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Planning a Conference

The task of planning and co-ordinating a

conference is a high profile but demandingrole that can be rewarding at thecompletion of the event. The followingoffers a few useful tips to use that will

make the task easier.

Planning the event is all the groundworkfor a successful conference or function.

There are 2 important questions to askbefore considering to organise aconference

What is the conference to achieve -PurposeWhat method will be best used for the

conference to achieve- HowConference Purpose

The purpose of a conference may be for a

variety of reasons. Some of the morecommon purposes are to:

Co-ordinate Activities

Build MoraleSecure AgreementBrief Staff/ClientsSolve a Problem

Exchange InformationInitiate PolicyProduct LaunchKeeping the purpose in mind will assist in

planning the method on how will the

conference be able to achieve its purpose.This will also determine how much timeallocation is required to achieve theobjectives.

How to conduct the Conference

Date and Time

Select a date, time and duration for theConference. These may all beapproximates initially, but after reviewing

the following steps shall then enable amuch more accurate duration. When

selecting a date, be sure to leave yourself,attendees and presenters enough time to

plan ahead for the conference. Also allowtime to be able to find and book a suitablevenue. Many conference and function

venues get booked ahead well in advance,so you may not have many choices ifleaving it too late.

Attendees

Identify who will be the intended audienceof the conference, how many will beattending and from how far are they

required/able to travel to the conference.Are there any special requirementsattendees will require to access theconference eg wheelchair access.

Conference Content

Determine the most appropriate topics that

will address the conference purpose. Selectactivities and presenters that can helpachieve the conference purpose. The finalagenda, order and content of conference

activities will go through many changesuntil the actual conference is run.

Venue/Facilities

Selecting the correct Venue may requirethe most time, as you should alwaysinspect a venue prior to booking it.

Preparing a check list of the conferencefacilities and requirements that will narrowthe selection to appropriate venues for theconference. The following points should

be decided prior to searching for aconference venue.

LocationTo help decide the location,

ask the following questions

o How far are attendees travelling,

o If attendees are being flown in, how farfrom the nearest airport

o How are attendees arriving to the venue

eg car then how long a drive is not toolong

o Does it need to be close to the workplaceor far away from the busy workplace

CapacityEnsure that the venue canprovide for the number intended attendeesin the conference room layout appropriate

for the conference purpose. The followingare a selection of room layouts to be used

o Theatreuseful for briefing a large

group, initiate a policy or build morale andwriting by attendees is not required to take

place

o Class RoomUsed for briefing a groupswho are also required to take notes and

perhaps work in small groups of amaximum of 4 for Exchanging

information, or solving a problemconference

o Board RoomThis arrangement allparticipants can see each other in theconference and is useful for securingagreement, solving a problem amongst thegroup, or purpose that consists of a group

no larger than 20. This arrangementencourages participation of all attendees

o Hollow SquareThe participants face

each other but unlike the board roomarrangement, has more space across from

participants.

o U-Shapedenables group interaction

but the conference is focused around afacilitator at the front of the group.

o Banquet StyleA large conference canbe arranged in smaller groups seatedaround round or rectangular tables wheregroup and workshop activities can be

performed through the conference. Thebanquet style also encourages attendees tonetwork with their immediate group at theconference.

FacilitiesThere are a variety offacilities to be considered for a conference

o The presenter facilities eg speakers,mics, audio, visual aids, screens, boards,flipcharts etc.

o The attendee facilities eg catering,seating, lighting, break up rooms for

workshops, writing materials etc.

AccommodationIf the conference isresidential the venue should address thefollowing items

o Whether the accommodation will berequired close to the conference facilities

o How are the attendees to be roomed eg

in pairs, triples, quads or dormitory styles

o Capacitycan the venue accommodateto room the number of attendees of theconference.

Budgetwork within the cost allocatedfor each attendee and how much has been

budgeted for the conference. This amount

will narrow the selection of venuessuitable for the event.

Conference supportIt is always helpfu

to have a conference co-ordinator at thevenue that can assist with the finer pointsof the conference. Venue Conference Co-ordinators know their venue and its

capability that can provide usefulsuggestions for your conference.

Extra curricular activitiesWhen the

conference is in recess, will the attendeesbe required to participate in any teambuilding activities. The venue may have

contacts that can oblige or find your own,ensure the venue can accommodate theseactivities if required.

The hardest decision of the conference

organising has been completed soon as asuitable venue has been selected.

Leisure and Tourism Link is offering a

Conference Referral Service. We mayhave a suitable venue for the conferenceyou are arranging. Contact us, supply theconference requirements and let us assist

in the venue selection process. Our service

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is free to use and there is no obligation.We are an information service that is hereto take out the monotonous task of chasing

up possible venues.

Promote the Conference

Invitations may be required to be sent outto presenters/facilitators and the intendedthe audience of the conference.

Posters on noticeboards around theworkplace are also a useful easy promotionactivity of a work conference

Preparation

All the finer details of the conferenceshould now be attended to. Items such as

fine tuning the order of the conference,confirmations, name badges, co-ordinating

and printing of presenter notes, tablearrangements, catering options,

Conference evaluations etc.

After the Event

Taking time out after the conference andjust covering some of the following, willnicely complete the hard work of planningand conducting a conference.

Pay all outstanding accounts of theconference

Organise presenter notes/conference

outcomes

Distribute conference outcomes

Collect and analyse conferenceevaluations if used

Reflect whether the conference reached

its objective/purpose

Strengths of the conference

Weaknesses of the conference.

Have a team meeting and brief the team(if used) about the conference outcomes.

Take a rest until the next conference isrequired.

Planningis a process for accomplishing purposes. Itis setting of goals on the basis ofobjectives and keeping in the resources.

3 easy steps in planning:1. Choosing a destination2. Evaluating alternative routes3. Deciding the specific course of your

plan.

Prioritizing Tasks

Planner - commonly used by office

executives in planning their work in theoffice. They use planner in

prioritizing/batching their work.

Tips in effective planning1. Keep all of your planning tools andforms together in one place.

2. Plan ahead of time, however frequentlyyou plan.3. Separate your planning from your doing.4. Dont try to imitate the people who deal

with all kinds of complicated planning.5. Stretch yourself on an ongoing basis andtry out something new.6. Quiz other friends, colleagues, and co-

workers about how they plan and whatworks for them.7. Remember that planning is an ongoing

process.

8. Make being proactive a personal priorityfor you.

9. Choose planning tools that help you toorganize your meetings, appointments,

tasks, projects, etc.10. Respect your time by learning how todeal with interruptions.MEETING

- an act orprocess of coming together as anassembly for a common purpose.

COMMON TYPES OF MEETING:

1. Investigative meeting2. Work Meeting3. Staff Meeting4. Team meeting5. Ad-hoc Meeting

6. Management Meeting7. Board Meeting8. One-on-One meeting9. Off-site Meeting

10. Kickoff Meeting

PLANNING EFFECTIVE MEETINGS1. Selecting Participants

2. Developing Agendas3. Opening Meetings4. Establishing Ground Rules for Meetings-Four powerful ground rules:

a. participateb. get FOCUS

c. maintain MOMENTUMd. reach closure

5. Time Management6. Evaluations of Meeting Process7 .Evaluating the Overall Meeting

8. Closing Meetings

1969 -- Samuel Beckett, Ireland1925 -- George Bernard Shaw, United Kingdom

1964 -- Jean-Paul Sartre, France