Planning the agenda for your next corporate event and not sure how to organize your breakout sessions?
You’ve come to the right place.
Simply put, breakout sessions are like mini-events within the main event. They’re great for workshops, seminars, or conferences, helping boost engagement and connect attendees.
In this article, we’ll walk you through 8 steps on how to create a breakout session that fits your event’s vibe and your attendees' needs, complete with a useful template to make your planning easier.
Quick summary.
Here’s a breakdown of the key categories we’ll cover in this article to help you plan your breakout session:
- Session title
- Objective
- Agenda
- Materials
- Facilitator’s role
- Group size
- Engagement strategies
- Wrap-up
We’ll also highlight best practices for arranging your breakout groups and organizing tables towards the end.
Now, let’s get to it!
1. Session title.
Choosing a breakout session title might seem straightforward, but it should be given some thought.
Your title sets the tone for your session and influences whether attendees show up excited, curious, or confused.
When done right, it grabs attention, clarifies the session’s focus, and aligns with the broader goals of the conference.
Here’s how to create your breakout session title in 4 easy steps:
1. Define the session type: networking, educational, workshop, or unique?
Before you even start brainstorming titles, it’s important to determine the type of breakout session you’re offering. There are typically four types of breakout sessions:
- Networking sessions
- Accreditation/Educational sessions
- Workshops
- Unique or topic-specific sessions
Each of these serves a different purpose and will shape how you frame your title. Workshops, for example, often focus on hands-on activities or skill-building, making them highly interactive and distinct from other session types. Identifying the right category ensures your session resonates with your audience's expectations.
Networking sessions.
If your breakout session is centered around networking, make that clear in the title.
People should immediately know that this session is about making connections, exchanging ideas, or even informal discussions.
You can also hint at what makes this networking experience special: Is it industry-focused? Speed networking? Problem-solving with peers?
Examples:
- “Connect & Collaborate: Speed Networking for Industry Leaders”
- “Building Bridges: A Networking Session for Event Planners”
- “Peer-to-Peer Roundtable: Share Ideas and Build Connections”
Accreditation or educational sessions.
For sessions offering certification or learning opportunities, the title needs to reflect the value and knowledge attendees will gain.
Educational breakouts should feel structured and purpose-driven, so make sure the title highlights the benefits participants will receive.
Examples:
- “Mastering Digital Marketing: Earn Your Certification in 3 Steps”
- “Navigating Compliance in 2024: A Workshop for Event Managers”
- “Event Design Essentials: From Concept to Execution”
Workshops
Workshops are designed to be hands-on and interactive, allowing attendees to actively participate and develop skills in real-time. These sessions are perfect for deep dives into practical topics or fostering creative problem-solving. Highlight the hands-on aspect in your title to attract participants who are eager to learn by doing.
Examples:
- “Creative Event Design Workshop: Transform Your Ideas into Reality”
- “Problem-Solving in Action: A Workshop for Event Innovators”
- “From Plans to Action: Hands-On Strategies for Event Success”
Unique or topic-specific sessions.
For more unique or niche topics, you have the opportunity to get creative with your titles.
These sessions might dive into subjects not covered elsewhere in the conference or offer fresh perspectives on broader themes.
Examples:
- “Innovate or Stagnate: How AI is Revolutionizing Event Planning”
- “Beyond the Ballroom: Hosting Immersive, Unforgettable Experiences”
- “Sustainability in Events: The Future of Green Conferences”
2. Tie it back to the overall conference theme.
Your breakout session should connect to the overarching theme of your event.
Does it build on a keynote topic? Does it tackle a major industry challenge being discussed throughout the conference?
Reflecting this in the title can make your session feel like a piece of the overall experience.
For example, if your conference is centered on “The Future of Business,” and your session is about how to improve team dynamics, you might go with something like:
Example:
- “Building Stronger Teams for Tomorrow’s Business Landscape”
3. Be clear but catchy.
Clear, straightforward titles result in a 17% increase in user engagement.
People are skimming dozens of sessions, and they’ll likely skip over anything that feels too vague or complicated.
Here’s a rule of thumb:
- Clarity: Let attendees know exactly what to expect.
- Catchiness: Use compelling language that sparks interest or curiosity.
Examples:
- Clarity: “How to Increase Event ROI Using Tech Solutions”
- Catchiness: “Boost Your Bottom Line: Leveraging Event Tech for Higher ROI”
4. Don’t overcomplicate it.
It can be tempting to go overboard with fancy words or complicated ideas, but simplicity is key.
Avoid jargon or buzzwords unless they’re actually relevant to your audience.
A good title is short, to the point, and conveys the value of your session without making people guess what it’s about.
Instead of:“Transformational Ideation for Facilitating Dynamic Corporate Event Narratives”
Try:
“How to Plan Engaging Corporate Events that Tell a Story”
Now that you’ve got your breakout session title picked out, let’s narrow down your objectives and goals.
2. Objective.
People who have goals are 10 times more likely to achieve them than those who don't.
Objectives set expectations for both you and your attendees.
They provide focus and structure, making it easier to plan your agenda and facilitate discussion.
When attendees know what they’re working toward, they’re more likely to engage, participate meaningfully, and leave the session feeling like they’ve achieved something.
When crafting your session objective, consider these factors:
What’s the main takeaway?
What do you want attendees to learn or accomplish by the end of the session?
This could be anything from gaining new knowledge to developing practical skills or coming up with innovative solutions to a problem.
Is it actionable?
Objectives should be specific and actionable.
Instead of vague goals like “learn more about event planning,” aim for something measurable, such as “develop three new strategies for improving attendee engagement.”
Who is your audience?
Tailor your goal to the needs and interests of your event attendees.
Are they beginners looking for basic insights or experienced professionals seeking advanced strategies?
The objective should align with their experience level and expectations.
3. Agenda.
A well-structured agenda helps keep your breakout session on track.
Outline the key points to be covered, time limits for each segment, and transitions between discussions or activities.
Keep things flexible to allow for natural conversation while meeting your session goals.
Sample agenda.
- Introduction (5 minutes): Brief overview of the session’s goal and introduction of participants.
- Icebreaker (10 minutes): Get the group comfortable with a quick activity or a question that gets people thinking and sharing.
- Discussion (20 minutes): Focus on a specific challenge, issue, or topic relevant to the session’s objective. Encourage group input and active participation.
- Activity (15 minutes): Engage attendees in a hands-on activity or small group work to develop ideas or solutions.
- Wrap-Up and Takeaways (10 minutes): Summarize key insights, solutions, or takeaways, and open the floor for any final questions or thoughts.
4. Materials.
This section doesn’t apply to every breakout session, but if you need to, make sure to have any physical materials ready in advance.
These could include printed handouts, digital resources, or any equipment needed for presentations or group activities.
Example materials:
- Flipcharts and markers for brainstorming
- Handouts with discussion questions
- Laptops or tablets for online research
- Pre-prepared slides for context or inspiration
5. Facilitator’s role.
Who will be leading your breakout sessions?
Choose someone with a positive and encouraging attitude.
Your facilitator will steer the conversation, keep the agenda on track, and make sure everyone gets a chance to speak.
Facilitator tips.
- Start with an icebreaker to encourage engagement.
- Keep the conversation moving—don’t let one topic dominate the session.
- Be ready to re-focus the group if discussions stray from the objective.
- Use active listening to show participants that their input is valued.
6. Group size.
Breakout sessions work best with small groups that allow for meaningful discussion.
Depending on the size of your event, you can organize several breakout rooms with 8-10 participants per session.
Arrange seating in a way that encourages collaboration, like in a U-shape or around small tables.
For in-depth tips on group seating and table arrangements, check out the section below: How to Arrange Your Breakout Groups & Organize Tables.
7. Engagement strategies.
To keep participants engaged, try incorporating interactive elements like:
- Group challenges: Divide the group into smaller teams to tackle specific tasks or questions, then have them share their solutions with the rest of the group.
- Role-playing or case studies: Use real-world scenarios to encourage problem-solving and discussion.
- Polling or Q&A: Use live polls or quick-fire Q&A sessions to gather input and keep the conversation dynamic.
- Gamification: Introduce game-like elements, such as points, badges, or friendly competition. For example, at past events, we have organized a passport activity where participants see how many breakouts they can attend.
You could also add activities or offsite components to increase engagement. For example, at a recent conference in New York City, we arranged an outdoor lighting tour for attendees attending a lighting conference.
Looking for more inspiration? Check out these 8 gamification ideas for your next conference.
8. Wrap-up.
End your breakout session with a clear wrap-up that reinforces key takeaways and provides a space for reflection.
Summarize the main points discussed during the session and highlight any actionable steps participants can take moving forward.
Then after your wrap-up, spend a couple of minutes gathering feedback.
Quick methods like live polling, post-event surveys, or even a show of hands can be used to assess what participants found most valuable and where improvements could be made.
This real-time feedback will help you improve future sessions, making them even more effective.
Breakout session template.
Use this template to help you plan and organize your breakout sessions for your next conference.
Simply follow the sections in this document, and fill in the details for your session. You can use this guide to craft a session that encourages active participation, delivers value to attendees, and helps achieve your conference goals.
How to arrange your breakout groups and organize tables.
When setting up your breakout sessions, how you arrange the groups and tables impacts how well people collaborate and engage.
Here’s a simple guide on how to organize your groups and tables, plus some layout options that work best for different types of sessions:
Group size tips for breakout sessions.
When planning breakout sessions for large conferences, it’s important to balance group size and practicality.
For larger breakout rooms, aim for around 50 attendees, but organize them into tables of 6-8 for more focused discussions.
Here’s an idea of how you can arrange your tables:
- Small Groups (4-6 people): Perfect for deep discussions or activities that require personal input. Great for workshops or case studies.
- Medium Groups (6-8 people): Works well for collaborative discussions or strategy sessions.
- Large Groups (8-10 people): Good for larger discussions, but you might want to split them up into smaller subgroups for activities.
Table layouts and what works best.
The way you arrange the seating will depend on what kind of session you’re hosting and how much group interaction is needed. Here are some seating options that work well for different activities:
1. U-shape layout.
- Best for: Group discussions or activities where everyone needs to focus on a central point or the facilitator.
- Why it works: It creates an open, interactive space where everyone can see each other and talk easily.
- Ideal group size: 8-12 people.
2. Round table layout.
- Best for: Collaborative discussions where everyone should have equal input.
- Why it works: A round table encourages everyone to participate equally and share ideas in a relaxed way.
- Ideal group size: 6-8 people.
3. Classroom-style layout.
- Best for: Educational sessions or when you need people to take notes or focus on a speaker.
- Why it works: This setup keeps everyone facing the front, ideal for a more structured session where you’re delivering content.
- Ideal group size: 15-20 people.
4. Fishbowl layout.
- Best for: Panel discussions or debates where a small group talks while others observe.
- Why it works: It gives participants a chance to discuss things in the center while the rest of the group can listen and even join in.
- Ideal group size: 5-10 people in the inner circle, with 20+ people as observers.
5. Theater-style layout.
- Best for: Larger presentations or sessions where people need to focus on a single speaker.
- Why it works: Everyone can see the speaker clearly, but there’s minimal group interaction.
- Ideal group size: 20+ people
Plan your next event with GoGather.
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