations flowing quickly.

Multiple Group Interactions

Aim to put participants into 3-4 different small groups during the session. This ensures they meet a variety of people and have multiple opportunities for meaningful interactions.

Explain the Purpose

Always tell participants the “why” behind the networking activities. This helps them understand the value of participating fully and encourages buy-in for the process.

A sample script of what you might say here is as follows:

“Hey everybody, my name is [Your Name], and I’m going to be your facilitator today. My goal is to help you talk to at least 10 to 15 new people during this session. To achieve this, I’ll be guiding you through various activities and small group formations.

I know that your conference experience will be so much more successful and valuable if you meet and connect with as many people as possible during this activity. The best conversations often happen in settings like this, not just from the main stage.

We’ll be moving quickly between groups, and you might feel like you’re constantly reintroducing yourself. That’s okay! The best conversations will naturally reform later. You’ll have the rest of the conference to continue these discussions.

If you bear with me for the next 30 minutes and follow along with the activities, I promise you’ll meet a ton of new, interesting people. At the end, we’ll have some time for you to swap contact information and continue any conversations you’d like to pursue further.

Remember, some of the most valuable connections at conferences don’t come from the keynote speeches, but from rooms like this one. Let’s make the most of our time together!”

Conclusion

Strategic networking facilitation is the key to transforming dull conference interactions into dynamic, memorable experiences. By implementing the techniques outlined in this guide, moderators can create an environment where meaningful connections flourish.

Let’s recap the essential takeaways:

• Varied activities keep energy high: From the “Map of the World” to “Speed Icebreakers,” a mix of engaging activities ensures participants stay active and interested.
• Structure promotes deeper connections: The “green, yellow, red” progression allows for increasingly meaningful conversations as participants become more comfortable.
• Practical tools make a difference: Simple items like colored name tags, harmonicas for attention-grabbing, and neon clothing for facilitators can significantly improve session management.
• Flexibility is crucial: Offering both structured activities and free networking time caters to different interaction preferences.

Remember:

• Clear instructions are vital: Always explain the ‘why’ behind each activity to encourage full participation.
• Keep things moving: Don’t hesitate to interrupt conversations to transition between activities – the best discussions will naturally continue later.
• End with value: Conclude your session with a value-additive icebreaker, leaving participants with useful insights to take away.

By mastering these techniques, you’ll boost attendee satisfaction and elevate your facilitation skills. Your role is to turn strangers into potential collaborators and friends. With practice, you’ll create networking sessions that become the highlight of every conference. Embrace your role as an active host, and watch your sessions thrive.