conference

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2. CONFERENCES
 Definition: An Event ,Large gathering of individuals or members of one
or several organizations, for discussing matters of common interest.
 Type of business meeting.
 Conference Hall - room where conferences are held.
 The level of formality increases with size of group.
 The level of formality is an indication of objectives and climate of
meetings.
 A formal means preplanned. It has a predetermined set of topics
 Informal meetings are generally not planned well in advance.
 meetings can be formal or informal, but conferences and conventions
are very much formal, and have a program of activities planned.
 The number of participants is greater and wider subject matter in
conference than seminar or symposium.
 Wide range of activity such as formal lectures, exhibitions & audio-visual
presentations.
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3.  types of conferences:
o Academic conference-A formal event where researchers present results,
workshops, and other activities.
o News conferences is a media event in which newsmakers invite
journalists to hear them speak and, most often, ask questions.
o parent teacher conference-A meeting with a child's teacher to discuss
grades and school performance.
o Video conference- by a set of telecommunication technologies which
allow two or more locations to communicate by simultaneous two-way
video and audio transmissions. It has also been called 'visual
collaboration‘.
 Discussion generally results in a set of suggestions on the topic/theme
of the conference.
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4. SIGNIFICANCE
 Plays significance role in developing analytical & questioning attitude
among the participants.
 Participants make an attempt to define the subject of discussion, its
scope, critical factors.
 Offers the suggestion at the end.
 Within the organizations, conferences are held to train employees.
 A conference within a business organization can provide necessary
information on policies, procedures, traditions etc.
 New employees can share the practical knowledge & experience of
seniors.
 Conferences lead employees to think more effectively & more about
objectives & challenges of the organization as a whole.
 Conference sessions can bring about a positive change in conferee’s (A
person who attends a conference) attitude.
 In a well planned conference, information is collected, problems are
defined and analyzed, all the advantages and disadvantages of the
alternatives are discussed. 4

5. PLANNING & PREPARATION
 Organizing a conference is a challenging task.
 It requires planning & systematic preparation.
 Guidelines for planning conference.
o Decide on a broad area & then narrow it down to a specific theme after
consulting other members of the organization.
o After deciding theme, identify related issues that have Satisfactory
scope for discussion.
o Prepare list for conferees.
o Decide the date.
o Identify a chief guest and get her/his agreement.
o Work out the topics for various sessions and identify the chairperson,
vice-chairperson , & lead speaker.
o Prepare a list of invitees.
o Estimate the budget & fix the registration fee.
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6. o prepare a brochure.
 Theme of conference;
 Name of sponsor/s, dates;
 Name of organizer/s;
 An introduction to the theme and to the host organization;
 Related issues on which papers can be presented;
 Travel accommodator;
 Registration form, and deadlines for submission of abstract of papapers
 Address of conference coordinator.
 Plan well ahead (at least three months in advance);
 Prepare a conference evaluation form.
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7. PROCEDURE
 It is the duty of the convener (One who calls a meeting) of the
conference to ensure that the required information reaches all the
prospective conferees and invitees.
 Arrangement made for the following.
o Transport
o Seating
o Accommodation
o projection facilities
o Reception
o Identifying volunteers
o Timing & duration of sessions
o Launch and tea breaks
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8. o Abstract of all papers to be presented
o Invitation for inaugural and concluding sessions
o Production of required
o Venue
o Material to be distributed
 at the inaugural sessions, the convener of the conference should
welcome all the guests & introduce the theme of the conference and
also mention the arrangements.
 Duration of conference can vary from 1 to 3 days.
 During the closing session, the conference evaluation sheet may be
circulated to be filled by participants.
 Once conference is over , prepare a report containing the session
details, name of participants & summary of the discussion on each topic.
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14. Thank You
Prepared By:-Tosif Shekh
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