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 in-depth 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 more intensively, interactively, and on specific topics. The term originates from American conference culture ("to break out") and has become established internationally.
Unlike traditional parallel presentations, the focus is on active participation – discussion, working phases, and exercises instead of 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 sessions
- Hands-on workshops: Applying specific methods through exercises
- Interest-based networking: Connecting participants based on shared topics
- Problem-solving sessions: Collaboratively tackling specific challenges
- Strategy discussions: Preparing for and following up on executive decisions
- Mentoring and coaching: Structured exchange between experienced professionals and newcomers
Format variations
- Workshop format: Structured work phases with exercises, potentially resulting in a concrete output
- Discussion round: Moderated conversation in a small group
- Pecha Kucha / Lightning talks: Several short presentations followed by a group discussion
- Fishbowl: Inner discussion circle with an outer circle of observers and open participation
- Open Space / World Café: Multiple topics, free movement of participants
- BarCamp session: Spontaneously organized topic
Organizational aspects
- Capacity management: Rooms have maximum occupancy limits – registration must be cap-able
- Advance registration: Participants reserve their sessions in advance in their personal schedule
- Room allocation: Clear signage and wayfinding, possibly floor plans in the event app
- Moderation: Experienced moderators or facilitators instead of traditional speakers
- Material preparation: Flipcharts, markers, index cards, templates if needed
- Documentation: Record and share results for each session
- Follow-up with 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, rather than explaining things at the event.
- Manage expectations before the session: What will happen here?
- Clearly structured transitions between the plenary session and breakouts.
- Short reporting after the session – ideally back in the plenary.
- For multiple parallel sessions in the same slot: ensure thematic complementarity.
Breakout sessions in Converia
Converia also manages complex parallel session structures: capacity-limited registration per session, waiting lists, personal session schedules in the participant portal, and QR-code-based check-in per session – no paperwork required.
Manage parallel formats professionally
With Converia, you can keep track 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 personal session schedules – even with many parallel sessions.