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Conferences

Job Thomas#10, MBA (PT)

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Conference

Is a form of meeting

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Origin of the word

Latin conferentiaConfer:- to consult together; compare opinions; carry on discussion or deliberation. -ence:- indicating an action, state, condition, or quality

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Word meaning

–noun a meeting for consultation or discussionthe act of conferring or consulting together; consultation.Government . a meeting, as of various legislative committees.

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Working definition

Conference one to many form of communication.a forum for oral communication among the people of same intellectual ability/ protocol/ hierarchy etc.

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Conferences Vs Seminars

ConferencesThe participants are of same intellectual levelDiscussion takes place among speaker and audience

SeminarsThe knowledge of the speaker is disseminated to the audience

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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.

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AcademicMedia

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Classification of conference

Based on mode– Physical conference in which participants

physically meet together.– Virtual conference like web conferencing. – etc.

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Classification of conference

Based on frequency– Annual conference.– Bieniel conference.– etc.

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Classification of conference

Based on geographical representation of participants– Local conference– National conference.– Inter-national conference.– etc.

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Stages in the conduct of conferences

Planning stageImplementation stage– Initial implementation stage– Final Implementation stage– Activities prior to the event

During the eventAfter the event

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Planning stage

Identifying the theme of conferenceLocating team membersPreparing budget Preparing draft schedulePreparing time line (with deadlines) for each activityLocating target groupetc.

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Initial implementation stage

Fixing the organiser(s)Finalising the title of the conferenceFixing place, venue, date(s) and timingDeciding the schedule of activities during the eventPreparation of background materials (brochure etc.)Launching a website for the eventAdvertising : sending information to potential target groupetc.

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Final implementation stage

Raising fund: Collect fee from sponsors and delegates Updating websiteMeeting with team members and volunteers for defining the roles and responsibilitiesVisiting the venue with team members Arranging conference kit, food, accommodation, conveyanceetc.

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Prior to event

Reminding VIPs about the eventChecking the arrangements for conveyanceChecking 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 kitChecking the schedule of programme etc.

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During the event

Confirmation of arrangements in the venue– Reception counter– Conference room

Making sure that speakers are aware about time constrainsWelcoming delegate for the eventEnsuring that photograph is taken for all important eventsEnsuring the quality and quantity of food, water etc.Thanking delegates after the eventCollecting feedback from participantetc.

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After the event

Acknowledge the help rendered from team membersSettlement of accountsFeedback analysisReleasing conference proceedings & sending it to participantsDistributing photographs to participants and publish in the websitePost review meeting to perform better next time.

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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 specialisedtopic

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Guidelines for international conferencing

GUIDE FOR ORGANISERS OF INTERNATIONAL CONFERENCES/SEMINARS/WORKSHOPS ETC. BEING HELD IN INDIA http://mha.nic.in/uniquepage.asp?Id_Pk=336

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Guidelines for international conferencing

Necessity– Cultural difference– Government and Law of the land related issues– Security aspects

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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.

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2. What does not constitute an international conference etc.

Meetings organized by sister concern abroad.

Sports meets

Arts festivals.

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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.

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4. Visa to the foreign participantsReceiving of clearence from nodal ministrySend invitation to foreigners Advising to opt for 'conference visa'

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Thank you for your kind attention