How Beyond Her Vision Hosts In-Person Networking Events That Actually Spark Connection
The Beyond Her Vision Blog:
Nothing replaces the energy of an in-person gathering—eye contact, shared laughter, and spontaneous brainstorming. For female founders hungry for community, a thoughtfully curated networking event can ignite collaborations, form lasting friendships, and open doors to new opportunities. At Beyond Her Vision, our in-person events—from intimate “Founders Table” dinners to larger “Summit” networking breaks—are engineered to ensure every woman walks away feeling seen, heard, and equipped with new contacts. Here, I’ll outline Beyond Her Vision’s strategies on how to design in-person networking experiences that go beyond handshakes and nametags, fostering genuine, actionable connections.
Step 1: Set the Stage with Intentional Venue Selection
Choose a Venue That Aligns with Your Brand
For a casual “Startup Social,” a coworking café (like Three Cities Social) creates a cozy, relaxed vibe.
For a more formal “Visionaries Gala,” a bright, open loft in River North with natural light and high ceilings provides an upscale atmosphere.
Consider logistics: parking, public transit accessibility, ADA compliance, and ambiance. Ensure the venue fosters conversation (e.g., not too echoey, has comfortable seating clusters).
Create Distinct “Zones”
Welcome & Registration: A table where attendees pick up name tags—use color-coded stickers to indicate first-time guests vs. veterans.
“Connection Corners”: Small lounge areas or high-top tables designated for specific topics (e.g., “Fundraising Zone,” “Marketing Corner,” “Wellness Circle”). Signage signals shared interests and prompts conversation.
Center Stage (optional): If you plan a short keynote or “ignite talk,” position a small stage or focal area, but ensure it doesn’t overshadow networking.
Step 2: Curate Guest Lists & RSVP Structure
Balance Familiar Faces with Fresh Talent
Invite core community members (to maintain the anchor energy) and deliberately include “open invite” slots for new prospects. This 70/30 ratio keeps the vibe stable yet welcoming.
Implement a Simple RSVP Process
Use Eventbrite’s “Waitlist” feature to manage overflow. If someone cancels, the next person receives an automated invite—minimizes no-shows.
Collect critical data at RSVP: “What’s your business stage?” “What’s one goal for tonight’s event?” Use this to group attendees or assign discussion zones.
Provide a “Plus-One” Option
Allow members to bring a female entrepreneur friend who isn’t yet in the community. This lowers barriers for newcomers and rewards engaged members.
Step 3: Design Facilitated Networking Activities
Structured “Speed Introduction”
Instead of generic “mingle for an hour,” initiate a 10-minute “speed intro” round. Attendees pair up, have 2 minutes each to share their name, business, and one current challenge. After two minutes, a bell rings, and everyone shifts to a new partner. This ensures everyone meets at least 5–6 people, even if they’re shy.
Thematic “Lightning Rounds”
Pin “Thematic Questions” (e.g., “What’s one growth hack you swear by?” or “How do you balance wellness with entrepreneurship?”) on the walls around the room. Attendees cluster around the one that resonates most, sparking immediate group conversations with shared relevance.
“Ask Me Anything” Corner
Dedicate a small booth staffed by a seasoned founder or expert (e.g., a brand strategist) where attendees can queue for 5-minute AMA sessions. This high-value offering creates excitement and encourages people to circulate.
Step 4: Incorporate High-Value Deliverables & Takeaways
Branded “Connection Cards”
Circulate branded index cards with prompts:
“Name, Business, One Resource I Can Share” on one side
“What I’m Looking For (Mentor, Collaborator, Referral)” on the other
Attendees exchange cards after brief introductions, making follow-up easier.
Live Demonstration or Pop-Up Mini-Workshop
Schedule 10–15 minute mini-sessions throughout the event floor—e.g., “Craft Your 30-Second Pitch” with a community ambassador. Participants receive immediate feedback, which creates buzz and draws people in.
Curated Resource Table
Offer printed one-pagers: “Top 5 Grants for Female Entrepreneurs in Illinois,” “Chicago Co-Working Spaces Guide,” “Checklist: What to Include in Your Investor Deck.” These tangible handouts underscore your role as a knowledge hub.
Step 5: Follow-Up to Cement New Connections
Immediate Post-Event Email with Action Steps
Within 24 hours, send a personalized email:
“Thank you for joining [Event Name]! Here’s a PDF of ‘Connection Cards’ that includes all exchanged contacts (with permission).”
“Missed someone? Visit our Slack channel #EventName-Connections to introduce yourself and share your takeaway.”
“Save the date for our next meetup on [Date].”
Upload Event Photos & Tag Attendees
Share a Google Photos album or Dropbox link. Encourage members to tag themselves on social. This social proof extends reach and reminds participants of positive experiences.
Create a Dedicated Slack Thread
In your community platform, open a “EventName_Networking” thread. Ask attendees to:
Post one key connection they made.
Share one insight or resource they learned.
Schedule virtual coffee or accountability check-ins.
Step 6: Measure & Iterate
Track Key Metrics
Attendance Rate: (Registered vs. Attended) Aim for at least 75%.
New Member Conversions: Percentage of first-time attendees who join the community within two weeks.
Post-Event Engagement: Number of posts/interactions in the dedicated Slack thread.
Net Promoter Score (NPS): “On a scale of 0–10, how likely are you to recommend this event to a friend?”
Conduct a Brief Post-Event Survey
Use 3–5 targeted questions:“What was your favorite part of the event?”
“What would make next time even better?”
“What topics would you like us to cover at the next meetup?”
Incorporate this feedback into planning—members appreciate seeing their suggestions implemented.
Tools & Advice
Event Layout Diagram
Sketch a simple floor plan:
Entrance & Registration Table
Main Networking Area with Thematic Stations
Connection Cards Table (with pens, cards, branded mini-envelopes)
AMA Corner or Mini-Workshop Nook
Resource/Swag Table (printed guides, branded pens, business card holders)
Facilitated Networking Script
“Welcome everyone to our ‘Power Connections’ event! Let’s kick off with a quick speed intro—find a partner, and you each have 2 minutes to share your name, business, and one challenge you’re facing. A bell will ring every 2 minutes; then you’ll partner up with someone new. This is your fastest path to meeting at least five new peers, so let’s dive in!”
Connection Card Template
Front: “Name:_________ Business:_________ Resource I Offer:_________”
Back: “I’m Looking For: (check one) ☐ Mentor ☐ Collaborator ☐ Customer ☐ Feedback”
Post-Event Email Template
Subject: Thank You for Joining [Event Name]!
Hi [First Name],
It was such a pleasure meeting you at [Event Name] last night! We hope you enjoyed connecting with fellow female founders and found actionable resources to fuel your growth.
Here Are Your Takeaways:
Download the “Connection Cards” PDF with everyone you met (link).
Join our Slack channel #EventName-Connections to keep the conversation going.
Check out these resources: “Top 5 Grants for Female Entrepreneurs in Illinois” (PDF attached).
Mark Your Calendar:
Our next meetup is [Date] at [Venue]. We’ll focus on “Scaling with Impact: Operational Tips for Small Teams.” Stay tuned for details!Thank you for contributing your energy and insights. If you have any feedback on how to make future events even better, simply reply to this email.
In community and growth,
Cathy
Founder, Beyond Her Vision
