Conferences – An Opportunity

Conferences can be a great opportunity to exchange views, discuss, and debate on a particular topic of interest or an issue that needs to be addressed. Conferences allow you to ditch the solitary working conditions and involve a larger group of people to verbalize and discuss your ideas face to face. Based on the objective, conferences can be of different types like:

1.       Conference – This is the most general term to indicate a meeting for discussion can is commonly used by associations and organizations for their regular meetings. It usually follows the most traditional type of presentation, that is, slides or papers followed by questions and discussions.

2.       Seminar – This is where a group of people is addressed by the speaker. This involves debating and discussing the relevant issues.

3.       Colloquium - This indicates both a traditional conference and a conversational seminar.

4.       Workshop - In manufacturing vocabulary, the term workshop indicates a brief intensive educational program for a small group of people to show them techniques and enhance their skills in a particular field. This is a platform for specialists to come together for particular activities or discussion.

Now that you know the different types of conferences, you can decide based on your intent that what session you want to go for. But, there are many other things you as a “planner” will have to organize to ensure that the session is successful. Following are some of the checkpoints for reference:

Date, Time, and Venue: The attendance of the conference you conduct shall be primarily influenced by these 3 things. Selecting the appropriate venue is very crucial. You can either conduct a conference in your office premise or consider conference rooms for hire. Conference rooms can be rented on an hourly or daily basis with all basic amenities required for smooth conduct. They are also available in prime locations of the cities making them logistically viable. Once you select the venue of your choice, you can just book it online. Date and time should be in accordance with everyone’s availability and convenience. This shall ensure maximum attendance and mark your first step in organizing conference successful.

Speakers: Based on the topic/intent of conference identify the relevant and prominent speakers. Ask them for their brief portfolio and the content that shall be covered during the conference. Share this with the attendees to make them aware what they can look forward to.

Technical Support: Make sure your IT Guy is available at the venue or on call during the conference. Especially when technology is involved in serving the core purpose of the conference.

Hospitality: Ensure you have basic aspects covered when it comes to serving refreshments, lunch, snacks etc. If possible you can have a reception at the end of a conference provides an opportunity for more relaxed socializing. This gives the attendees a chance to engage in a casual discussion.

These basics will help you to do the groundwork right. Wish you a great session!