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Planning a conference.

Article Excerpt
[check] This checklist is for those who are responsible for planning a conference. Conferences can be productive and memorable if they achieve the objectives of both the organisation and the delegates. Alternatively, they can be disorganised, the material irrelevant and a waste of delegates' time. The difference between the two is careful and detailed planning of the whole process, from the setting of objectives to the studious observation of protocol at the final dinner. If any detail is left to chance, and something goes wrong as a result, then the conference will be a failure for someone, and this can rebound on the organisers and the host organisation.

Definition

Conferences are held for many varied reasons--promotional, in-company, educational or sales based, to name a few. This checklist concentrates on conferences run for profit.

Basically a conference is a gathering of speakers and delegates meeting to solve particular problems, take specific decisions, discuss or learn about issues of mutual interest, publicise services to potential markets, or discuss cooperation with other bodies.

Action checklist

1. Establish the need for a conference

If you have never organised a conference before, be warned; relative to some other methods of achieving your objectives planning a conference can be very expensive and time-consuming. Ask yourself:

* whom you want to reach

* what you want to say, ask or discuss, and why

* how and where you want to say it.

By answering these questions you will both determine whether a conference really is the most appropriate and cost-effective way of achieving your objectives,...