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Conferences and seminars


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Dr. Job Thomas
Reader in Civil Engineering, School of Engineering
Cochin University of Science and Technology
Cochin -22, email:

Published in: Education
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Conferences and seminars

  1. 1. Conferences Job Thomas #10, MBA (PT)1
  2. 2. Conference Is a form of meeting2
  3. 3. Origin of the word Latin conferentia Confer:- to consult together; compare opinions; carry on discussion or deliberation. -ence:- indicating an action, state, condition, or quality3
  4. 4. Word meaning –noun a meeting for consultation or discussion the act of conferring or consulting together; consultation. Government . a meeting, as of various legislative committees.4
  5. 5. Working definition Conference one to many form of communication. a forum for oral communication among the people of same intellectual ability/ protocol/ hierarchy etc.5
  6. 6. Conferences Vs Seminars Conferences Seminars The participants are of The knowledge of the same intellectual level speaker is Discussion takes place disseminated to the among speaker and audience audience6
  7. 7. Classification of conference Based on theme or subject – Academic conference, researchers present results – Professional conference professional activity. – Settlement conference, to settle their dispute. – Media conference – etc.7
  8. 8. Academic Media8
  9. 9. Classification of conference Based on mode – Physical conference in which participants physically meet together. – Virtual conference like web conferencing. – etc.9
  10. 10. 10
  11. 11. Classification of conference Based on frequency – Annual conference. – Bieniel conference. – etc.11
  12. 12. Classification of conference Based on geographical representation of participants – Local conference – National conference. – Inter-national conference. – etc.12
  13. 13. Stages in the conduct of conferences Planning stage Implementation stage – Initial implementation stage – Final Implementation stage – Activities prior to the event During the event After the event13
  14. 14. Planning stage Identifying the theme of conference Locating team members Preparing budget Preparing draft schedule Preparing time line (with deadlines) for each activity Locating target group etc.14
  15. 15. Initial implementation stage Fixing the organiser(s) Finalising the title of the conference Fixing place, venue, date(s) and timing Deciding the schedule of activities during the event Preparation of background materials (brochure etc.) Launching a website for the event Advertising : sending information to potential target group etc.15
  16. 16. 16
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  19. 19. Final implementation stage Raising fund: Collect fee from sponsors and delegates Updating website Meeting with team members and volunteers for defining the roles and responsibilities Visiting the venue with team members Arranging conference kit, food, accommodation, conveyance etc.19
  20. 20. Prior to event Reminding VIPs about the event Checking the arrangements for conveyance Checking the arrangements in the conference venue – With or without podium - arrangements for photograph – Seating arrangement - dinning hall – Reception counter – Parking facility – Entrances & welcome banners – Green room – Contact persons for emergency situations Checking the conference kit20 Checking the schedule of programme etc.
  21. 21. 21Conference room without podium
  22. 22. 22Conference room with podium
  23. 23. During the event Confirmation of arrangements in the venue – Reception counter – Conference room Making sure that speakers are aware about time constrains Welcoming delegate for the event Ensuring that photograph is taken for all important events Ensuring the quality and quantity of food, water etc. Thanking delegates after the event Collecting feedback from participant etc.23
  24. 24. After the event Acknowledge the help rendered from team members Settlement of accounts Feedback analysis Releasing conference proceedings & sending it to participants Distributing photographs to participants and publish in the website Post review meeting to perform better next time.24
  25. 25. Synonyms for Conference Convention is a large gathering of people who share a common interest Assembly refers to an official meeting of the members. Summit is the meeting of heads in government department. Symposium is a conference on a specialised topic25
  27. 27. Guidelines for international conferencing Necessity – Cultural difference – Government and Law of the land related issues – Security aspects27
  28. 28. 1. What is International Conference etc. discussions/ deliberations/ interaction and exchange of thoughts and ideas on a specific subject matter participants from foreign countries take part.28
  29. 29. 2. What does not constitute an international conference etc. Meetings organized by sister concern abroad. Sports meets Arts festivals.29
  30. 30. 3. How to proceed for a clearance submit proposal 8 weeks before the event – Name and address of organizer. – Topic/Topics covered. – Venue. – Date of the event. – Tentative lists of the participating countries.30
  31. 31. 4. Visa to the foreign participants Receiving of clearence from nodal ministry Send invitation to foreigners Advising to opt for conference visa31
  32. 32. Thank you for your kind attention32