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' BEHIND THE SCENES HOST P l a n n i n g a conference, forum or training seminar Planning a large meeting of people depends, somewhat, on what function it will be. A convention or conference is made up of a group of delegates gathered to discuss business and hold elections. It may ( but not necessarily) include speakers and workshops. Entertainment is usual, but optional. A forum or symposium may be any group of people, associates or ' strangers', who have gathered because of interest in the theme offered. The focus of the speakers may be information, awareness and/ or persuasion. The speakers will address a specific theme, and no business will be conducted. It is optional as to whether you provide entertainment. A training seminar can be organized by a club or business for their own members, or it could be open to the public. Again, it will be on a theme or topic, and the focus of speakers will be on information, education and training. Entertainment is not usual. Whatever the function, however, there is a sequence of tasks involved. Setting a date This may sound simple, but there are considerations. The date must be the most convenient to those you hope will attend. Check for conflicting events, in the community and in your target audience. This might include such things as ' harvest' ( if a rural target) , other conferences, festivals and events, interference with holidays or other commitments. Sometimes it is advantageous, however, to hold it right after or before a similarly themed event, to benefit from publicity, enthusiasm and the fact that many interested people will already be coming to the area. If there is a declared ' week of...' or ' month of... ' ( your theme) you would want to look at the free publicity that date would offer. You might want to take advantage of ' off season' rates to reduce facility and travel costs. Consider probable weather if guests must travel. Custom may dictate a specific date ( annual convention?), but is that tradition really the best or would a change be considered? Deciding length and times of the event Usually, in any organization, club or business situation, the length is dictated by the board or council: it is seldom the decision of the program director. In some cases, such as a public seminar or forum, you may have to make this call. Your decision should be based on the following: * costs ie: extra nights, extra meals etc. * information or business that you wish to present * distance audience will come ( if they have to fly in, they may wish a few days length). * initial costs ( set up, advertising, displays, etc.) It would not be a wise use of money to spend enormous amounts on these things, then have only a one day seminar. To determine times of starting and ending , the following may be considered: * First day., if many are coming by bus or plane, when will they arrive? Maybe an evening opening to meet and greet, then the actual start in the morning. * Last day. when do flights leave? Do some have a long drive? An early closing is often best. ' Consider such things as women wanting to be home to meet the school bus. * If a one- day event, you will have to open relatively early and close in late afternoon in order to get all the information or business done. * In a longer event, if participants are staying close to the meeting facility, you can run longer and even have evening sessions if required. * Don't forget some ' free' time for participants to network. In a longer event, if most are from put of town, some time to explore the area is appreciated. Finding and booking a facility In some organizations this is dictated by custom... ie: branch groups take turns hosting the annual convention In this case, the host would be responsible to find and book an affordable facility. If you are responsible for booking the facility, you should first determine just what you will need; * Will you need overnight accommodations for the group? * What are your requirements for meals? ( catered? everyone on their own? combination of both??) * How will people arrive? Will you need a lot of parking spaces? Shuttle ( free?) to airport? Proximity to bus station? Convenient ( easy access for out of town drivers?)
Object Description
Rating | |
Title | Communicate with Confidence/Project Report |
Language | en |
Date | June 1999 |
Description
Title | communicate with confidence 62 |
Language | en |
Transcript | ' BEHIND THE SCENES HOST P l a n n i n g a conference, forum or training seminar Planning a large meeting of people depends, somewhat, on what function it will be. A convention or conference is made up of a group of delegates gathered to discuss business and hold elections. It may ( but not necessarily) include speakers and workshops. Entertainment is usual, but optional. A forum or symposium may be any group of people, associates or ' strangers', who have gathered because of interest in the theme offered. The focus of the speakers may be information, awareness and/ or persuasion. The speakers will address a specific theme, and no business will be conducted. It is optional as to whether you provide entertainment. A training seminar can be organized by a club or business for their own members, or it could be open to the public. Again, it will be on a theme or topic, and the focus of speakers will be on information, education and training. Entertainment is not usual. Whatever the function, however, there is a sequence of tasks involved. Setting a date This may sound simple, but there are considerations. The date must be the most convenient to those you hope will attend. Check for conflicting events, in the community and in your target audience. This might include such things as ' harvest' ( if a rural target) , other conferences, festivals and events, interference with holidays or other commitments. Sometimes it is advantageous, however, to hold it right after or before a similarly themed event, to benefit from publicity, enthusiasm and the fact that many interested people will already be coming to the area. If there is a declared ' week of...' or ' month of... ' ( your theme) you would want to look at the free publicity that date would offer. You might want to take advantage of ' off season' rates to reduce facility and travel costs. Consider probable weather if guests must travel. Custom may dictate a specific date ( annual convention?), but is that tradition really the best or would a change be considered? Deciding length and times of the event Usually, in any organization, club or business situation, the length is dictated by the board or council: it is seldom the decision of the program director. In some cases, such as a public seminar or forum, you may have to make this call. Your decision should be based on the following: * costs ie: extra nights, extra meals etc. * information or business that you wish to present * distance audience will come ( if they have to fly in, they may wish a few days length). * initial costs ( set up, advertising, displays, etc.) It would not be a wise use of money to spend enormous amounts on these things, then have only a one day seminar. To determine times of starting and ending , the following may be considered: * First day., if many are coming by bus or plane, when will they arrive? Maybe an evening opening to meet and greet, then the actual start in the morning. * Last day. when do flights leave? Do some have a long drive? An early closing is often best. ' Consider such things as women wanting to be home to meet the school bus. * If a one- day event, you will have to open relatively early and close in late afternoon in order to get all the information or business done. * In a longer event, if participants are staying close to the meeting facility, you can run longer and even have evening sessions if required. * Don't forget some ' free' time for participants to network. In a longer event, if most are from put of town, some time to explore the area is appreciated. Finding and booking a facility In some organizations this is dictated by custom... ie: branch groups take turns hosting the annual convention In this case, the host would be responsible to find and book an affordable facility. If you are responsible for booking the facility, you should first determine just what you will need; * Will you need overnight accommodations for the group? * What are your requirements for meals? ( catered? everyone on their own? combination of both??) * How will people arrive? Will you need a lot of parking spaces? Shuttle ( free?) to airport? Proximity to bus station? Convenient ( easy access for out of town drivers?) |
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