2. Meaning:
To ‘confer’ is to converse, to consult, to discuss. Therefore, ‘conference’
means “a meeting for the exchange of views and opinions”.
Definition:
A conference may be defined as “a meeting of people to solve
particular problems, discuss specific matters”.
3. Objectives to be achieved when a conference is held within an
organization:
Co-ordination of activities
Periodic review of operations
Reconciling conflicting views
Developing policy or plan of action
4. TYPES OF CONFERENCES
1. SYMPOSIUM
Casual gatherings and the cost incurred in conducting them includes refreshments and
entertainment.
2. SEMINARS
Organized to discuss a particular topic. They are usually educational in nature and attendees
are expected to gain new knowledge or skills at the end of the seminar.
In an academic conference, scientists or academicians come together to present their research
findings.
3. WORKSHOPS
Involve making provisions for offering a sort of hands-on experience for the participants
with demonstrations and activities. Since allotment of time plays a crucial role here, the
amount of time allotted to a speaker to address a group is limited.
5. 4. ROUND-TABLE CONFERENCES
Involves the coming together of peers to exchange thoughts and opinions on a certain topic,
usually political or commercial. There are a limited number of participants who sit at a round
table, so that each one can face all the others.
5. PUBLIC CONFERENCES
May be educational or an open platform for meeting of likeminded people or a strategy for
promotion of a product. These may be sponsored by the government or by companies desirous
of promoting their products. However, if no sponsors are found, the public will have to bear the
cost.
6. PUBLIC CONFERENCE CUM EXHIBITIONS
Will exhibit new products making it possible for the interested businessmen to meet all suppliers
at one place. Short seminars may be conducted throughout the day to elaborate on the work
that they are doing. Attendees will be free to attend the seminars and wander the exhibitions in
in an order that suits them. So, catering and management of other facilities will need to be more
6. flexible than with a straight conference.
7. PRIVATE CONFERENCES OR BUSINESS CONFERENCE
Often held when large companies need to get all their employees, or certain sections, together
to either celebrate a success or start a new initiative. In companies that are widespread across
the globe they are often held to update staff on new initiatives or to inform about new
products and staff. Members of the public would not be allowed to attend.
8. VIRTUAL CONFERENCES
Most beneficial to business houses in the face of increasing travel expenses. The easy availability
of Internet and broadband, enables the conduct of audio and video conferences to save travel
cost and time. Audio conferences allow participants to hear one another while video conferences
enable participants to see each other as they transact or discuss matters with each other.
7. 9. PROFESSIONAL CONFERENCE
Meant to enable us learn from others in the profession. They help provide expertise in relevant
fields and target professional development. Participants are benefitted as they provide a chance
to network with others.
10. TRADE CONFERENCE
These take place on a larger scale . Besides businessmen, there are members of the public who
come to network with vendors and make new connections. Such a conference consists of
workshops and white paper presentations.
11. UNDERCONFERENCES
Different from the traditional conference, since it avoids the high costs, top-down organizational
hierarchy and sponsored presentations. All attendees are equally knowledgeable about the
topic and the discussion follows an open mode; usually without a single speaker addressing the
gathering.
8. Advantages of Conferences
Exchange of ideas and opinions
Variety of perspectives
Brings together all those concerned with the subject/problem
Motivational value
Goodwill among organizations
9. Disadvantages of Conferences
Informal nature of conference creates lack of seriousness
Creates confusion if conference is not properly organized
Wrong notion of employees
Domination by few vocal delegates
Less authority of conferences
10. ORGANIZING A CONFERENCE
I. PRE-CONFERENCE ACTIVITIES
i) Plan early
ii) Set date and venue for large conferences a year in advance
iii) Set theme for the conference
iv) Plan the entire conference with program details
v) Invite eminent people
vi) Registration of participants
vii) Seek copy of Abstracts and Research papers
11. viii) Send confirmation letters to all participants
ix) Help participants to network
x) Catering arrangements to be made
xi) Seating arrangement of participants
xii) Proper technical equipment
xiii) Registration table for on the spot registration
xiv) Folders/ files to be given to participants
12. II CONFERENCE ACTIVITIES
i) Acquainting delegates with the idea of the conference
ii) Inaugural Session
iii) Technical Session
iv) Valedictory Function
13. III POST-CONFERENCE ACTIVITIES
i) Analysis of feedback forms received
ii) Send out thank you letters
iii) Deliberations on the outcome of conference
14. Analysis of feedback forms are useful for –
Measurement of satisfaction quotient
Measuring effectivity in terms of knowledge gained
Identification of future research areas
Developing close networking between professionals
Measuring effectivity in terms of press reports and impact on Public
Relations
Drawing a plan of action for the future
15. MODERN METHODS OF CONDUCTING CONFERENCE
1. SKYPE
It is an application that provides video chat and voice call
services
Users may exchange such digital documents as images, text,
videos and any others
May transmit both text and video messages
Allows the creation of video conference calls
16. Skype is available for -
Microsoft Windows
Macintosh/ Linux
Android
Blackberry
Apple
Windows Smartphones & Tablets
17. oSkype was created by Niklas Zennstrom from Sweden & Janus Friis
from Denmark, in cooperation with Ahti Heinla, Priit Kaseaslu, and
Jaan Tallinn from Estonia in August 2003
oMicrosoft bought Skype in May 2011 and established its Skype
division headquarters in Luxembourg
18. Skype allows users to communicate over the Internet by voice using a
microphone, by video using a webcam, and by instant messaging
Skype-to-Skype calls to other users are free of charge, while calls to
landline telephones and mobile phones (over traditional telephone
networks) are charged via a debit-based user account system called
Skype Credit.
19.
20. FEATURES OF SKYPE
RELATED TO CALLING:
• Skype to Skype calls – Call anyone else on Skype for free, anywhere in the
world.
• Call mobiles and landlines worldwide at low rates.
• Group calls – you can add up to 25 people.
• Skype number
• Forward calls
• Caller ID
• Skype to go – Call international numbers from any phone at low calling rates.
21. RELATED TO VIDEO:
• One-to-one video calls
• Get closer with a face to face catch up.
• Group video calls
• Get a group of friends together at the same time on a video call.
22. RELATED TO MESSAGING :
• Mojis and emoticons
• Video messaging
• Instant messaging
• Send texts (SMS)
• Voice messages
• Group Me – Share messages, photos and your location on your mobile.
23. RELATED TO SHARING :
• Send files
• Screen sharing
• Group screen sharing
• Send contacts
24. OTHER FEATURES :
• Skype WiFi
• Skype Manager
• Skype Connect
• Skype for Outlook.com
• Contact me button
• Share button
• Skype translator
• Skype extension
25.
26. FEATURES OF WEBINAR :
• Automatic registration hosting.
• HD Video Conferencing by sharing the webcam.
• Meeting Recording with facility of Archived Recordings.
• Polls & Surveys – Use interactivity to keep the audience engaged.
• Slideshow presentations
27. • VoIP – Real time audio communication using headphones and speakers.
• Web tours – enabling URLs, data from forms, cookies, scripts etc to be
pushed to other participants through web-based logons, clicks etc.
• Whiteboard with annotation
• Text chat – for live Q&A sessions, limited to the people connected to the
meeting.
• Screen sharing / Desktop sharing / Application sharing
