A breakout session is a smaller working or discussion group that takes place in parallel to the main program, featuring active participant involvement. It allows for a deeper exploration of specialized topics, networking in smaller groups, and more intensive exchange than a plenary presentation.
Also known as: Breakout group, thematic workshop
Typical size: 10–50 participants
Duration: Usually 45–90 minutes
What is a breakout session?
The breakout session intentionally interrupts the plenary flow of a conference: instead of having all participants in one large hall, they split into smaller groups in separate rooms to work in a more intensive, interactive, and topic-specific manner. The term originates from American conference culture and has become established internationally.
Unlike traditional parallel presentations, the focus is on active participation – discussion, working phases, and exercises rather than just listening.
Typical use cases
- Deepening a plenary topic: Continuing discussions in small groups after a keynote
- Best-practice exchange: Practitioners sharing experiences in moderated rounds
- Hands-on workshops: Applying specific methods through exercises
- Networking by interest: Bringing participants together based on topics
- Problem-solving sessions: Collaboratively addressing specific challenges
- Strategy discussions: Preparing or following up on executive decisions
- Mentoring and coaching: Structured exchange between experienced professionals and newcomers
Format variations
- Workshop format: Structured working phases with exercises, potentially with a concrete output
- Discussion round: Moderated conversation in a small group
- Pecha Kucha / Lightning talks: Several short inputs followed by a joint discussion
- Fishbowl: Inner discussion circle, outer circle as observers, with free rotation
- Open Space / World Café: Multiple topics, free movement of participants
- BarCamp session: Spontaneously organized topic
Organizational aspects
- Capacity management: Rooms have maximum capacities – registration must be limitable
- Advance registration: Participants reserve their sessions in advance in their personal schedule
- Room assignment: Clear signage and wayfinding, potentially with floor plans in the event app
- Moderation: Experienced moderators or facilitators instead of traditional speakers
- Material preparation: Flipcharts, pens, cards, and templates if needed
- Documentation: Capturing and sharing results per session
- Connection to the plenary: How do insights flow back into the main program?
Best practices
- Set a realistic number of participants per session; do not overbook
- Brief experienced moderators in advance, not just at the event
- Manage expectations before the session: What will happen here?
- Clearly designed transitions between the plenary and breakout sessions
- Short reporting after the session – ideally back to the plenary
- If multiple sessions run in parallel in the same slot: ensure thematic complementarity
Breakout sessions in Converia
Converia manages even complex parallel session structures: capacity-limited registration per session, waiting lists, a personal session schedule in the participant portal, and QR-code-based check-in per session – without the paperwork.
Manage parallel formats professionally
With Converia, you stay on top of things even with twenty parallel breakout sessions – thanks to clear capacity management and transparent participant guidance.
- Scheduling – Abstracts / Program / Speakers
- World Café – Formats & Trends
- Open Session – Formats & Trends
Capacity management, waiting lists, and personalized session schedules – even with many parallel sessions.