Interactive, Networking and Private Sessions
Guidance for session leads
Your session has been selected for NHS ConfedExpo 2026 - well done! Interactive, networking and private sessions are some of the most valued parts of the programme: they're where real conversations happen, connections are made, and delegates leave with more than just notes.
This guide covers everything you need to know to plan, prepare and deliver your session brilliantly. The session types work differently from each other, so we've set out the key details for each one before moving into your shared responsibilities as session lead.
All sessions take place in breakout rooms on the first floor of Manchester Central.
Roving handheld mics are available in all sessions - request these when you complete your AV request form.
In this guide:
Session formats
Three session types sit within this guidance. Find yours below.
Interactive sessions
60 minutes · Cabaret-style circular tables · Up to 72 delegates
The focus is on actively engaging delegates and finding solutions to key issues. The session structure and facilitation style should be dynamic and participatory - think workshops, hackathons or invite-only roundtables.
Roundtable discussions are held in a smaller boardroom-style breakout room with a 24–28 delegate capacity.
No panels. Minimal facilitators.
Networking sessions
60 minutes · Flexible layout · Up to 80 delegates (theatre-style) or 24 (cabaret)
The focus is on convening groups of interest around a topic, role type or protected characteristic. Sessions can range from structured to entirely informal - the format is yours to design.
Talk to the team about how you plan to run your session - we can help you with room layout and getting the most out of the time and space. Pleas email sessions@nhsconfed.org to start planning your session.
No panels. Minimal facilitators.
Private sessions
60 minutes · Flexible layout · Up to 100 delegates (theatre-style) or 36 (cabaret)
The focus is on providing a safe space for leaders to discuss sensitive topics. These sessions are invite-only and require two dedicated check-in hosts to monitor admissions.
Talk to the team about how you plan to run your session - we can help you with room layout and getting the most out of the time and space. Pleas email sessions@nhsconfed.org to start planning your session.
No panels. Minimal facilitators.
Session principles
Whatever your session type, a few principles apply across all of them. Keep these front of mind as you plan:
- Prioritise delegate discussion and engagement above all else - facilitation is the craft here, not presenting.
- Over half of attendees at NHS ConfedExpo are Heads of Department or senior leaders. Design your session with that room in mind.
- You're responsible for thoroughly planning the session and making sure your facilitator(s) can deliver it effectively.
- Insights and actions gathered during the session should be followed up after the event by the lead facilitator.
Your responsibilities as session lead
You're the one holding this session together, from choosing the right facilitators to making sure the logistics are fully managed. Here's what that looks like in practice.
Facilitators
These sessions are built around facilitation, not speakers. As you bring your facilitation team together:
- Appoint one lead facilitator, with supporting facilitators only where genuinely needed.
- No panels of speakers - the energy should be in the room, not at the front of it.
- Limit national NHS facilitators to one at most - draw from across the health and care sector.
- Actively consider diversity across all protected characteristics when selecting facilitators.
- Before inviting anyone from national or local government, or from a national think tank, email sessions@nhsconfed.org.
Once you've confirmed your facilitators, brief them thoroughly:
- Clarify who is leading and how supporting facilitators will contribute.
- Agree each facilitator's specific role within the session.
- Tell them where to gather before the session.
- Confirm attendance early and encourage facilitators to submit their profiles as soon as possible.
Key deadline: Please confirm all facilitators' names, email addresses, organisations and job titles in Lineup Ninja as early as possible, even if your session title and description aren't finalised yet.
Final deadline for all session information: 5pm on Friday 27 March 2026.
Once a facilitator is marked as confirmed in Lineup Ninja, we'll reach out to them directly for their biography and photo. If a facilitator sends these to you first, please forward them to sessions@nhsconfed.org.
Check-in hosts
If your session is a closed interactive (such as an invite-only roundtable), a closed networking session, or a private session, you'll need two check-in hosts to monitor and manage admissions at the door.
Make sure your check-in hosts are fully briefed on:
- How they will verify and admit delegates into the session.
- Where they should gather ahead of the session starting.
You don't need to add check-in hosts to Lineup Ninja.
The delivery team will confirm with you ahead of the event that your check-in hosts are in place.
Other responsibilities
Beyond your facilitators and check-in hosts, you're also responsible for:
- Confirming all session details in Lineup Ninja - names and job titles of facilitators, session title, and session description.
- Submitting slides if needed - though slides aren't required and we'd encourage you to keep them minimal.
- Confirming your AV needs, including microphones.
- Keeping your session current and reflective of the latest developments in your work area, especially those tied to key national strategies or plans.
- Promoting your session using your existing channels. We'll provide generic copy, social media graphics and a PowerPoint slide template to help.
Key dates and deadlines
| Milestone | Deadline |
|---|---|
| Full session details for publication (title, description and speakers) | 5pm, Friday 27 March 2026 |
| Facilitator profiles submitted for publication | 10 April 2026 |
| AV needs confirmed | 15 May 2026 |
| Slides submitted | 5 June 2026 |
| All speakers /facilitators fully briefed | 5 June 2026 |
| Promote your session | Ongoing from when the online agenda launches |
Questions?
We're here to help you make your session the best it can be. If anything in this guidance raises questions, or if you'd like to talk through your session plans, get in touch with the team at sessions@nhsconfed.org.
We can't wait to see what you create at NHS ConfedExpo 2026.