Be aware of how the human mind works. In meetings in general, we have from 25 to 32% of the attention of the audience. There is a lot of distractions that help an audience to stray… like having a mobile phone at hand!
Reducing visual distractions is the first step for Ben. Take into account issues such as the placement of the screens so that a person need not be watching at different screens. Projection of slides on the screen can also take away attention on the speaker. Consider a blank black colour slide to cut out distractions at times.
Sometimes less is better. Too many lights and too many different sounds, an impressive staging... We love the wow at events, but knowing how much wow to put into a meeting is important to help the audience focus and concentrate. Too much stimulus can have a chaotic effect and confuse the mind.
Opt for a more informal sitting, let participants face each other with a "forced exposition" as "the more they are seen interacting with their phones in public, the less likely they are to do that." Social pressure can help win the battle against the mobile phone.
And finally, a good communication campaign guarantees engagement, generates curiosity and prepares the participant as they will “prepared and activated to what they will experience."