Innovation Dialogues
Inspired by COFFEE WITH TECH-PARK KAUNAS
a Community building Event
Concept of the Event
Innovation Dialogues is a community-building event for companies connected through shared spaces or business networks, coordinated by a Community Coordinator. The 1-1.5 hour event consists of three main parts:
- Organizers present current issues and upcoming events
- Company introductions and updates, where new members present their work and existing members share projects and challenges
- An expert speaker addresses a relevant topic (e.g., intellectual property, cybersecurity, AI)
Participants receive a follow-up email with the video recording. The format is adaptable across regions and sectors, making it suitable for various business intermediary organizations. This framework emphasizes purposeful networking over simple socialization, focusing on tangible outcomes through careful planning and consistent follow-through.
Organizers
Innovation Dialogues benefits organizations that foster collaboration and growth in connected communities. Key beneficiaries include:
Business support organizations (incubators, startup hubs, tech parks), educational institutions, chambers of commerce, corporations, and non-profits.
The format helps connect stakeholders, facilitate partnerships, and solve industry challenges while ensuring actionable outcomes for all participants.
Target Groups
Innovation Dialogues primarily targets startups, SMEs, entrepreneurs, and corporate representatives seeking collaboration and growth opportunities. Optional participants include:
- Investors and venture capitalists
- Academic representatives (researchers, students)
- Public sector officials
- Industry experts and consultants
The flexible format allows organizers to include relevant stakeholders based on each event’s specific goals and topics.
Organizing the event
The event requires careful management across three key stages:
- Preparatory stage for the event – Identify common topics, select participants, and prepare structured presentations
- A well-managed event – Ensure professional moderation, create engaging environment, and manage technical aspects
- Post-event meet-up(s) – Send recap emails, facilitate post-event connections, and gather feedback
Each stage should support continuous engagement and networking among participants.
Preparatory stage
| Task | Details | Responsible person / status |
|---|---|---|
| PREPARATORY STAGE | ||
| Topic/Theme of the event | Identify key topics for the event and/or survey the participants. Think of a topic that would be on trend or it could be an issue that your target group would have in common. |
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| Define your target group | Who could benefit from the event? Where are you going to disseminate information about the event? Would that be an inner event of your organization or people from outside are welcome too? |
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| Budget of the Event |
Think of the sources of payments. Costs may include the following budget lines: Costs for Moderator Costs for Speaker 1 Costs for Speaker 2... Dissemination costs Organizational costs ---------------------------------------------- Total budget: |
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| Key speakers |
Select the key Speaker(s). Focus on entrepreneurs, start-ups, researchers, and large corporations in the sector. Select speakers who are industry leaders, innovators, and successful entrepreneurs. Check if they are available and in the scope of your budget.
During the planning stage you can share this file with all people involved in organizing the event and use this cell to brainstorm all possible options and then decide which candidate is the most suitable. The person assigned to this task should be responsible for contacting the Speaker, checking their availability, confirming payment details, and taking on all further communications with the Speaker. |
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| Moderator of the event |
A well-managed event depends on an experienced moderator who can steer the agenda, maintain engagement, and address any unforeseen challenges. It could be someone from your organization or outside.
During the planning stage you can share this file with all people involved in organizing the event and to use this cell to brainstorm all possible options and then decide which candidate is the most suitable. If the moderator is from outside, the person assigned to this task should be responsible for contacting the potential Moderator, checking their availability, confirming payment details, and taking on all further communications with the Moderator. |
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| Communication with Speakers |
It is really important to clearly communicate with your speakers and moderator about what you expect from them and give them as many details about the event - the other speakers, the participants, the activities - as you can. This will ensure a smooth and productive event that everyone would benefit from.
Letters when communicating with speakers should include:
Example of a letter to a speaker a few days before the event:
Good afternoon,
Thank you once again for agreeing to present your expertise at the
"Innovation Dialogues. Adapting to AI: Transformations in the Labour Market 4.0".
The event is on Monday, so I would like to ask you to share the slides of your presentation with us by Sunday evening (12 May).
You will be able to share the slides yourself during the event, but if there are technical difficulties during the event,
we can respond more quickly to share the slides.
It will also be useful for the moderator to have access to the content of your presentations in advance.
If you do not have the slides, it would be great if you could write briefly what you plan to talk about (at least the main points).
The length of your presentation is 5-10 minutes.
Other information:
If you have any questions, please contact us!
See you there!
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| Something unexpected (optional) |
It is always useful and engaging to think of something that would be unexpected in an event. For example, if your topic is related to AI, maybe it is worth incorporating an Avatar into your event. Maybe it could act as an opening “speaker”? Maybe it could try moderating the event successfully or even not? If the theme of the event is related to drone technology, maybe you could use some real-time video footage from a flying drone. Add some key speakers who would have been kept secret prior to the event and would be a pleasant surprise for participants. Just be creative with it. |
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| Agenda |
After finalising the event agenda, take your time to prepare a scenario for the event. This helps to play out all the event in advance and see in perspective what is ready and what is not.
Event Agenda10:00-10:05
Distance LAB pulse. What's in store for businesses this spring?
Moderator
10:05-10:25
How the AI is changing the labour market and how to adapt.
John Peterson, Founder of "AI for business"
10:25-10:45
Will we still need lawyers in the AI era?
Mark Cranberg, Managing partner at WANDEN Law Firm
10:45-11:00
What challenges does artificial intelligence bring to SMEs?
3 SMEs share their experiences
11:00-11:15
Discussion. How does AI affect SMEs?
(in breakout rooms)
11:15-11:30
Wrap up and concluding remarks
Detailed Scenario
Moderator: welcome words / what is the theme of the event / what is the duration / what is the programme /
who are the participants / who are the speakers / what is the objective. Mentions that participants are welcome to share
their contacts throughout the event, and that the organizers will share a joint letter after the event.
10:00-10:05 | Distance LAB pulse. What's in store for businesses this spring?
Moderator: brief presentation of the speaker John Peterson and his topic:
10:05-10:25 | How the AI is changing the labour market and how to adapt. John Peterson, Founder of "AI for business"
Moderator: some reflection on what interesting things John has said, maybe some questions for the speaker
and the audience, and an introduction on what to expect from Mark's presentation
10:25-10:45 | Will we still need lawyers in the AI era? Mark Cranberg, Managing Partner at WANDEN Law Firm
Moderator: key insights from Mark, maybe some questions from the audience. The moderator says that now there will be
more hands-on presentations, and that the participants will hear experiences of three firms from three countries in relation to AI.
The companies are developing an AI solution and will present how it went. Brief introduction of the first company and invitation to speak:
10:45-11:00 | What challenges does AI bring to SMEs? SMEs share their experiences LT company
Moderator: thanks to the first presenters and speakers, invitation to the next speaker:
10:45-11:00 | What challenges does AI bring to SMEs? SMEs share their experiences LV company
Moderator: thanks to the second presenters and speakers, invitation to the last to speak:
10:45-11:00 | What challenges does AI bring to SMEs? SMEs share their experiences NO company
Moderator: Acknowledgement of the companies who presented and invitation to discuss in smaller groups. A brief presentation
on what will take place now. Participants have already been assigned to rooms where the group moderator will be waiting for them.
The moderator of each room is introduced. Participants are invited for the networking part as well as for the discussion "How does AI affect SMEs?".
Group work will take about 15 minutes, after which we will return to share the results of each group.
Breakout Room InstructionsFirst of all, participants are asked to briefly tell about their company, what they do, and whether they offer any AI solution or would like to implement one and are looking for someone who can do it. Then participants are invited to discuss. Example Questions for Discussion:
Exploring AI Implementation: What are the main challenges your organisation faces in implementing AI technologies?
How have you addressed these challenges, and what lessons have you learned along the way?
Employee reaction to the impact of AI: What is the general mood of your employees towards the changes that AI is bringing
to the labour market? Are they still fearful, doubtful or excited about the possibilities? Do they see more threats or more opportunities?
Are they ready for change?
Skills and training in the AI era: How is your company preparing your employees for an AI-driven future?
What strategies or initiatives have been effective in upskilling employees and fostering a culture of continuous learning?
Moderator: after returning from the breakout rooms gives the floor to the moderator of each room.
Lastly, sums up the event.
11:15-11:30 | Wrap-up and closing remarks
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| Breakout rooms | A slide with room rules and topics for discussion is prepared in advance and shared in each room. Each room moderator was briefed on their role in the breakout rooms before the event. |
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| Create an Event link on Social networks |
Facebook: Link to Facebook event LinkedIn: Link to LinkedIn event Example of a LinkedIn event: https://www.linkedin.com/events/innovationdialogues-adaptingtoa7191772953909350401/ If the event is organized for a close group of participants a simple Calendar invite with all relevant information could be enough. |
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| Link for participants' registration |
For participants registration use Microsoft Forms or Google Forms. During this process it is important to gather all relevant information about the participants, so the questions should be well thought out.
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| Automatics reply e-mail to the ones who registered: |
Thank you for registering for "Innovation Dialogues. Adapting to AI: Transformations in the Labour Market 4.0" event!
🗓️
Join us on May 13, 10:00-11:30 CEST
🔗
Link to the event: enter link to the Event
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| Dissemination |
Social Media Strategy
If you expect participants from outside, use the social media channels to disseminate your event. Add yourself to relevant Facebook or LinkedIn groups well in advance as the administrators most of the time have to approve your request to join and post. Prepare a visual for your event dissemination. Create a good title / slogan / logo / colour scheme. Create visuals for PowerPoint presentations, and speaker backgrounds to make your event look cohesive. Dissemination Channels Tracking
Invitation Letter
AI is already reshaping the world of work, creating new job opportunities, and replacing others, with even more significant changes expected in the future.
📢We invite you to explore what is hot in the AI for labour market topic and what lies ahead for your company to make the business processes smoother.
This event offers a chance to network and connect with like-minded professionals across the Baltic Sea Region, including our guest speakers John Peterson, the founder of "AI for business" and Mark Cranberg, Managing partner at WANDEN Law Firm. ❗Don't miss this opportunity to be at the forefront of innovation and prepare yourself for the exciting possibilities!
WHEN | May 13, 10:00 – 11:30 CEST
▶️ REGISTER to receive the link
WHERE | Online via TEAMS 10:00-10:05
Distance LAB pulse. What's in store for businesses this spring?
10:05-10:25
How the AI is changing the labour market and how to adapt.
John Peterson, Founder of "AI for business"
10:25-10:45
Will we still need lawyers in the AI era?
Mark Cranberg, Managing partner at WANDEN Law Firm
10:45-11:00
What challenges does artificial intelligence bring to SMEs?
SMEs share their experiences
11:00-11:15
Discussion. How does AI affect SMEs?
11:15-11:30
Wrap up and concluding remarks
The link to the event will be sent after the registration.
Hope to see you there!
Don't forget to add more detailed information about the scope of personal data processing, purposes, means, and their rights.
Example: Privacy Notice
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| Information to the Moderator | Provide the moderator with all relevant information. Have a short biography of all speakers to share with the moderator. What is their expertise, experience in the field, maybe some fun-facts. Share the scenario or share all relevant information for him/her to prepare the scenario by themselves. Share or discuss possible questions to the speakers, participants during discussions. |
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| E-mails to participant few days before the Event |
Hello,
This email is to remind you that you have registered to the event "Innovation Dialogues. Adapting to AI: Transformations in the Labour Market 4.0". The event takes place today, 13th May, 2024. More about the event. See you soon!
Kind regards,
Organizing team |
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During event
| Task | Details | Responsible person / status |
|---|---|---|
| EXECUTION OF THE EVENT | ||
| Reminder letter on the day of the Event |
Hello,The event "Innovation Dialogues. Adapting to AI: Transformations in the Labour Market 4.0" starts within 1 hour. WHEN: 10:00 – 11:30 CEST WHERE: Online via TEAMS Please, join the webinar some minutes ahead of time and mute the microphone. See you soon! Kind regards, Organizers |
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| Start of the Event |
Make sure all guests and speakers are connected to the event. Connect 10-15 minutes
prior the start of event to make a test slide shares, check microphones and cameras, and
check roles and rights assigned to participants. Prepare and check the readiness of interactive elements like Q&A sessions, polls, and breakout rooms. Have a dedicated person responsible for technical management. Provide guidelines for respectful and constructive interactions. Ask participants to use chat for questions, remarks, sharing of contacts. |
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| Event recording (optional) | Save and edit the recording and prepare a link to the video to be sent to the participants. |
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| Follow the scenario but be flexible |
Example of the ScenarioModerator:
Schedule10:00-10:05 | Distance LAB pulse. What's in store for businesses this spring?
Moderator: Brief presentation of the speaker John Peterson and his topic. 10:05-10:25 | How the AI is changing the labour market and how to adapt.
Speaker: John Peterson, Founder of "AI for business" 10:25-10:45 | Will we still need lawyers in the AI era?
Speaker: Mark Cranberg, Managing Partner at WANDEN Law Firm 10:45-11:00 | What challenges does AI bring to SMEs?
Moderator: Acknowledgement of the presenters and introduction to breakout sessions. 11:00-11:15 | Discussion: How does AI affect SMEs?
Breakout Rooms:
11:15-11:30 | Wrap-up and closing remarks Moderator: Summarizes the breakout discussions, gives the floor to group moderators, and concludes the event. |
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| Breakout rooms |
Assign a person who will create and manage the breakout rooms. This should be the
person who created the event link. If you have never delt with creating a breakout room
before – make sure you make a test event with your colleagues to understand the
specifics. You can assign participants to the breakout rooms only during the event, but according your registration discuss how many breakout rooms you plan to have before the event. Assign a room moderator to lead work there. Have a Miro board or PowerPoint slide(s) to facilitate discussions and to provide the possibility to create notes. If no participant would want to share the insights after returning to joint event, this would be the room moderators’ responsibility. Example for the starting slide in the breakout room: 
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Post event activities
| Task | Details | Responsible person / status |
|---|---|---|
| POST-EVENT ACTIVITIES | ||
| Payments | Check if all agreements are prepared, and invoices are issued correctly. Make transfers. |
Person(s) Assigned
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| Follow-up letter to participants and request to fill in the satisfaction survey |
Dear Participants, We would like to thank you for participating in yesterday’s event 🟠Innovation Dialogues: Adapting to AI - Transformations in the Labour Market. We hope that the event provided a valuable platform for you to gain new insights, reflect, share your own experiences, and connect with other professionals. We would appreciate it if you could take a moment to fill out a short survey to evaluate your experience at the event. Your feedback will help us improve and better respond to your needs in future events. Thank you once again for your participation! Best regards, |
Person(s) Assigned
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| Follow-up meetings survey |
Encourage participants to organize follow-up meetings to explore partnerships and
investment opportunities. |
Person(s) Assigned
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Resources needed
Organizing Innovation Dialogues Community Building Events requires efficient resource allocation for smooth execution and impactful outcomes. Key resources include:
- Team: A dedicated trio comprising a networking consultant or moderator to facilitate discussions, a communication expert for outreach and promotional materials, and an event assistant for logistics.
- Speaker Budget: Funds and contacts for paid speakers to ensure high-quality presentations.
- Virtual Venue: Technology-equipped platforms with microphones, projectors, or video conferencing tools.
- Target Group Database: A detailed contact list of startups, SMEs, corporates, and stakeholders to streamline engagement.
- Collaborations: Partnerships with incubators, tech parks, and trade associations to enhance reach and participant diversity.
- Marketing Budget: For promotional materials, online campaigns, and media engagement.
- Post-Event Tools: Resources for video editing, content distribution, and follow-up communication to maintain momentum.
Tools
Organizing Innovation Dialogues Community building Event requires a suite of tools to facilitate planning, communication, execution, and follow-up.
- Core communication tools include email for targeted invitations and updates, and social media platforms such as Facebook, LinkedIn, Instagram, and Slack to promote the event and engage participants effectively.
- Survey tools like Google Forms or Microsoft Forms are useful for gathering feedback, registrations, and suggestions for future topics.
- For hosting and managing the event, virtual platforms like Microsoft Teams, Zoom, and Google Meet are essential for both fully online or hybrid formats.
- Collaboration tools like Google Drive and SharePoint are invaluable for sharing agendas, presentation materials, and other resources, while Miro supports interactive brainstorming sessions.
- Presentation tools such as PowerPoint and Canva enhance the visual appeal of session content and promotional materials.
For post-event follow-up, video editing software (e.g., Adobe Premiere Pro) ensures quality in recordings shared with participants. These tools collectively support seamless and impactful event execution.
Templates
This event organizing tool provides templates. Pre-prepared templates fasilitate event planning by providing ready-to-use structures, saving time and reducing effort. They ensure consistency across events, maintaining a professional and cohesive approach.
Templates provided can be easily customized to meet specific needs, making them both flexible and efficient tools for organizers:
Event planner template for all 3 organizational stages.
Useful tips
A lot of tips and recommendations are provided in the previous parts, but here are few things to take into account that don’t seem as much of important at first, but they make a difference:
- Take all three stages of the event organizing seriously – all of them are important
- Prepare a scenario for the event. This helps to play out all the event in advance and see in perspective what is prepared and what is not.
- Follow the scenario but be flexible.
- Do something unexpected. If your topic is related to AI, maybe it is worth incorporating an Avatar to your event. Maybe it could act as an opening “speaker”? Maybe it could try moderating the event successfully or even not? Just be creative with it and participants will appreciate it.
- Make sure all guests and speakers are connected to the event. Connect 10-15 minutes prior the start of event to make a test slide shares, check microphones and cameras, and check roles and rights assigned to participants.
- Ensure technical support is available throughout the event.
Useful tips for continuity and improvement
Innovation Dialogues Community Building Event is built on the good practice of dominant business networking events. The strong point of this framework is that the event is managed in all its stages with the aim that participants would leave with tangible results. Additionally, this good practice seeks to strengthen the approach that networking is not just a socialization, networking attitude should be based on accurate planning, purposeful solutions, and continuity. This methodology and the practical tools provided can guide you to create a successful online event that not only facilitates networking and collaboration but also results in tangible outcomes for participants. The key is to manage all stages of the event strategically, ensuring engagement, and providing value to all involved. Some practical tips:
- Regular Scheduling. Plan these events regularly (e.g., bi-monthly) to maintain engagement and momentum. Update the format and content based on industry trends and feedback.
- Organizing event for outside target group – try adding yourself to relevant Facebook or LinkedIn groups well in advance as the administrators most of the time have to approve your request to join and post.
- Community Building. Foster a community around these events for ongoing interaction and support. Use social media groups or forums for continuous engagement. It is very important to keep participants engaged in the follow-up activities (the last stage of the event) because this stage brings most of the tangible results that can be achieved.
- Adaptation and Expansion. Adapt the framework for different sectors or regions as needed. The framework of Innovation Dialogues Community Building Event can be easily transferred to any other region. Each business intermediary organization depending on its profile, mission, and pool of clients can apply it. By organizing the Innovation Dialogues Community Building Event organizations can tackle challenges in the various sectors – ICT, medicine, space technologies, robotics, and many others. This format can be adapted to the needs of other economic sectors and connect all relevant stakeholders.