Meetings and Conferences

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Meetings and Conferences

• Warren C. Weber

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Types of Gatherings

• Conference, Convention, Congress
• Meeting
• Seminar
• Assembly
• Colloquium
• Workshop
• Summit

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Planning Meetings
Planning Meetings

• Why?
• What?
• Who?
• When?
• Where?

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Executive Checklist

• Why Do We Need a Meeting?
• What Do We Want to Achieve?

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Choosing the Venue

• Specifications Depend on Need
• Classroom
• Boardroom
• U Shaped
• Theatre

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What Sort of Venue

• Hotels
• Universities
• Business Schools
• Conference Centers

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How Do Hotels Make Profits on Meetings?

• 1. Providing Accommodations
• Price Ranges
• 24 hr. Conference Rate
• Discount Rates
• 2. Guarantees
• Cancellations
• 3. Food Beverage Sales

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Demand Service--Its Your Right!

• 1. VIP Guest Room
• 2. Promotional Clipboard
• 3. Conference Room Setting
• Classroom Style or Conventional
• Breakout Rooms
• Amenities4. Shuttle Service

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The Role of the Chairperson

• Guide Event
• Announce

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Chairpersons Qualifications

• Excellent Public Speaker
• Subject Expertise
• Unbiased
• Mediator and
• Facilitator

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Budget

• Fixed Costs
• Variable Costs
• Total Cost

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Cash Flow

• Covering Cash Flow Shortfall

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Economizing the Budget

• The Venue
• Transportation
• Services
• Unplanned Expenditures
• Euphoria
• Novel Sources of Income

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The Program

• Methods of Presentation
• Audience Participation
• Breaks
• Accompanying Persons

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The Speakers

• Calls For Papers
• Briefing Speakers
• Interpretation

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The Event

• Managing a Meeting
• The Administrative Task
• Moving Large Numbers of People
• Staff
• Support Services
• Keep in Touch
• Evaluating Effectiveness of Event

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3 General Principles (Registration)

• Simplicity
• Foresight
• Common
• Sense

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Points To Consider When Designing Registration

• Obtain All Information Needed by Registration
  Staff
• Contain Sufficient Staff to Handle
• Must Look Attractive
• Forms for Different Events Should Be Different
  (Color)

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What is Needed in a Conference Organizer

• An Administrative Executive
• A Planner
• A Coordinator of Information
• A Presentation Specialist
• A Consultant

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Questions Organizers Should Ask

• Can We Afford to Divert Time Energy of
  Executives?
• If So, Do These Executives Possess the Expertise
  to Do It Well?

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How To Communicate

• Visualize Information
• Select Graphic Medium Based on Various Criteria
• There are Various Presentation Media
• Present Detailed Handouts

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Room Facilities

• Adequately Sized for Intended Presentation Media
• Be Capable of Being Blacked Out
• Provide Needed illumination
• Provide Adequate Electrical Control
• Provide Good Ventilation
• Have Good Acoustics (No Echo, Outside Noise)

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Sound

• Microphone
• Music and Video/Film Sound
• Amplification Systems
• Positioning Loudspeakers
• Bass/Treble

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Legibility of Visuals

• Keep Copy to a Minimum
• Keep Copy Simple
• Use Landscape Format (Slides)
• Disclose Information Progressively
• Produce Special Artwork
• Use Pictures

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Legibility of Visuals (Contd.)

• Use Graphs and Diagrams
• Use Bold Lettering
• Use Reversed Text Techniques
• Vary the Pace

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Video Media

• Projection
• Video Wall
• Live TV
• Interactive Video
• Audience Response System

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Teleconferencing

• Audioconferencing
• Videoconferencing
• Business Television
• Computerconferencing

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Advantages of Teleconferencing

• Savings in Time and Money
• Speedier Response
• Meetings are Easier to Arrange
• Effective Use of People
• Increasing Personal Productivity
• Avoiding Stress and Fatigue

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A Glimpse Into the Future

• Lasers (Moving Graphical Displays)
• Multimedia
• Virtual Reality
• Holography

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Thats All Folks