Meetings and Conferences  Warren C. Weber

Types of Gatherings Conference, Convention, Congress Meeting Seminar Assembly Colloquium Workshop Summit

Planning Meetings  Why?  What?  Who?  When?  Where?

Executive Checklist  Why Do We Need a Meeting?  What Do We Want to Achieve?

Choosing the Venue  Specifications Depend on Need Classroom Boardroom ‘U’ Shaped Theatre

What Sort of Venue Hotels Universities Business Schools Conference Centers

How Do Hotels Make Profits on Meetings? 1. Providing Accommodations Price Ranges: – 24 hr. Conference Rate – Discount Rates 2. Guarantees & Cancellations 3. Food & Beverage Sales

Demand Service--It’s Your Right! 1. VIP Guest Room 2. Promotional Clipboard 3. Conference Room Setting Classroom Style or Conventional Breakout Rooms Amenities 4. Shuttle Service

The Role of the Chairperson  Guide Event  Announce

Chairperson’s Qualifications  Excellent Public Speaker  Subject Expertise  Unbiased  Mediator and Facilitator

Budget  Fixed Costs  Variable Costs  Total Cost

Cash Flow  Covering Cash Flow Shortfall

Economizing the Budget  The Venue  Transportation  Services  Unplanned Expenditures  Euphoria  Novel Sources of Income

The Program  Methods of Presentation  Audience Participation  Breaks  Accompanying Persons

The Speakers  Calls For Papers  Briefing Speakers  Interpretation

The Event  Managing a Meeting  The Administrative Task  Moving Large Numbers of People  Staff  Support Services  Keep in Touch  Evaluating Effectiveness of Event

3 General Principles (Registration)  Simplicity  Foresight  Common Sense

Points To Consider When Designing Registration  Obtain All Information Needed by Registration Staff  Contain Sufficient Staff to Handle  Must Look Attractive  Forms for Different Events Should Be Different (Color)

What is Needed in a Conference Organizer  An Administrative Executive  A Planner  A Coordinator of Information  A Presentation Specialist  A Consultant

Questions Organizers Should Ask  Can We Afford to Divert Time & Energy of Executives?  If So, Do These Executives Possess the Expertise to Do It Well?

How To Communicate  Visualize Information  Select Graphic Medium Based on Various Criteria  There are Various Presentation Media  Present Detailed Handouts

Room Facilities  Adequately Sized for Intended Presentation Media  Be Capable of Being Blacked Out  Provide Needed illumination  Provide Adequate Electrical Control  Provide Good Ventilation  Have Good Acoustics (No Echo, Outside Noise)

Sound  Microphone  Music and Video/Film Sound  Amplification Systems  Positioning Loudspeakers  Bass/Treble

Legibility of Visuals  Keep Copy to a Minimum  Keep Copy Simple  Use Landscape Format (Slides)  Disclose Information Progressively  Produce Special Artwork  Use Pictures

Legibility of Visuals (Cont’d.)  Use Graphs and Diagrams  Use Bold Lettering  Use Reversed Text Techniques  Vary the Pace

Video Media  Projection  Video Wall  Live TV  Interactive Video  Audience Response System

Teleconferencing  Audioconferencing  Videoconferencing  Business Television  Computerconferencing

Advantages of Teleconferencing  Savings in Time and Money  Speedier Response  Meetings are Easier to Arrange  Effective Use of People  Increasing Personal Productivity  Avoiding Stress and Fatigue

A Glimpse Into the Future  Lasers (Moving Graphical Displays)  Multimedia  Virtual Reality  Holography

That’s All Folks