When it comes to holding a successful business event, it can’t be done without allowing your audience to interact directly with your event speaker. The question and answer session is a good thing to bridge the interaction between your event speaker and the audience. It makes your business event less boring, and it becomes more interactive and creative for both parties.
From your business standpoint, a good question and answer session can boost your reputation and popularity, and if you can provide the answers that make your audience feed satisfied, it will give even more impact for your business.
However, organizing a good question and answer session is not as easy as it seems. Sometimes, there are too many people who want to ask to your event speaker, and sometimes, the Q&A session becomes the place for unnecessary debates.
Sometimes, there is not enough time for your speaker to answer all the questions from your audience, which might disappoint them in the end. This is why you have to organize this session really well.
Here are 8 ways to organize the best question and answer session for your business event:
1. Create Several Q&A Sessions
First of all, you have to allocate the time for the Q&A session in your business event. So, for instance, if you want to allocate 2 hours for the question and answer session, then you can divide the time into two or more sessions. In this way, you will have two Q&A sessions during your event, which you can place in the middle of the event itself.
With this time allocation and by creating several sessions for questions and answers, you can organize this session more efficiently. Your audience will also have more time to ask better questions for this session, while you allow the event speaker to come up with better answers as well. With this strategy, you don’t need to focus all energy into one long Q&A session.
2. Limit The Questions Asked By Your Audience
Before starting each session, you have to calculate the time required for your audience to ask their questions, and for the event speaker to handle each question. For instance, you can give your event speaker 5 minutes to answer each question. Then, if you have 30 minute Q&A session, you will need to limit the number of questions into six.
In this way, you don’t have to accept other questions after the quota of the questions is filled. Sometimes, your audience might insist to ask their questions even after you have reached the limit for the questions. As an event organizer, it is your job to let your audience know that they can ask their questions later.
3. Limit The Time For The Event Speaker To Answer Each Question
Sometimes, if the questions are too interesting for the event speaker, the event speaker may end up taking a lot of time to answer just one question. This is the time for you to remind your event speaker to stay on topic and provide only the main answer for the question.
You need to limit the time for the event speaker to answer the questions from the audience, so that they are not wasting their time talking about unnecessary things.
4. Provide Enough Time For Each Q&A Session
Depending on the main topic in the discussion, you should provide enough time for each question and answer session that you hold. Sometimes, if the topic is very broad, and there might be a lot of questions that are being asked during the business event, then you might need to provide more time for the Q&A session.
On the other hand, if the topic is simple, and there might not be many questions available, then you should provide a shorter time for this session.
5. Always Have A Moderator For This Session
Don’t let the event speaker lead the question and answer session by themselves. This is because it might be difficult to organize this session later. It is better if you prepare a moderator for this session, so that everything will be going smoothly.
When the event speaker is speaking too much, the moderator can remind the speaker to stay on topic and focus on answering the questions. Without a moderator, this session can take a lot more time than intended.
6. Keep The Questions And Answers Relevant To The Main Topic
When managing a question and answer session, you have to ensure that the questions asked by your attendees are relevant to the main topic. Some people might still ask irrelevant questions during this session, so you have to remind them to change the questions or to give another attendee a chance to ask their questions.
You need to be strict about this, while staying respectful with your audience, so that the discussion will not go off topic later.
7. Get The Microphones Ready For The Audience
Sometimes, problems as little as the microphones can make things more difficult for you to manage. Of course, your audience cannot ask their questions without the microphones ready near them. So, make sure to provide several microphones near the audience, so that they can ask their questions quickly and conveniently.
Also, by preparing several microphones for your audience, you will be able to ensure that you have enough replacement whenever one microphone has a problem.
8. Have Some Of Your Team Members Help The Audience
Also, it is important to have some of your team members in the audience area to help them ask their questions. For instance, you can ask your team to hand the microphone to the person who wants to ask a question to the event speaker.
In this way, the person doesn’t need to reach the microphone for themselves, which might waste a lot of time if they do that. Also, the team members are in charge to keep the audience calm in this session. This will help you to keep your business event conducive from start to finish.