2. Organizing a Conference The Main Stages

3. What is a conference? A formal meeting of two or more persons for discussing matters of common concern or to interchange views. (compiled from the Merriam-Webster Online Dictionary.) conference. (2009). In Merriam-Webster Online Dictionary. Retrieved February 22, 2009, from http://www.merriam-webster.com/dictionary/conference conference. (2009). In Merriam-Webster Online Dictionary. Retrieved February 22, 2009, from http://www.merriam-webster.com/dictionary/conferencehttp://www.merriam-webster.com/dictionary/conference The bringing together of a large group of people – as delegates – to listen to expert speakers and to take part in arising discussions and forums (p. 305 Evans 1993).

4. Who hosts conferences? Private sector entities Private sector entities companies companies educational institutions educational institutions charities charities NGO’s NGO’s Public sector entities Public sector entities Government ministries Government ministries Utility companies Utility companies Emergency services Emergency services

5. Why Host Conferences? To share knowledge and attitudes about a newly emerged topic To share knowledge and attitudes about a newly emerged topic To gain expert updating on a given theme by national/international experts. To gain expert updating on a given theme by national/international experts. To formulate, as a group of specialists, a consensus response to a particular topic To formulate, as a group of specialists, a consensus response to a particular topic

6. Alternative conferences Audio telephone conferencing Audio telephone conferencing Meeting via linked telephone systems Meeting via linked telephone systems Audio-visual teleconferencing Audio-visual teleconferencing Meeting via voice and image transmitted through Meeting via voice and image transmitted through television signals television signals Computer workstation conferencing Computer workstation conferencing Meeting via PC with central coordinator who Meeting via PC with central coordinator who distributes information to a ‘circle’ of users distributes information to a ‘circle’ of users Interactive software conferencing Interactive 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.

7. Main Stages of a Conference One (The planning) a.The ‘go decision’ a.The ‘go decision’ b.Strategic planning. b.Strategic planning. c.Costing and conference budget. c.Costing and conference budget. Two (Further planning and marketing) a.Finalising speakers and programme a.Finalising speakers and programme b.Promoting conference. b.Promoting conference. c.Organizing services. c.Organizing services. Three (Implementation) a.Preparing the venue a.Preparing the venue b.Finalise conference details b.Finalise conference details c.Oversee conduct of conference c.Oversee conduct of conference Four (Post conference tasks) a. Produce conference accounts and reports and publish it. a. Produce conference accounts and reports and publish it. b. Pay bills. b. Pay bills. c.Hold team debriefing. c.Hold team debriefing. d.Write and send thank you letters. d.Write and send thank you letters.

8. The ‘Go’ decision: Factors 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.

9. ‘Go’ 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 responsibilities to team members. Assign clearly understood and accepted responsibilities to team members.

10. Checklist for ‘Go’ stage Has a committee been formed? Has a committee been formed? Has a project plan with timeline been devised? Has a project plan with timeline been devised? Have all major responsibilities been assigned? Have all major responsibilities been assigned? Are adequate financial and administrative resources available? Are adequate financial and administrative resources available?

11. Strategic planning Decisions are made as to: Decisions are made as to: Theme: is subject interesting and topical? Theme: is subject interesting and topical? Venue: is place easily accessed by potential Venue: is place easily accessed by potential delegates? delegates? Clientele: are there enough individuals or Clientele: are there enough individuals or organisations interested in the topic? organisations interested in the topic? Speakers: What speakers can the team Speakers: What speakers can the team interest and what are their costs? interest and what are their costs? Extra features: Should any tours, trips or social Extra features: Should any tours, trips or social programmes be included? programmes be included?

12. Costing and conference budget To clearly outline the income and costs a break-even chart is usually used. To clearly outline the income and costs a break-even chart is usually used. Possible costs Possible costs Fixed costs: venue fee; speakers’ fees; advertising; hire of equipment. Fixed costs: venue fee; speakers’ fees; advertising; hire of equipment. Variable costs: additional accommodation; additional cover for delegates’ meals; extra delegates’ packs and printed conference papers. Variable costs: additional accommodation; additional cover for delegates’ meals; extra delegates’ packs and printed conference papers. Possible income or offset Possible income or offset The confirmed booking of each delegate space. The confirmed booking of each delegate space. Sponsorship from equipment manufacturers; publishers or government agencies (in return for advertisement at conference). Sponsorship from equipment manufacturers; publishers or government agencies (in return for advertisement at conference). Where income and expenditure meet is the break-even point. Anything above this point is profit.

13. Further planning and marketing Produce first draft of conference programme. Produce first draft of conference programme. Advertise conference in specialist journals and magazines that targeted delegates read. Advertise conference in specialist journals and magazines that targeted delegates read. Mail invitations to potential delegates (especially VIPs). Mail invitations to potential delegates (especially VIPs). Set up central unit to handle bookings and act as communications centre. Set up central unit to handle bookings and act as communications centre. Provide a special telephone number. Provide a special telephone number.

14. Organizing conference services 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 equipment. equipment. - firm responsible for decoration. - the catering company. - printing of detailed programmes with pictures and biographies of speakers. biographies of speakers. - 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.

15. Implementation of conference Ensure that all crucial tasks are carried out. Ensure that all crucial tasks are carried out. Attend to speakers’ needs Attend to speakers’ needs Ensure delegates comfort and enjoyment. Ensure delegates comfort and enjoyment. Look after VIPs Look after VIPs Ensure good press coverage Ensure good press coverage Plan for easy access and smooth movement around conference venue Plan for easy access and smooth movement around conference venue Ensure that registration system works effectively Ensure that registration system works effectively

16. Post-conference tasks Dismantle equipment and tidy venue Dismantle equipment and tidy venue Pay bills Pay bills Produce detailed accounts of sources of total income and expenditure. Produce detailed accounts of sources of total income and expenditure. Ensure that visiting speakers are hospitably sent off and promptly receive fees and letters of thanks. Ensure that visiting speakers are hospitably sent off and promptly receive fees and letters of thanks. Hold a conference debriefing meeting to analyse outcomes and to learn from experiences. Hold a conference debriefing meeting to analyse outcomes and to learn from experiences.

17. Conference Administrative Documents Conference planning schedules Conference planning schedules Draft budgets, interim reports and final conference accounts Draft budgets, interim reports and final conference accounts Accounts rendered for goods and services supplied Accounts rendered for goods and services supplied Invitation letters to speakers and follow-up correspondence Invitation letters to speakers and follow-up correspondence

18. Conference Administrative Documents cont’d. Form letter to speakers requesting photograph, biographic notes and synopsis of speeches Form letter to speakers requesting photograph, biographic notes and synopsis of speeches Press release to advertise conference Press release to advertise conference Advertisement copy and publicity material Advertisement copy and publicity material Conference draft programme, final programme and day programmes Conference draft programme, final programme and day programmes

19. Conference Administrative Documents cont’d. Delegates’ application forms, maps and factsheets Delegates’ application forms, maps and factsheets Letters/forms to book hotel accommodation Letters/forms to book hotel accommodation Printout of confirmed delegates Printout of confirmed delegates Hiring contracts/agreements for conference services Hiring contracts/agreements for conference services

20. Conference Administrative Documents cont’d. Draft menus, seating plans and layouts Draft menus, seating plans and layouts Listing of confirmed VIPs Listing of confirmed VIPs Draft final press releases, articles and features Draft final press releases, articles and features Delegates’ wallet documents – day programmes, talk summaries, handouts, notepads and any promotional items as ‘giveaways’ Delegates’ wallet documents – day programmes, talk summaries, handouts, notepads and any promotional items as ‘giveaways’

21. Conference Administrative Documents cont’d. Social programme itineraries and details Social programme itineraries and details Written briefings to conference committee Written briefings to conference committee Name badges, car parking tickets and place cards Name badges, car parking tickets and place cards Conference reports Conference reports Post conference letters of thanks Post conference letters of thanks

22. References Evans, D.W. (1993) People Communication and Organisations. London: Pitman Publishing conference. (2009). In Merriam-Webster Online Dictionary. Retrieved February 22, 2009, from http://www.merriam-webster.com/dictionary/conference http://www.merriam-webster.com/dictionary/conference