Organizing Conference

How to Organize Conference

By: Dr. Mary Habib

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Why conferences are important?

Conferences are used to bring together people with common interests and discuss issues and ideas relating to a specific topic. Conferences can be held on almost any topic, come in many sizes, and can be run by any number of organizations. In order to organize a successful conference, it requires intensive time, planning, and resources. This section of the Toolbox describes what a conference is, why and when you might want to organize one, who might do so, and how to go about it successfully.

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Introduction

Why?

Why?

Objectives

Checklist

Why conferences are important?

• Important for profession develpment
• Establish new contacts and networks
• Publish reserach papers
• Attract Funding
• Enhance reputation (Practioners & host Instituition)

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Introduction

Why?

Why?

Objectives

Checklist

Conference Attendees

There are 1.8 million event held yearly.. Only 27000 from them are conferences

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Total Attendees

Introduction

204 M

Statistics

Cooperate Attendees

107 M

Types

Trade shows attendees

Attendees

24 M

Checklist

Academic Attendees and organizers

73 M

Statistics from American Conferences

Training Objectives

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Introduction

Objectives

Statistics

Checklist

Types of Conferences

Types of Conferences

Types of Conferences

Initial Checklist

What is evaluated

Drag the icons on the line to evaluate the different fields.

12 – 9 months prior to conference • Determine initial name, date, theme • Set on the contact person, assistant, secretaire • Write down the conference objectives • Determine the Invited speaker 9 – 6 months prior to conference • Determine initial time, location • Begin Organizing registration, abstracts, bookings, payments, etc • Update the Invited speakers • Send reminder emails such as abstract submission and early bird deadlines • Start conference website

Call for Papers

What do you need to consider

Which one you need to start with while calling for conference papers?

6 - 3 months prior to conference • Prepare the organizing committee - Divide teams • Begin collecting registration, abstracts, bookings, payments, etc • Declare conference program at glance • Register the conference online event/conference calendars • Launch the conference website • Confirm Budget 3 - 1 months prior to conference • Call and schedule the Invited speakers • Declare the actual conference program

Quiz

TRUE

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FALSE

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Question 1/5

Question 1

The Organizing Committee prepare the detailed conference program 6 months prior to confenference

False

True

Question 1/5

Question 1 answer

The Organizing Committee prepare the detailed conference program 6 months prior to confenference

Next Question

True

Question 2/5

Question 2

Before starting a conference plan you need to confirm your budget

False

True

Question 2/5

Question 2 Answer

Before starting a conference plan you need to set conference objectives not the conference budget

Next Question

False

Question 3/5

Question 3

Checking the room set-ups and media in each room should be done during the conference

False

True

Question 3/5

Question 3 Answer

Checking the room set-ups and media in each room should be done during the conference

Next Question

True

Question 4/5

Question 4

To start announcing about collecting the abstracts and proposals, you need to be in 6 - 9 month prior to conference

False

True

Question 4/5

Question 4 Solution

To start announcing about collecting the abstracts and proposals, you need to be in 6 - 3 month prior to conference

Next Question

False

Question 5/5

Question 5

By giving everyone in the team a certain job, you will meet the conference objectives with keeping the team motived

False

True

Question 5/5

Question 5 Answer

By giving everyone in the team a certain job, you will meet the conference objectives with keeping the team motived

Start Over

True

How to Organize Conference Part 2

By: Dr. Mary Habib

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Let's recap! Part 1

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Recap

Attendees

Final Checklist

Five Types of Attendees

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Work Skipper

The Lone Wolf

The Professional

Swag Collector

Selfie Queen

Just hard to talk to. They aren’t there for your opinion, friendship. They have one of two agendas: Their boss is making them attend. They genuinely need to learn something. They are not listening to you, but are in fact, mentally weighing which talk to attend to next.

Recap

attend every conference ever created. It is unclear how they are able to attend so many conferences. Presumably, they work somewhere. More research is needed on this fascinating species.

Has no interest in conferences. They are there for two reasons: Avoiding their day job Attending the after parties The Work Skipper is a fun species and always knows where the beer line will form.

Their life mission is to stuff their swag bags with every pen, notebook, brochure, from the conference. Their call is “Hey, can I have your extra Hubspot pens? Can I? Can I? Can I? Thanks, buddy.”

The Selfie Queen is generally a female that wants a selfie with every speaker, After the conference ends, expect to see several posts about the, “Time I spent with my new bestie…”

Attendees

Q2

Q3

All of them are important, but pay attention to spoillers, depending on your conference objectives

Battle Plan

• General Organizer (Dean)
• Srecrutary
• Program Chair (Prof.)
• Program Committee members:
• Abstracts & Recomendation writing

• Media Team (Website, Camera, Live stream, Coverage)

• Session Team (or secial session)
• Evaluation Team
• Bages & Certificates Team

(Organizing Committees)

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Recap

Attendees

Battle Plan

Budget Plan

Communication

Checklist

Remember that, when you divide, you conquer

Budget Plan

• Venue Hire: Restaurant, Hotel, Campus
• Staff time
• Marketing expenses: Website, brochures, fliers, sponsered social media posts, bags, notebooks, pens, trophies, certificate
• Registration expenses: International conferences, Publishing
• Air and ground transportation and Accommodations

• Food and beverage
• Entertainment and recreation: Shows, giveaways
• Special expenses: Covid 19
• Speakers and training: Cancellation
• Taxes / gratuities

• Audio-visual equipment and production costs
• IT / internet costs/ Air Conditioner

Source of Fund

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Recap

Attendees

Battle Plan

Budget Plan

Communication

Checklist

Communication Plan

Pre-event

• Update Website
• Google Calendar
• Call Speakers & Keynote
• Networking for Attendees
• Send Emails
• Initation letters

• Big splach on Social Media Platforms
• Confirm Bookings

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Recap

Attendees

Battle Plan

Budget Plan

Communication

Checklist

Communication Plan

Post-event

• Keep up with updating research papers for publishing
• Print recommendations and send to attendees
• Thank You email!
• Videos and Pictures
• Evaluation sheets

• Send emails for who didn't attend!

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Recap

Attendees

Battle Plan

Budget Plan

Communication

Checklist

During Conference

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Recap

• Check Rooms
• Put name Tags
• VIP Seatings
• Registration Desk
• Check catering

Attendees

Battle Plan

Budget Plan

Communication

During

After

After Conference

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Recap

Attendees

Evaluation Comments & Feedback (Attendees, OT, Board) Thank You notes

All Payment Done Improvement points

Battle Plan

Budget Plan

Communication

During

After

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Wrap up!

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Attendees

Final Checklist

Wrap Up

Part 2 Quiz

TRUE

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FALSE

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Question 1/5

Question 1

Choosing conference date and time depends on the audience

False

True

Question 1/5

Question 1 answer

Choosing conference date and time depends on the audience

Next Question

True

Question 2/5

Question 2

The conference co-organizers doesn't include Partners

False

True

Question 2/5

Question 2 Answer

The conference co-organizers include partners, delegative team and main organizer

Next Question

False

Question 3/5

Question 3

The best defination for conference battle plan is Divide and Conquer

False

True

Question 3/5

Question 3 Answer

The best defination for conference battle plan is Divide and Conquer

Next Question

True

Question 4/5

Question 4

It's a must to build a conference website

False

True

Question 4/5

Question 4 Solution

It's optional to build a conference website, but you have to promote the conference on social media platforms

Next Question

False

Question 5/5

Question 5

The conference communication plan includes post-survey and feedback

False

True

Question 5/5

Question 5 Answer

The conference communication plan includes post-survey and feedback

Start Over

True