This presentation contain basic idea of conference and seminar meaning, characteristics and their use.differences, organisation, procedures.

2. CONFERENCE
• DEFINATION: is a gathering of a particular set of individuals
invited to consult with, discuss, or present information on a
particular topic for the purpose of bringing together
academicians and expert from different part of country and
abroad to exchange knowledge and ideas.
• TYPES OF CONFERENCES:
1. Academic conference
2. Business conference
3. Peace conference
4. Settlement conference
5. News conference
6. Parents teacher conference

3. BASIC REQUIREMENT FOR
CONDUCTING A CONFERENCE
– Date and time.
– Conference content.
– Budget.
– Conference support.
– Extra curricular activities.
– Venue and other facilities.
How to fulfill the requirement?

4. Activities required
Pre event
– Organizing committee.
– Setup time table.
– Decide date.
– Develop a program.
– Draw Budget.
– Select Venue.
– Seek sponsorship.
– Registration brochure.
– Promotion of campaign.
– Send confirmation mail to
participant.
– Maintain contact with speaker.
– Organize equipment.
– Maintain contact with speakers.
– Pack folders for participants.
Post event
1. Thankyou to the presenter, sponsor
and volunteer.
2. Publish and distribute proceedings.
3. Prepare a report of event.

5. TO FULFILL THE REQUIREMENT,
PERFORM CERTAIN ACTIVITIES
• PRE-EVENT ACTIVITIES:
1. Form an organizing committee: These positions
could be created for the specific event working
under the general direction of association office
bearers.
• COMPOSITION: Chairperson, Secretary, treasurer
and editor(in case of publishing the conference
proceeding).

6. 2. Draw up a timetable/ timeline:
A timetable is an important planning document
identifying:
– All the activities to be undertaken.
– Individuals responsible.
– Deadlines for completing each activity.
3. DECIDE A DATE
– Depend upon availability of venue and presenter.
– Shouldn’t conflict with GH or other event date.

7. 4. Develop a program
Developing a program is an early task that needs to be
undertaken by the committee. To do this:
> Review past workshops/seminars and in particular lessons-
learnt.
> Determine specific goals and learning objectives for the
session.
> If your association has a continuing professional
development program, decide if points or credits will be
allocated for seminar attendance·
> Decide on themes, topics, number of sessions.
> Identify possible speakers (a well known keynote speaker
will attract participants).
> Determine the format (e.g., interactive, lecture style).
> Develop a draft program.
> Issue invitations to suggested speakers.
> Decide on whether proceedings will be printed and finalize
the program.

8.  Draft out the design of the certificate for the
presenters, and attendees, moderators, steering
committees .
Prepare and design the plaque of appreciation for the
keynote speakers and invited speakers.
 Decide on the gift for the keynote speakers.
 Prepare for the notes , pens , bag/map, badge/name
tags .
Website to put on the information, for publication of
the proceedings or abstracts & papers .
CDs /burnt CDs for the event .
Flags and Flag pole.
Booklet of the program /abstracts .
Registration form .
Evaluation checklist .

9. 5.Draw up a budget.
• Drawing up a budget will allow the committee to identify
where money is expected to come from and what expenses are
likely to occur.
• With this information the committee will be in a good position
to say how much money will be needed, how much money will
be available to be spent, determine the registration fee, how
many attendees are needed to break even, whether or not a
profit is expected or whether the association may be required
to carry a loss.
• Expenditure may include:
payment for speaker/presenter (i.e., for travel, expenses and
speaking or honoraria payments, venue hire, equipment hire,
catering, materials (e.g. paper, pens, name badges, etc.) ,
promotion (e.g. printing, advertising), information packs, postage,
and printing of proceedings, banners , snacks , meal.

10. • Income will to come from:
Registration fees, sponsorship, subsequent sale of proceedings
(i.e. if decision is made to produce proceedings) and funds
provided by the association.
• Registration fees are generally calculated by using the
formula:
Fixed cost per person PLUS meals and material cost per person.
• Develop a cancellation and refund policy. Following points
must be considered:
 The cut off date when refunds will be made,
 whether an administration fee will be charged,
 whether a registration can be transferred to another person,
 how a cancellation can be made (e.g. by email, fax, mail),
 who should the cancellation notice be sent to and including
a ‘no show’ clause (i.e. detailing a statement on refunding
those who registered but did not show up).

11. 6. Seek Sponsorship:
• Sponsor donate the cost of session speaker, host a afternoon tea or
contributing material such as badges, folder, notebook etc.
• Sponsorship could be promoted through an announcement at the event
or by including the sponsor’s logo on promotional literature and in the
proceedings if they are published.
7. Select a venue:
• Does it fit the budgetary allocation?
• Is it accessible to public transport?
• Does it have disabled access?
• Is there parking available?
• The length of the seminar (e.g. is it over several days and if so, will
accommodation arrangements need to be offered)? Are there any
special security requirements?
• Is there sufficient space for planned activities?
• Is equipment provided by the venue (e.g., whiteboards, flip charts,
chairs, tables, sound equipment etc.)

12. 8. Develop a registration brochure.
• The style of the brochure will depend on the target audience
and resources available for its production/printing and also on
the mode of registration (online/offline).
• Format must contain the following details:
 The theme and aims of the event.
 program summary.
 date of the event.
 location details (e.g. parking arrangements, map),
participant details – name/ address/ employing
institution/ phone/ mobile/ employer/ email/ preferred
name on name badge.
 registration fee options (e.g., member of the association,
student etc.)

13. closing date for registration,
payment options (e.g., credit card, via
internet, cheque, bank draft etc.)
where to send completed registration
forms (post, email, fax, website
addresses)
contact details for event administrators
(postal address, email, fax, email
addresses) and substitution,
cancellation and refund policy.

14. 9. Plan a promotion campaign to advertise the event .
• The success of the event will largely depend on a
successful advertising campaign aimed at targeting
key audiences.
• Promotion ideas include:
 Developing posters.
 distribute registration brochures.
 developing a website for the event to upload
abstracts & full paper.
 advertising in the association’s
newsletter/bulletin and on its website.
 sending emails to participants and using social
media.

15. 10.Send confirmation letter to registrants.
• This letter could be sent by mail or email to
participants to confirm that their
registration has been received.
• It could include:
 a receipt for the registration fee paid.
 dates and place of conference.
11.Maintain contact with speakers/
presenters:
• Brief them about the event.
• Coordinate with pickup time and facility.
• Equipment required.

16. 12. Organize equipment:
e.g. laptop, ppt projector, OHP, screen, pointer,
microphone, video camera etc.
13. Develop an evaluation form:
Possible questions to include on an evaluation form to be
handed out at the end of each session include:
• What aspects of the session did you find useful?
• What aspects of the session were least useful or could
have been improved?
• What issues or questions do you want to know more
about?
• Any other comments you would like to make?

17. 13. Prepare participants’ information packs/folders.
These individual packs for participants can include:
 a copy of the program.
 information on the venue.
 training material to be used in each session
(unless handed out separately).
 biographical details about speakers/presenters.
 evaluation forms.
 pens/writing pads.
 sponsorship material.
 campus maps (information).
 CD of the program /proceeding.

18. • POST EVENT ACTIVITIES:
1. Thankyou to the presenter, sponsor and volunteer.
2. Publish and distribute proceedings.
Steps to publish proceeding are:
 gather papers from speakers.
 confirm copyright arrangements with authors.
 edit papers and liaise with authors over suggested
changes.
 seek quotes from designers and printers.
 select designer and printer.
 submit edited copy to the printer.
 examine proofs.
 make corrections and return to printer.
 approve proofs.
 distribute copies of proceedings to participants,
speakers and sponsors.

19. 3. Prepare a report on event:
A report written for the association’s executive or
governing body after the event summarizing outcomes
and identifying lessons learnt will provide valuable
information to assist with organizing future sessions.
• Point to be included in a report:
 An overview of planning and activities undertaken.
 Summary of evaluation form.
 Financial summary.
 Lesson learnt to support future planning.

20. What are conference proceeding?
– These are collection of manuscript representing the
presentation given at a conference.
– held every year in all the countries, covering almost
all discipline.
– Preconference volume containing papers to be
presented for discussion is brought out by
organizers.
– But, all the paper included in volume are not
presented.

21. SEMINAR
– Definition: A gathering of people to discuss a
“stated topic”.
– Seminar is an advanced group technique which is
usually used in higher education.
– It is an instructional technique it involves
generating a situation for a group to have a guided
interaction among themselves on a theme.
– It refers to a structured group discussion what
usually follows a formal lecture or lectures often
in the form of an essay or a paper presentation on
a theme.

22. OBJECTIVES
There are two main objectives of Seminar are:
1. Cognitive
– To develop higher cognitive abilities that is
analysis, synthesis, evaluation.
– To develop ability of responding that is valuing,
organizing etc.
– To develop ability of keen observation, experience
and present them effectively.
– To develop the ability to seek clarification and
defend ideas of other effectively.

23. 2. Affective domain
–To develop the feeling to tolerate
the opposite ideas of other.
– To develop the feeling of
cooperation.
–To acquire a good manner of putting
questions and to answer the
questions of other effectively.

24. TYPES OF SEMINAR
1. Mini seminar
– Small and simple coverage and scope.
– Small population for discussion in a classroom.
– Relevant, because it gives a good experience to conduct a major seminar at
National level.
2. Major seminar
– Conducted by Institutional or departmental level a specific topic or subject.
– Usually teacher and student both are participant.
– Specific topic or subject is selected for the theme of seminar.
3. National seminar
– Any association of any kind particularly with academic or professional interest
or an organization conduct seminar at National level.
4. International seminar
– A nation or its body can conduct or organize international seminar with wider
aspects.

25. How to organize a seminar?
• A seminar is conducted by a Organizing committee.
• Composition of Organizing committee:
1. Chairperson/ President/ Convener:
– He/She is the apex person of the
institution/department/government/concerned body.
– Directs the program and keep discussion on the theme.
2. Organizing Secretary of seminar:
– Appointed by President.
– Must be good administrator with leadership qualities.
– Decide the theme.
– Assign part of theme to different person.
– Decide the speaker.

26. 3. Chairperson of technical session of seminar:
– Person with expertise in the theme proposed for
seminar.
– Must have good experience to perform all the
activities of technical session.
4. Speaker of seminar:
– Active participant of seminar presentation who
present paper in the presence of chairperson of
technical session of seminar.
5. Participants/ paper presenters of seminar:
– Are the people who present paper and observe the
paper presented by other participants in seminar.

27. PROCEDURE
• Organizer select the theme and organize the seminar.
• Chairman of technical session conduct the activities of
seminar and direct the seminar on theme.
• Speaker speak about the theme.
• Group discussion.
• Participant seek clarification and put questions.
• Observer observe the activity of seminar.
• Feedback.

28. CONFERENCE VS SEMINAR
• Specialized speaker but not
specialized audience required.
• Interdisplinary in nature.
• Frequency: annual or biennial
conference.
• Used for business purposes
also.
• Duration: 2to 3 days or a
week.
• Require more space,
arrangement of event because
of mass participation.
• Specialized speaker and
specialized audience required.
• not Interdisplinary in nature.
• Frequency: weekly, monthly,
regular basis.
• Mainly for academics
meetings.
• Short duration than seminar,
usually one day.
• Require less space and
arrangements of event
because it is conducted for
small group of people.