1. Meetings and Conferences  Warren C. Weber

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

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

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

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

6. What Sort of Venue Hotels Universities Business Schools Conference Centers

7. 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

8. 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

9. The Role of the Chairperson  Guide Event  Announce

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

11. Budget  Fixed Costs  Variable Costs  Total Cost

12. Cash Flow  Covering Cash Flow Shortfall

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

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

15. The Speakers  Calls For Papers  Briefing Speakers  Interpretation

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

17. 3 General Principles (Registration)  Simplicity  Foresight  Common Sense

18. 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)

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

20. 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?

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

22. 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)

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

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

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

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

27. Teleconferencing  Audioconferencing  Videoconferencing  Business Television  Computerconferencing

28. 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

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

30. That’s All Folks