[Exercise Name] Initial Planning Conference [Date] Initial Planning Conference [Date]
Conference Planning Program
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Transcript of Conference Planning Program
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Planning the Program
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The Objectives
The Needs (of Association and Delegates)
Conference Theme
Program duration / content
The Budget
Adult Learning Principles
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Organisational Objectives/NeedsTo make moneyTo train / educate staff or delegatesTo launch a productStrategic planningTo rewardTo improve awareness of association/ profileStrengthen membership
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Delegate Objectives / NeedsTo networkTo be exposed to latest developmentsTo improve profileTo have an opportunity to presentTo be educated / trainedTo have funTo have a holiday and claim on tax!
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A good place to start ascertaining delegate needs…..
• Look at historical data (evaluation forms)
• Historical Demographics
• Profiles
• Recognize and understand adult learning styles
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Ascertaining the objectives and delegate needs
is a pre-requisite to :
Selecting the location of the meeting
Determining the appropriate length of the meeting
Potential audience size
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Develop a dynamic program, choosing major themes or tracks which meet the objective
Recognize the need for a meeting design which creates encouraging conditions for participants (both formally and informally)
Why have a theme………….. Common thread linking program, food, décor
and entertainment – not all events require a theme
Example – ‘THE MATRIX’ – 2004 theme of the MIAA Conference
http://www.meetingsevents.com.au/matrix/program.shtml
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Development of Technical / Educational Program
Developing the Social Program
Accompanying Persons Program
Developing Pre & Post Program / Tours (Association)
Trade & Sponsorship (Association)
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The meeting professional should establish a template for the entire conference / event that details all major time blocks –
Plenary Sessions – General assembly for all persons activelyinvolved in the meeting
Workshops – Seminars emphasizing free discussions, sharing of ideas, demo etc
Concurrent Sessions – Multiple simultaneous topics covering
a wide range of interest (different rooms)
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Refreshment Breaks
Meals
Social Events
Trade Show
Tours
Registration Hours
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Structuring the Educational Program
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Objectives and needs will assist with the development of the program content:
Topics and Speakers Design pace and style of program Determine length of sessions and schedule program variety Presentation modes and instructional styles AV and staging constraints Determine the format of materials to support presentations
Ensure program matches objectives, space and budget
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Access, registration and start time Session Length
Our attention span is limited General Rule no session should last more than
40-50 minutes without short breaks Consider Q & A after the session
Breaks Stretch, Coffee Breaks, telephone calls etc. 20 mins for - 50 pax 30 mins for + 50 pax
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● Lunch90 mins to 2 hours - With Speaker
45 mins to 1 hour - Without Speaker
● Dinner
35 mins – 50 mins per course (generally 3 hours inc breaks)
● Cocktails1 hours – 2.5 hours
● Pre-Dinner Drinks
30 mins to 45 mins
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Time allowances for people movement between sessions, assuming all sessions are located in one building:
Up to 100 people 5 mins
100 – 500 people 10 mins
500 – 1000 people 15 mins
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Some general tips:
• Decide the types of sessions first• Then slot them into the programme• Activities which demand prior thought or preparation by the participants, are best undertaken after a break• Consider the audience attitude towards the subject• Fatigue factor, morning best for concentration
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Answer to the following questions will help you to decide how to schedule sessions:
• Where will this subject best fit into the programme – what does it follow or precede?
• How interested will the audience be?
• How important is the subject to the organisation – and the audience
• How familiar is the audience with the subject matter?
• Would this be better handled in the total group or in a smaller group?
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Plenary Session Speaker A
Speaker BPlenary Session
30-40 mins
BREAK
30-40 mins
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Structure Consideration for Structure Consideration for Larger ConferencesLarger Conferences
Workshops Session 1
Speaker A 45 mins
LUNCH
Speaker BSpecial Interest
Workshop
Special Interest
Workshop
Concurrent Sessions
Topic 1 Topic 2 Topic 4 45 minsTopic 3
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•General / Plenary
•Breakouts / Concurrent
•Workshops
•LabsLabs replicate the work environment with equipment to practice or learn new skills
•Tour and Site Visits
•Exhibit / Trade Shows
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How to Organise Effective Conferences and Meetings, David Seekings, 1997
Meeting and Conventions – A Planning Guide,
MPI 2003