Organising a conference
falls under three categories:
A] PRE-CONFERENCE
ACTIVITIES
B] CONFERENCE
ACTIVITIES
C] POST-CONFERENCE
ACTIVITIES
A]
PRE-CONFERENCE ACTIVITIES:
1)
Planning- The organisers should plan early. They should make
sure that the conference is really necessary. The planning should be started a
year in advance so that the participants get plenty of time to make travel
plans. The earlier planning makes things easy for both the organisers and the
participants.
2)
Purpose- To organise a conference the purpose should be
clear. The other planning, arrangements, participants and experts are to be
arranged to meet the purpose of the conference.
3)
Budget and Financial Support- While arranging the
conference, tentative expenses should be taken into consideration. These
expenses can be met from the registration charges, sponsors or the provision in
the budget of an organisation.
4)
Facilities to be Given- In the consideration of budget and
expenses the organiser should clearly decide the facilities to be given during
the conference to the participants and experts. It will help in actual planning
and working out the budget.
5)
Theme: The theme is a central idea around which all the
activities during the conference are arranged. The theme of the conference
should be in accordance to the need and purpose of the conference. It should
not be too long or too short. It should give clear idea about the probable
discussions during the conference.
6)
Date and Time- An appropriate date, time and duration
of the conference should be selected. While finalising dates, leave enough time
for organising and making arrangements needed for conference and the attendees.
While deciding the dates the availability of venues, halls also need to be
considered.
7)
Venue- The selection of venue for the conference should be
made carefully. It should not be too far from the central place like railway
station, airport, city etc. or in central place, as it may create disturbance
during the conference. The capacity of the hall also needs to be considered in
relation to the number of expected attendees. The hall should have sufficient
facilities and infrastructure required for the arrangement of electronic and
other equipments. The lights, ventilations and other physical necessities need
to be considered before finalising the hall.
8)
Brochure- A suitable brochure should be prepared with all
details. The brochures should be posted or mailed to the delegates at the
earliest, so they can plan further arrangements.
9)
Making Arrangements- After replies are received, prepare a
list of participants. Also make a list of the resource persons, guests along
with their arrival date, time and mode of arrival. Accordingly, make
arrangements for their transport, reception, board and lodging etc.
B]
CONFERENCE ACTIVITIES
1) On the day of conference, the participants should be properly
welcomed, registered and guided to the conference place.
2) Some participants might be visiting the place
for the first time. They should be made feel comfortable.
3) Name badges,
conference kit, programme schedule, writing material etc. should be properly
handed over to the participants.
4) To meet the maximum
out come out of the conference, time management is important. So the sessions
should be arranged taking into consideration the breaks and speakers available.
5) A feedback form
needs to be filled up from the participants to find out to what extent the
objectives of the conference are achieved. It may prove helpful in future planning
or organisation.
6) The certificate of
participants and appreciation must be given at the end of conference.
#SESSIONS
AND SPEECHES AT A CONFERENCE:
A) Inaugurate Session: The
conference is inaugurated by the invited chief guest. A vote of thanks is proposed
at the end of the session.
The
following speeches are done in Inaugural session:
1)
Welcome
Speech- A convener gives a welcome speech. It includes the
need and purpose for organising the conference, expectations from the
participants and introduction to the various aspects of the conference.
2)
Keynote
Speech- Keynote speech is the soul of any conference. A
keynote speaker is usually a notable personality, an expert or an authority in
the particular subject or field. It sets the tone for the entire conference.
The keynote speaker discusses different insights, thoughts, aspects, facts and
possibilities on the theme and subject of the conference.
B) Plannery Session: During
the plannery session, speakers, experts, authorities share their views. It is
an intellectual feast to the participants.
C) Technical Session: In
technical session participants give presentation. The chairperson is invited to
take charge of the proceedings. He introduces the presenters, sets a time limit
for their presentation, invites questions from the participants and provides
insights into their presentations either at the end of each paper or at the end
of the session.
D) Valedictory Session: Valedictory
is the last session in conference schedule. In this session another invited
chief guest brings the proceedings of the conference to a formal end. The
convener of the conference reads the conference report about the happenings of
the day. Some of the participants are called to give feedback about the
conference. With the vote of thanks, conference is declared to be over.
C] POST-CONFERENCE ACTIVITIES
1)
Analysis
of Feedback- The feedback forms and the feedback
verbally given at valedictory session should be analysed to understand the
strong points and shortcomings of the conference.
2)
Thank
You Letters/E-mails- Thanks giving letters or e-mails should
be sent to all the participants for presenting their intellectual ideas,
research and discussion and for giving their time to attend the conference.
3)
Deliberation on the Outcome of Conference- After
the conference is over, the conference committee should meet and discuss the
outcome of the conference taking into consideration the objectives of the
conference.
4)
Building
Strong Network between Professionals- Conference is a medium
through which a number of like-minded professionals come together. The convener
of the conference should maintain contact with all the participants to build a
strong network so that a lot of interesting facts can be shared and academic
discussions on important issues can be conducted.
5)
Action
Plan for the Future- After drawing conclusion from the
analysis, the solutions got from the conference should be implemented. Further
research should started on the areas discussed in the conference.