Organizing a Organizing a ConferenceConference

The Main StagesThe Main Stages

What is a conference?What is a conference?

A formal meeting of two or more persons for A formal meeting of two or more persons for discussing matters of common concern or to discussing matters of common concern or to interchange views. (compiled from the interchange views. (compiled from the Merriam-Webster Online Dictionary.) Merriam-Webster Online Dictionary.)

conference. (2009). In conference. (2009). In Merriam-Webster Online DictionaryMerriam-Webster Online Dictionary..Retrieved February 22, 2009, from Retrieved February 22, 2009, from httphttp://www.merriam-webster.com/dictionary/conference://www.merriam-webster.com/dictionary/conference

The bringing together of a large group of people The bringing together of a large group of people – as delegates – to listen to expert speakers – as delegates – to listen to expert speakers and to take part in arising discussions and and to take part in arising discussions and forums (p. 305 Evans 1993).forums (p. 305 Evans 1993).

Who hosts conferences?Who hosts conferences? Private sector entitiesPrivate sector entities

companies companies educational institutions educational institutions charitiescharities NGO’sNGO’s Public sector entitiesPublic sector entities

Government ministriesGovernment ministries Utility companiesUtility companies Emergency servicesEmergency services

Why Host Conferences?Why Host Conferences?

To share knowledge and attitudes about To share knowledge and attitudes about a newly emerged topica newly emerged topic

To gain expert updating on a given To gain expert updating on a given theme by national/international experts.theme by national/international experts.

To formulate, as a group of specialists, a To formulate, as a group of specialists, a consensus response to a particular topicconsensus response to a particular topic

Alternative conferencesAlternative conferences Audio telephone conferencing Audio telephone conferencing

Meeting via linked telephone systemsMeeting via linked telephone systems

Audio-visual teleconferencingAudio-visual teleconferencing Meeting via voice and image transmitted through Meeting via voice and image transmitted through television signalstelevision signals

Computer workstation conferencingComputer workstation conferencing Meeting via PC with central coordinator who Meeting via PC with central coordinator who distributes information to a ‘circle’ of usersdistributes information to a ‘circle’ of users

Interactive software conferencingInteractive software conferencing Meeting via PC that allows each user to interact with Meeting via PC that allows each user to interact with and modify on-screen data.and modify on-screen data.

Main Stages of a Main Stages of a ConferenceConference

One (The planning)One (The planning) a.a. The ‘go decision’The ‘go decision’ b.b. Strategic planning.Strategic planning. c.c. Costing and conference budget.Costing and conference budget.

Two (Further planning and marketing)Two (Further planning and marketing) a.a. Finalising speakers and programmeFinalising speakers and programme b.b. Promoting conference.Promoting conference. c.c. Organizing services.Organizing services.

Three (Implementation)Three (Implementation) a.a. Preparing the venuePreparing the venue b.b. Finalise conference detailsFinalise conference details c.c. Oversee conduct of conferenceOversee conduct of conference

Four (Post conference tasks)Four (Post conference tasks) a. a. Produce conference accounts and reports and publish it.Produce conference accounts and reports and publish it. b. b. Pay bills.Pay bills. c.c. Hold team debriefing.Hold team debriefing. d.d. Write and send thank you letters.Write and send thank you letters.

The ‘Go’ decision: The ‘Go’ decision: FactorsFactors

This depends on the following:This depends on the following:

Adequate commitment by decision-makers.Adequate commitment by decision-makers.

Adequate financial and administrative resources.Adequate financial and administrative resources.

The ability to make a profit.The ability to make a profit.

Potential exposure for a firm’s activities and products.Potential exposure for a firm’s activities and products.

Potential for acceptance as leader in a specialist field.Potential for acceptance as leader in a specialist field.

‘‘Go’ activitiesGo’ activities Create a conference planning team: Create a conference planning team: Chairman;Chairman; Marketing officer;Marketing officer;

Treasurer;Treasurer; Delegates coordinator; Delegates coordinator; Hotel and catering services officer and Hotel and catering services officer and any other offices as needed.any other offices as needed.

Devise a conference project plan.Devise a conference project plan.

Assign clearly understood and accepted Assign clearly understood and accepted responsibilities to team members.responsibilities to team members.

Checklist for ‘Go’ stageChecklist for ‘Go’ stage

Has a committee been formed?Has a committee been formed? Has a project plan with timeline Has a project plan with timeline

been devised?been devised? Have all major responsibilities been Have all major responsibilities been

assigned?assigned? Are adequate financial and Are adequate financial and

administrative resources available?administrative resources available?

Strategic planningStrategic planning

Decisions are made as to:Decisions are made as to: ThemeTheme: is subject interesting and topical?: is subject interesting and topical? VenueVenue: is place easily accessed by potential : is place easily accessed by potential

delegates?delegates? ClienteleClientele: are there enough individuals or : are there enough individuals or

organisations interested in the topic?organisations interested in the topic? SpeakersSpeakers: What speakers can the team : What speakers can the team

interest and what are their costs?interest and what are their costs? Extra featuresExtra features: Should any tours, trips or : Should any tours, trips or

social social

programmes be included?programmes be included?

Costing and conference Costing and conference budgetbudget

To clearly outline the income and costs a To clearly outline the income and costs a break-even break-even chartchart is usually used. is usually used.

Possible costsPossible costs Fixed costs: venue fee; speakers’ fees; advertising; hire of Fixed costs: venue fee; speakers’ fees; advertising; hire of

equipment.equipment. Variable costs: additional accommodation; additional cover for Variable costs: additional accommodation; additional cover for

delegates’ meals; extra delegates’ packs and printed conference delegates’ meals; extra delegates’ packs and printed conference papers.papers.

Possible income or offsetPossible income or offset The confirmed booking of each delegate space.The confirmed booking of each delegate space. Sponsorship from equipment manufacturers; publishers or Sponsorship from equipment manufacturers; publishers or

government agencies (in return for advertisement at conference).government agencies (in return for advertisement at conference).

Where income and expenditure meet is the Where income and expenditure meet is the break-even pointbreak-even point. . AnythingAnything

above this point is profit.above this point is profit.

Further planning and Further planning and marketingmarketing

Produce first draft of conference programme.Produce first draft of conference programme.

Advertise conference in specialist journals and Advertise conference in specialist journals and magazines that targeted delegates read.magazines that targeted delegates read.

Mail invitations to potential delegates (especially Mail invitations to potential delegates (especially VIPs).VIPs).

Set up central unit to handle bookings and act as Set up central unit to handle bookings and act as communications centre.communications centre.

Provide a special telephone number.Provide a special telephone number.

Organizing conference Organizing conference servicesservices

Some eight to twelve weeks before the start date book and confirm the following:Some eight to twelve weeks before the start date book and confirm the following:

- company providing electrical - company providing electrical equipment.equipment.

- firm responsible for decoration.- firm responsible for decoration.

- the catering company.- the catering company.

- printing of detailed programmes with pictures and - printing of detailed programmes with pictures and biographies of speakers.biographies of speakers.

- hiring of transport and drivers.- hiring of transport and drivers.

- the conference venue for approximate numbers, facilities and - the conference venue for approximate numbers, facilities and equipment, notices and signs required.equipment, notices and signs required.

Implementation of Implementation of conferenceconference

Ensure that all crucial tasks are carried Ensure that all crucial tasks are carried out.out.

Attend to speakers’ needsAttend to speakers’ needs Ensure delegates comfort and enjoyment.Ensure delegates comfort and enjoyment. Look after VIPsLook after VIPs Ensure good press coverageEnsure good press coverage Plan for easy access and smooth Plan for easy access and smooth

movement around conference venuemovement around conference venue Ensure that registration system works Ensure that registration system works

effectivelyeffectively

Post-conference tasksPost-conference tasks

Dismantle equipment and tidy venueDismantle equipment and tidy venue Pay billsPay bills Produce detailed accounts of sources of Produce detailed accounts of sources of

total income and expenditure.total income and expenditure. Ensure that visiting speakers are Ensure that visiting speakers are

hospitably sent off and promptly receive hospitably sent off and promptly receive fees and letters of thanks.fees and letters of thanks.

Hold a conference debriefing meeting Hold a conference debriefing meeting to analyse outcomes and to learn from to analyse outcomes and to learn from experiences.experiences.

Conference Administrative Conference Administrative DocumentsDocuments

Conference planning schedulesConference planning schedules Draft budgets, interim reports and Draft budgets, interim reports and

final conference accountsfinal conference accounts Accounts rendered for goods and Accounts rendered for goods and

services suppliedservices supplied Invitation letters to speakers and Invitation letters to speakers and

follow-up correspondencefollow-up correspondence

Conference Administrative Conference Administrative Documents cont’d.Documents cont’d.

Form letter to speakers requesting Form letter to speakers requesting photograph, biographic notes and photograph, biographic notes and synopsis of speechessynopsis of speeches

Press release to advertise conferencePress release to advertise conference Advertisement copy and publicity Advertisement copy and publicity

materialmaterial Conference draft programme, final Conference draft programme, final

programme and day programmesprogramme and day programmes

Conference Administrative Conference Administrative Documents cont’d.Documents cont’d.

Delegates’ application forms, maps Delegates’ application forms, maps and factsheetsand factsheets

Letters/forms to book hotel Letters/forms to book hotel accommodationaccommodation

Printout of confirmed delegatesPrintout of confirmed delegates Hiring contracts/agreements for Hiring contracts/agreements for

conference servicesconference services

Conference Administrative Conference Administrative Documents cont’d.Documents cont’d.

Draft menus, seating plans and Draft menus, seating plans and layoutslayouts

Listing of confirmed VIPsListing of confirmed VIPs Draft final press releases, articles and Draft final press releases, articles and

featuresfeatures Delegates’ wallet documents – day Delegates’ wallet documents – day

programmes, talk summaries, programmes, talk summaries, handouts, notepads and any handouts, notepads and any promotional items as ‘giveaways’promotional items as ‘giveaways’

Conference Administrative Conference Administrative Documents cont’d.Documents cont’d.

Social programme itineraries and detailsSocial programme itineraries and details

Written briefings to conference committeeWritten briefings to conference committee

Name badges, car parking tickets and Name badges, car parking tickets and place cardsplace cards

Conference reportsConference reports

Post conference letters of thanksPost conference letters of thanks

ReferencesReferences

Evans, D.W. (1993) People Evans, D.W. (1993) People Communication and Organisations. Communication and Organisations. London: Pitman PublishingLondon: Pitman Publishing

conference. (2009). In conference. (2009). In Merriam-Webster Online DictionaryMerriam-Webster Online Dictionary..Retrieved February 22, 2009, from Retrieved February 22, 2009, from http://www.merriam-webster.com/dictionary/conferencehttp://www.merriam-webster.com/dictionary/conference