Post on 09-Mar-2018
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Organising a Conference
Prof (Col) Dr RN BasuAdviser,
Quality & Academics
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Content
• Introduction
• Understanding the
Reason for Conference
• Types of Conference
• How to Organise a
Conference
• Developing a Timeline
• Conference Manager
• Organising Conference
In-house or Outsourcing
• Target Audience
• Planning for Student
Involvement
• International
Conference
• Planning the Activities
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Content
• Choosing a Theme
• Choosing a Venue
• Sourcing Speakers
• The Conference Brochure
• Planning a Budget
• Arranging Sponsorship
• Registration
• Marketing
• Event Website Checklist
• Audio-visual
Requirements
• Obtaining Press
Coverage
• Conclusion
• Bibliography
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Introduction
• Conferences, seminars, symposium, workshops,
congress, summit etc are now part of almost everyday
working life
• These are educational congregation of people to:
• Exchange ideas and thoughts,
• Learn and decide on policies, set a future direction and so on for betterment of human life
• When we attend such events we may not immediately realise the preceding mind-boggling efforts that have gone in for their smooth functioning
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• The terms seminars, conference etc are sometimes used interchangeably
• There are, however, certain obvious differences in these terminologies and also the purposes for which such events are held
• All these are assembly of people with similar interests
• Symposium1
– It is a formal gathering in an academic setting
– The speakers are experts in their respective fields
– The speakers present their views and opinions on a chosen topic of discussion
– Symposium cover only a single topic or subject
– These are generally of shorter duration
– Number of delegates is less in comparison to a conference
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• Conference
– This refers to a formal meeting
– Participants exchange their views on a variety of topics
– Conference takes place in any field of activity and need not be only in educational setting
– These are usually held on a large scale with a large number of participants
• Seminar
– The lectures or presentations usually are delivered within a single day
– One or several speakers may take part
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• Congress
– It is usually an annual or biannual event
– Features a particular discipline or cause
– There is a series of invited talks
– Usually organised by large societies / NGOs
– Usually attended by leaders in the field
• Summit meeting2
– It is attended by the heads of states or government
– Purpose may be a diplomatic negotiation or easing of international tension
– Agenda is pre-arranged
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• Duration and place of holding a conference
– A conference may last for a few hours or for several
days
– Organisition may hold it as a one off event or it may
be a regular feature such as annual conferences
– It may be held in a place where adequate space for
the number of attendees and associated facilities are
available
– Places may be designated conference room, an
auditorium, a hotel ,a convention hall and so on
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Understanding the Reason for Conference
• In all seminars, symposia, conference etc the common purpose is communication
• The reasons could be:
– Fund raising
– Increasing awareness
– Share information
– Learning
– As a promotional event
– Bringing together employees dispersed all over
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• Benefits of a conference
– Provides environment for Networking
– Provides a forum for discussion
– Provides an opportunity to promote ideas or
products or beliefs
– Creates a sense of belonging
– Enables learning and awareness
– Improves visibility and awareness about the
organisation
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Types of Conferences
• Conferences can be of several types:
– Academic conferences
• Usually the theme is a single subject or a topic within the subject
• Though the main focus is academic but it is also used by the participants for networking
• Networking is essential for collaboration, funding, employment and many other indirect benefits
– Professional Association Conferences
• Similar to the academic conferences
• Focus is mainly on practical issues
• Also used to conduct the association business such as election, bylaws, confering awards and honours
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• Training Conferences
– This type of conferences are conducted by training institutions, industry or states
– Its purpose is training and includes workshops on methods and techniques and other topics related to training
• Issue or Problem-related Conference
– Organisations of any type may hold such conferences
– The purpose is to bring it forefront and energize people
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How to Organise a Conferences
• Even a small conference needs a lot of work
• One has to start months or even a year or
more ahead depending on the type of
conference
• This is to make sure that:
– Accommodation, speakers and other necessities
are in place by the time the date of conference
comes
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• Conference Planning and organisingStructure
– The first requirement is to create a conference steering structure
– This can be done by:
• Creating an organising committee, and Functional sub-committees
• Nominating and appointing a conference coordinator
• Setting up an information dissemination mechanism
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• Establishing Committees
– One person cannot do the entire job of organisinga conference
– Some help is required
– The biggest task (organising the conference) is broken down into smaller categories of tasks
– The categories are made as per the functions to be carried out
– The responsibilities of accomplishing the jobs of these categories are assigned to capable individuals
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• Following are the examples of suggested areas
of responsibilities:
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Venue Accommodation
Conference Programme Speakers
Exhibits Registration
Abstracts Marketing
Printed Materials Audio-visual arrangements
Supplies Transportation
Food Sponsorship
Developing a Timeline
• A good timeline is essential to managing the conference
– The timeline when adhered shall keep the activities on track
• The time line can be simple with only the main activities having been mapped
• It can be also be detailed depicting all the sub-activities of major activities
• Certain activities must be finished by a certain date so that there is no time over run
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• The timeline will provide an overview of the various tasks to be completed
• A committee member must be assigned to each task with the date of completion of task
• The manager can monitor the progress against the timeline
• Each area of responsibility will have many smaller tasks
• The main task and the subtasks will give a comprehensive list of all the tasks to be performed
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• 18 months prior to conference
– Select a conference committee
– Two subgroups may be created
• Logistics subgroup
• Programming group
• 17 months prior to conference
– Review proposals from potential sites and select o
– Set Registration fees
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A Sample Timeline– Choose a registration platform such as:
• Eventbrite
• SignMeUp
– Create a conference website
– Prepare a budget
• 13 months prior to conference
– Set the conference theme and develop the topics
• 12 months prior to conference
– Prepare a list of speakers
– Begin sending invitation
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• 9 months prior to conference
– Begin promoting the conference theme, location and registration rates
– Open registration and housing reservation for attendees
• 6 months prior to conference
– Continue promoting the conference through email and website
• 5 months prior to conference
– Continue promoting the conference by:
• posting updates to the conference website and through social media
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• 4 months prior to conference
– Track registration from speakers and send
personalised messages to those who have not
registered
• 3 months prior to conference
– Prepare proposal for audio-visual providers
– Begin sending email updates to speakers with tips for
good presentation
– Begin preparation of the final programme
– Design meal tickets (if necessary) and name badges
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• 2 months prior to conference
– Purchase supplies
– Send preliminary menus to venue manager
• Discuss any change required
– Send reminders to speakers
• 1 month prior to conference
– Send final email promotion for conference registration
• 3 weeks prior to conference
– Create a list of signs to be printed
– Remember to include signs directing attendees to registration and other rooms
– Hotels may not permit hanging signs on walls, arrange standees
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• 1 week prior to conference
– Fine-tune Banquet Event Order (BEO) with the conference specification document (ESG)
– (An Event Specification Guide is used by Event Organiser to convey information clearly and accurately to the venu and/or supplier)
– Confirm A-V equipment have been arranged
– Check each document for all room set up requirements
– Prepare registration packets and print badges
• 3 days prior to conference
– Share final catering requirements with the caterer
– Prepare onsite “binder” of all contracts, BEOs, AV requests, special need from attendees, and contact information
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• 1 day prior to conference
– Conduct a pre-conference meeting with the venue staff and check that all arrangements are in order
• Get contact information of venue staff
– Walk the meeting space with volunteers
• Note location of rest rooms, emergency exits
– Walk the area around the venue
• Take note of restaurants and attractions that might be of interest to attendees
• Set directional signs and prepare the registration area
• See if there is any thing that is not in order
• Get them rectified
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• During the conference
– Nothing much to worry!
– You have worked hard to make the conference a
success
– Meet the venue manager daily
• Enquire about the progress of the conference
• Look at the catering bill
• After the conference
– Send thank you letters to all, particularly to those
who contributed for the success of the conference
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• Review invoices from the venue
– If a daily bill check was done during the conference, the final invoice will take less time to clear
– If there are disputed amount, make payment that are not disputed and raise objection in writing for the items in dispute
– Write a post event report
• Include registration and accommodation details
• Banquet Event Order
• Final invoices
• A note about the challenges faced
• Share with the next conference committee
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Conference Manager
• Many online conference management software are available
• One such proprietary software tool is Conference manager
• It can take care of the following details
– Setting conference goals
– Setting up registration process
– Sending invitation
– Booking transportation
– Collecting abstracts and paper
– Managing audio-visual requirements
– Communicating with delegates
– Collecting payments
– Evaluating the success of the conference
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• The planning shall involve the following steps:
– All organiser should be clear in their mind about the purpose of the conference
– Determining for whom the conference is meant
– Deciding on the date of the conference
– Fixing the duration of the conference
– Deciding on the theme and topics
– Streamlining the logistics
– Coordinating amongst different functionaries and solving problems, if any
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• Major Actions
– The holding of the conference to be well
publicised
• Ads in professional journals
• Publications in webpage
• Direct mailing to professional bodies, institutions, and
other similar organisations
• Educational institutions conducting professional
courses related to the functions of the organisation
conducting the conference
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– Registering prospective delegates
– Doing a survey for speakers for the conference
– Short listing the speakers relevant to the topics of the conference
– Fund raising
– Finding sponsors
– Publishing brochures and souvenir
– Planning the details for conducting the conference and conducting it
– Post conference evaluation of the conference
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• Format of the conference
– The common format is:
• A Welcome address, followed by
• A keynote or opening address
– This is usually a speech by a person with a very big name who can be persuaded to deliver the speech
– Sometimes the keynote address is delivered in the evening followed by dinner
– Most often, it is delivered as the first thing in the morning on the first day
• The remaining days are divided into shorter sessions
– The content is usually determined based on what will of interest to participants
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• There can be workshops, short films, poster presentation, commercial exhibition and other modules
• Depending on the number of participants
– There can be one plenary session where every one attends, or
– There can be several sessions running concurrently (called breakout groups)
• In this, participants have a choice of which one to attend
– The conference should end on a high note with a motivational speaker or a challenge to the audience
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Organising a Conferences in-house or Outsourcing
• If one desires to hold the conference by themselves, following must be considered:
– Do you have the required resources in terms of money, manpower and other resources
– Can you spare enough time over and above your regular responsibilities
– Can you garner enough and involved support form other departments of your organisation
– Can you make, on your own, like minded target participants interested to participate in the conference
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– Can you raise enough funds on your own for the conference
– Can you locate enough good, experienced, respected and knowledgeable speakers by your own effort
• If the answer to all these is positive, it is worthwhile to launce yourself for holding the conference
• Else, if you can locate a capable and reliable agency who can organise the event for you, it is preferable to outsource the event
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Target Audience
• Target Audience may be from a vast arena related to healthcare:
– Public Health Professionals
– Healthcare provider organisations
• Hospitals
• Nursing homes
– Health Departments
– Hospital Management Associations
– Hospital Management Specialists
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Planning for Student Involvement
• Students may be encouraged to attend the conference
• Planning may involve ways to involve students
– A student paper contest might be held
• They may present their papers
• Prizes may be offered to the winners
– A winners' session may be included as part of the technical program where the winners may present their papers
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• A discount for advance registration might be offered.
• Students in the local area might receive complimentary conference registration for serving as
– session monitors
– Projectionists
– Conducting the speakers
– Helping organisers in many other ways
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International Conference
• International Conference
– These are events where substantive discussions,
deliberations, interactions or exchange of
thoughts and ideas take place with the
participants of foreign countries
– The participants may deliberate on the
experiences of their countries, or
– The subject experts deliberate on the present
status of development in their respective areas
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• Clearance for holding the event
– Clearance from the nodal ministry is required to hold an international event
• Nodal ministry means
– The ministry of Govt. of India which is dealing with the subject matter chosen for the event
• How to proceed for clearance
– A proposal to be submitted with following details:
• Name of the organiser with address
• Topics to be covered
• Venue and the date(s) of the event
• Tentative list of the participating countries
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Planning the Activities
• Planning for the activities for organising a conference can be divided into three phases:
– Pre-conference activities:
• Choosing a venue
• Sourcing speakers
• Setting the programme
• Conference brochure
• Planning and setting up a registration system
• Planning budgets and sponsorship
• Assessing the audio-visual requirements
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• Activities for the event
– Staging the event
– Staffing the event
– Dealing with registration
– Preparing delegates packs
– Remembering delegate care
– Remembering speaker care
– Trouble shooting
– Obtaining press conference
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• Exhibitors and exhibition
– Be thoroughly conversant with the breadth of the technical field from which the exhibits will be solicited
– Select exhibits that clearly pertain to:
• Scientific
• Educational
• Technical aspects of the discipline
– Sourcing exhibitors
– Allocating space
– Make contractual arrangements
– Making it worthwhile for exhibitors
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• Post-conference activities
– Winding up
– Developing relationship
– Evaluating the event
• Other aspects to be considered
– Health and safety
– First aid
– Booking forms
– Making a record of the event
– Catering
– Entertainment
– Accommodation and transport
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Choosing a Theme
• Each event follows a theme and purpose
– Conference theme is the focal point and serves to integrate the various subject areas of the conference
– It should suggest the purpose of the conference
– This will drive:
• The event set-up
• The target audience
• The marketing approach
• The theme should appeal to the participants conducting their business
– The sponsors should be able to gain mileage out of publicizing their products during the event
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• For a medical conference, there is a scope of deliberating upon a large number of themes
• Usually the purpose is to focus on the latest developments or the trends in care delivery.
• To select a theme, a brain storming session can be held
• A comprehensive, catchy phrase helps to make the theme memorable
– Example:
– “Enhancing Life – Commitment to Better Health”
– “Emerging Trends in Managing Healthcare”
• One can look for themes in
– Medical journals
– Medical databases such as Medlar, NLM, PubMed
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• Choosing the venue as per the budget
– Many options are usually available
• Purpose-built conference centres have latest in audio
visual equipment
• Training centres belonging to large corporations are
leased out when not in use
• Big hotels usually have facilities for holding conferences
– Hotels have an added advantage that they also provide
overnight accommodation and leisure facilities for delegates
Choosing a Venue
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• Making Sense of the Brochure of the Facility
– Conference facilities usually have a leaflet or brochure
– This describe the facility in the best possible light to the organisers of the conference
– This should not be taken only on its face value but to be used only as a guide
– Further enquires for the venue may be based on this guidelines
• Some venue finding software is available
– These software can help in short listing the probable venue
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– MeetingsBooker.com:
• This gives a listing of 7 venues in kolkata
– http://functiontracker.com/component/signup/?Itemid=159
• Services
– The yellow pages
– Just Dial
• Personal contact
• From all these sources the information about the conference venue may look attractive
– No matter how suitable a venue looks from the brochures and from the Ads, always make it a point to visit the proposed venue
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– The visit should be done by those who have experience in conducting similar conferences
– It is preferable to make a checklist about the facilities required at the venue
• Checklist for the venue should include:
– Make a prior appointment for the visit
– Assess your first impression on arrival at the venue imagining yourself as a delegate
– Observe the staff about their behaviour with their other guests
– Is it easy to get there, distance from airport and railhead
– Is the surrounding pleasant
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• Conference room
– Style, capacity, ceiling height
• Toilets
– No of cubicles for ladies, Disabled facilities
• Lighting
– Blackout facilities, spotlights, lecturn lights,
location of control panel
• Chairs
• Obstructions
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• Accommodation
– Capacity, condition of rooms, facilities provided
– Tarrif, any deposit required
• Catering
– Sample menus, Cost, cost of additional tea/coffee, lunch arrangement – buffet or sitting
• Exhibition space
– Number and location of electricity sockets
– Location in relation to conference
• Audio visual equipment
– What the hotel can provide
– Is there a separate cost involved
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• Car parking facility
• Suitability of Registration area
• Ask about air-conditioning
• Check seating arrangements
• Ceiling height
– Low ceiling height give a claustrophobic feeling
• Assess the sound
• Check the lighting
– If room is darkened, does the mike also goes off
• Fire escapes
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Sourcing Speakers
• Before the speakers are chosen, the specific topics must have been decided upon.
• The event should be
– Interesting, and
– Is worth investing in time, money and energy
• A brainstorming session with colleagues and/ or superiors is worthwhile
• During this session as many suggestions as possible is noted down
– No discussion/discouragement should take place at this stage
– After all suggestions are collected, these are discussed and short listed
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• After brainstorming, suggestions from potential
delegates also may be obtained
• A questionnaire may be sent out asking the
subjects they would like to hear about
• This way the programme may be more attractive
• To generate interest in responding, a rebate may
be offered to those who return the questionnaire
• One need to remain updated on the industry
news to select topics which are topical
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• Selecting speakers
– Value of good speakers is immense
– There are certain characteristics to look for in a potential speaker such as:
• Knowledge about the subject
• Articulate
• Experienced
• Well prepared
• Able to empathise with and enthuse the audience
• Respected
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• Where to find speakers
– In the organisation one may be able to find people
who have contacts with suitable speakers
– It also will be necessary to look for suitable
speakers from outside
– Those who have attended seminars/conferences
organised elsewhere may suggest names
– Some senior people in the own organisation or in
similar other sister institution may suggest names
– People doing work on the types of topics selected
in renowned organisations can be approached
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• Call for papers
– There are many interested groups in India who are in the fields of academics, research and management of hospital and healthcare delivery
– The conference notification may be sent to them
– Many from these institutes and organisations may volunteer to present papers
– Some of these institutes are:
• Association of Healthcare Providers,(India)
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– Academy of Hospital Administration, New Delhi
– Institute of Health Management Research, Jaipur
– Indian Society of Healthcare Professionals (ISHP)
– Christian Medical Association of India
– Public Health Foundation of India, New Delhi
– All India Institute of Medical Sciences, New Delhi
– Nizam Institute of Medical Sciences, Manipal
– Sher-e- Kashmir Institute of Medical Sciences, Sri Nagar
– Post-graduate Institute of Medical Sciences, Chandigarh
– Kasturba Medical College and Hospital, Manipal
– National Institute of Health & Family Welfare
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• Ministers, MPs and Political Leaders as speakers
– They may be invited as chief guests in the inaugural function
– Healthcare touches the life of all citizens of any country
– The political leaders can give illuminating talks on policies and directions to the future developments
– The press becomes interested to cover the talks of these leaders
– Thus the conference may get good publicity
– However, the leaders need to be approached well in advance before they are already booked somewhere else
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• The call for papers should include the following details
– Details of the event
– Date, time, venue
– Details of the organisers
– Guidelines on paper presentation
• This should include:
– Submission of abstract of paper
– Biodata of the speaker
• Speaker Bureau
– These bureaus can supply good speakers
– They are mostly speakers on business and behavioral matters
– They are not suitable as speakers on health management topics
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The Conference Brochure
• Designing the Brochure
– Brochure should appeal to the potential delegates
– It is more of a selling document
– Should focus more on the delegate than on providing information
– It sets the tone of the event
– The front cover should be carefully designed
• May contain the objective of the conference, e.g.:
– Providing excellence in knowledge and skill required to organize and deliver healthcare in a dynamic, challenging and rapid y changing technological, social and demographic scenario
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• Major methods of achieving the objective may be mentioned, e,g.
– Renowned and experienced Speakers
– Innovative learning experience
– Interactive sessions
– Social evening and networking
• Should be eye catching
• Large display typescripts and strong colour may be preferable
• Too much text should not be added
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• Important dates may be given, such as:
– Early Birds registration
– Registration
– Online hotel booking
– Abstract submission date
• Committees
• Contact information
• Sponsors
• About the city
• Travel information
• Places of interest in the city
• Weather
• Program
• Delegate registration form
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• Some Tips for Designing the Brochure
– The brochure should be of simple design and easy to
read
– It should not be cluttered with all kinds of unnecessary
information
• Lots of blank spaces may be kept
– Make it look professional
– Take views of several senior colleagues about how it
looks
– After designing do not give it for immediate printing
• Look at it a day or two later, you may like to edit and re-edit it
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• Finding who can Design the brochure
– Many tools are available to design a brochure
• Tools such as Microsoft Publisher can be used
– Ideas can be borrowed from others
• Brochures of other seminars can be examined to study their design
– The brochure is perhaps the first thing which a potential delegate will come across
– A well designed brochure can communicate volumes about the conference standard, and
• About the organisation conducting the event
– It is preferable to get it done by a professional organisation
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• Printing the brochure
– The design of the brochure and the quality of printing can help to create a favourable first impression
– The content of the brochure should be properly organised
– Spelling mistakes must be avoided
– Attention must be paid to the grammar and sentence composition
– Proper attention to all these will send a message that the conference is of high class and it will be well managed
– Glossy paper of at least 100 gsm thickness is suitable
• The brochure can also be put at the website
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Planning Budgets and Sponsorship
• The minimum amount needed for holding the conference needs to be determined
• Following steps may be followed:
– Calculate expenditure to be incurred for different categories of functions for the conference
• Venue Website Registration
• Conference Speakers Secretariat
• Memento Insurance Audio-visual
• Marketing Food Travel
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– Identify possible expenses within each category
– Identify fixed and variable expenses
• Variable expenses will depend on number of delegates
• Delegates expenses include items like food, delegate kit
• Fixed costs may include, venue, marketing, insurance
– Calculate budget income from all sources:
• Sponsorship
• Delegate fee
• Exhibit stalls
– Delegate fee to be fixed based on deficiencies in income
– Distribute the budget to all committees
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• Fixed cost
– This cost will be incurred irrespective of the number of delegates attending.
– This cost may include:
• Brochure printing
• Brochure designing
• Expenditure on speakers
– Travel
– Accommodation
• Hire of conference hall
• Press and publicity
• Cost for organising a social evening
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• Variable cost
– This will depend on the number of delegates
attending
– It may include:
• Registration kit
• Catering
• Mineral water bottles
• Drinks, if on the house
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– Signages
– Postage
– Transport
– Audiovisual equipment hire
– Memento for speakers
• Income
– Fixed income
• Sponsorship
• Contribution from organisation
• Exhibition stalls
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• Variable income
– Delegate fees
• Insurance against disasters
– Management should decide whether to take up an insurance policies for unforeseen events
– Even after a very careful planning, something still may go wrong, such as:
• Strikes
• Terrorists activities
• Weather
– The insurance can cover up the losses incurred
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• Policies can be taken up to cover the
compensation for
– Cancellation / abandonment
– Non-appearance of speakers
– Less number of delegates attending
– Failure to vacate the premises by the specified
time
– Legal liabilities
– Accidents
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Arranging Sponsorship
• Sponsors should be interested in the type of delegates that are participating
• Companies should like to reach out to the delegates for their marketing objectives
• Companies would like to raise their company profile
• Draw up a list of companies organisation that would benefit from reaching out to delegates
• The option one has is to decide on full or split sponsorship
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• Contacting potential sponsors
– Make a list of potential sponsors
– Circulate a letter of introduction and a sponsorship form
• This must look professional and must be designed attractively
– Mention clearly the benefits to the company if they take up the opportunity
– Honestly depict the expected number of delegates
– Provide them with conference brochures
– Inform to them the date by which the form is to be returned
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• Agreement of Sponsorship
– After receiving the form back from the willing sponsors, send a written sponsorship agreement
– It should include
• What is being offered in the package
• The cost
• Terms of payment
– Objective is to eliminate any scope of misunderstanding
– The sponsor may provide the agreed upon items on their own or the organisers can procure and raise an invoice
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• Taking care of sponsors
– Sponsors have provided the financial resources to hold the conference
– They, therefore, must be dealt with courtesy and any help required by them
– They will again be approached in future conferences that you will like to hold
– If the items supplied by the sponsors have their logo, they will be too willing to distribute them on behalf of the organisers
– After the event, send them a letter thanking them
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• What can be sponsored
– Advertisement in the souvenir
– Dinner
– Cocktails
– Lunch
– Bags, pens, writing pads
– Signages
– Conference speaker expenses
– Banners
– Breakfasts
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Registration
• Tasks
– Determine the early-bird and final registration dates
– Decide on a registration procedure, e.g.,
• Online, paper-based, or both
– Choose an online registration system
– Determine payment option
• Cheque, online payment, By cards
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– Decide on a cancellation policy
– Create the registration form, including additional
items, such as:
• Meals
• Accommodation
• Transportation
• Sessions and Workshops
• The social programme
• Spousal packages
– Publish registration form (online and paper-based)
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– Determine online registration procedure
– Send confirmation of registration to delegates upon receipt of payment
– Create conference packages
• Online registration is more professional, secure, and more reliable
• Managers will:
– Save time
– Keep registration information at finger tips
– Have automatic confirmation and communication with delegates
– Get a registration process that is secure, and reliable
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Marketing
• Tasks
– Develop a promotional website
– Create and send out press releases and mass
mailers
– Gather location promotional material (from
chamber of commerce or tourism department)
– Approach transportation and accommodation
facilities to negotiate special conference rates
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– Convey the message that the conference
organisers will go out of their way to provide a
positive experience to all participants
– Provide an opportunity
• For the media to participate in getting the message out
– E.g. offering interviews with keynote speakers
– Negotiating for the production of a radio or television show
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Event Website Checklist
• The website must have the following:
– Conference titles, dates, venue and contact details
– The topics to be discussed and information on
speakers
– Registration information and an online registration
form
– Who should attend and the benefits of attending
– Sponsor and Exhibitors information
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– The conference goals and objectives
– Accommodation information
– Local information
• Maps
• City information
• Local places of interest
• Whether
– Travel information
– Call for papers (if applicable)
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Audio-visual Requirements
• Tasks
– Ascertain the audio-visual requirement for each
segment of the conference
• Press
• Reception
• Breakouts, etc
– Contact speakers to find out their special
requirements
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• Contact the venue to ascertain whether,
– Audio-visual requirements are available in-house
– Ascertain whether it can be outsourced
– Contact audio-visual provider company to get a quote for outsaourcing A-v requirements
– Finalise a contract with the audio-visual company
– Arrange for an audio-visual technician to be onsite for trouble shooting, if required
– Assign a volunteer to verify that the audio-visual is functioning properly before each session
– Establish security measures for audio-visual equipment
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Obtaining Press Coverage
• Selecting the Appropriate Media
– Trade Press
• There are some specialist journals interested in including events that may be appealing to their readers
– Indian Journal of Hospital Administration
– Express Healthcare
– National Press
• Story needs to have strong general interest
• Should be of topical interest
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• Writing the Press Release
– This for attracting attention of general readers
– The journalist should be persuaded to write a story based on the press release
– The press and the radio editors receive many press releases daily
• To catch their attention you must stand out
• You may also need a “hook” to catch their attention
• Creating a copy
– The first paragraph should be catchy and should be able to get your message across
– Include a quote from the spokesperson, if appropriate
– Make the headline short and snappy, avoid jargon
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• Looking After the Journalist
– Provide proper seating arrangement, usually seats are reserved in front
– A press room may be provided with communication facilities
– Coffee/refreshments to be arranged
– Gifts/ Memento may be presented
– Provide a folder including items such as
• Pertaining to the cause of the event
• Biographies of speakers
• Literature from event sponsors
• Contact details
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Conclusion• To organise a successful conference a good amount of work is
involved
• The element for the success are:
– Plan early
– Organise a high performing team
– Set out the plausible objective
– Choose a theme that is topical and needs expert inputs for getting a direction
– Target audience should be interested and knowledgeable
– Speakers should be well chosen – respected, knowledgeable, experienced and can speak well
– Raise enough funds from interested groups
– Publicise and market well
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Bibliography
1. Fiona Campbell et al. Essential Tips for Organising a Conference. Koga Page, London
2. Paulin Appleby. Organising a Conference. 2nd Ed. HowToBooks Ltd, Oxford, UK.
3. Apex Event Specification Guide Template.
http://www.conventionindustry.org/Files/APEX/APEX_Event_Specifications_Guide.pd
f
4. Sample Conference Planning Timeline.
http://www.ncte.org/library/NCTEFiles/Groups/Affiliates/conf_timeline.pdf
5. Kathy Key. The Keynote Guide to Planning a Successful Conference.
https://spie.org/Documents/Students/Conference_guide.pdf
6. https://www.youtube.com/watch?v=z3efZECsvLI
7. Video on Planning and Organising a Conference.
https://www.youtube.com/watch?v=z3efZECsvLI
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