IEEE TRANSACTIONS ON PROFESSIONAL COMMUNICATION, VOL. PC-26, NO. 3, SEPTEMBER 1983

Planning and Organizing an Annual Conference

JANET H. POTVIN

Abstract-Holding a successful conference year.after year consti- tutes a hallmark of excellence for a professional society. While many factors contribute to the success of such a meeting, a key factor is careful planning and organization. To aid the first-time conference chairperson, this paper describes a systematic approach to conference planning and organization: (1) making preliminary analyses and assessments; (2) obtaining the agreement of cosponsors; (3) selecting key conference officers; (4) organizing conference committees; (5 ) selecting the conference site, hotel, and dates; (6) developing the conference master plan; (7) following through and implementing planning decisions; (8) anticipating and managing contingencies; and (9) coordinating post-conference activities. Using a systematic ap- proach simplifies the task and makes it possible to run an annual meeting successfully.

OUTLINE

Introduction

Making Preliminary Analyses and Assessments

Setting meeting objectives Analyzing the target audience Determining implementation methods

Obtaining the Agreement of Cosponsors

Selecting Key Conference Officers - ~

Selecting a conference manager Selecting the conference chairperson

Organizing the Conference Committees

Determining the conference committees Selecting the committee chairpersons

Selecting the Conference Site, Hotel, and Dates

Selecting the conference site Selecting the conference hotel Selecting the conference dates

Developing the Conference Master Plan

Establishing a planning timetable Assessing meeting objectives and developing a method of

approach Selecting the conference theme

Determining the approach to the technical and social programs Planning for student involvement in the conference Establishing policies and guidelines for gifts and exhibits Setting audiovisual equipment policy Planning conference publicity and publications Preparing a tentative budget: Determining sources of funding

and projecting costs

Following Through and Implementing Planning Decisions

Preparing publications and the publicity campaign Selecting session chairpersons, workshop and tutorial leaders,

and speakers Establishing a management system for handling submitted

papers, author correspondence, and requests for informa- tion

Making final arrangements with the conference hotel Arranging social programs and special events Setting registration fees and deadlines Finalizing the budget Establishing the program: Arranging technical sessions,

socials, and special events Coordinating conference arrangements Setting the stage for the next year's conference

Anticipating and Managing Contingencies

Identifying-potential problem areas on an initial walk-through Reviewing conference arrangements with the hotel staff Overseeing the opening of registration Being available to answer questions and resolve difficulties

Coordinating Post-Conference Activities

Writing letters' of appreciation Ensuring that bills are paid Reporting the conference to society members Preparing the financial report for the society

Conclusion

Appendix: Guidelines for Planning and Scheduling Conference Publications

Call for papers Announcements Author's kit Program Program highlights brochure Newsletter Descriptive abstracts Proceedings

Received November 19, 1982; revised April 25, 1983. The author is Director of Technical Writing at The University of

Registration packet

Texas at Arlington, Department of English, P. 0. Box 19035, Program addenda or errata Arlington, TX 76019; (817) 273-2692. Production alternatives

0361 -1434/83/0900-0123S01 .OO 0 1983 IEEE

124 IEEE TRANSACTIONS ON PROFESSIONAL COMMUNICATION, VOL. PC-26, NO. 3, SEPTEMBER 1983

INTRODUCTION ing a conference plan; organizing committees; develop- ing and administering a budget; setting deadlines; planning technical and social programs; obtaining session chairper- sons and speakers; scheduling, writing, editing, designing, and managing publications; arranging for publicity; obtain- ing support from industry; and coordinating local arrange- ments. Nevertheless, the job can be done. It requires careful planning and organization, delegation of responsibility to capable associates, and coordination of efforts, attention to detail, and adherence to schedule.

The success of the annual conference of a professional society depends upon a number of factors, including the time and location of the meeting; the attractions of the local area and the local arrangements; the ability of the conference chairperson and planning committee to attract and select program participants and to organize technical sessions, socials, and special events; the extent of the pub- licity campaign and the quality of the conference publica- tions; the cost of attending the meeting and the travel funds available to attendees; the quality of the technical program; and the number of program participants and meeting at- tendees. The individual who chairs such a conference for the first time may feel overwhelmed by the multiplicity of tasks that, seemingly, must all be done at the same time: Among them are formulating meeting objectives; devis-

To aid the first-time conference chairperson, this paper describes a systematic approach to conference planning and organization and provides guidelines for carrying out the major tasks involved. As shown in Fig. 1, the process of planning and organizing a national (or international) annual conference can be divided into nine main steps. Individual

Making preliminary Obtaining the agreement Selecting key conference Organizing the conference Selecting the conference analyses and assessments o f cosponsors officers committees site, hotel, and dates

Selecting a conference Determining the confer- Selecting the conference Setting meeting objec- ( tives

Selecting the conference Selectiilg the committee Selecting the conference chairperson chairpersons

I

Analyzing the target audience

Selecting the conference I Anticipating and managing contingencies

Following through and imple- menting planning decisions I- Coordinattng postconference 4 activites ' I

I

Establishing a planning time- table

Preparing publications and Identifying potential problem

Assessing meetlng objectives and developing a method of

Selecting session chairpersons, Rev~ew~ng conference arrange- 1 . ments ' w l th . the hotel staff I Establishing a management system for handling submitted I Overseeing the opening o f

registration I I Reporting the conference to society members I Selecting the conference 1 theme I Preparing the financial report for the society

Being available t o answer ques- I tions and resolve difficulties ( 1

Making final arrangements with the conference hotel

Determining the approach to the technical and social

Planning for student involve- ment i n the conference

Arranging social programs and special events

Setting registration fees and deadlines

lines for gifts and exhibits - -

t Setting audiovisual equipment policy

I Finalizing the budget I

Establishing the program = I Planning conference publicity and publications I

I

Coordinating conference I 1 Preparing a tentative budget I arrangements

+ 1

I Setting the stage for the next year's conference I

Fig. 1. Steps in planning and organizing an annual conference.