Communicate with Confidence/Project Report

              ' BEHIND THE SCENES HOST
P l a n n i n g a conference, forum or training seminar
Planning a large meeting of people depends,
somewhat, on what function it will be.
A convention or conference is made up of a group
of delegates gathered to discuss business and hold
elections. It may ( but not necessarily) include speakers and
workshops. Entertainment is usual, but optional.
A forum or symposium may be any group of
people, associates or ' strangers', who have gathered
because of interest in the theme offered. The focus of the
speakers may be information, awareness and/ or persuasion.
The speakers will address a specific theme, and no business
will be conducted. It is optional as to whether you provide
entertainment.
A training seminar can be organized by a club or
business for their own members, or it could be open to the
public. Again, it will be on a theme or topic, and the focus
of speakers will be on information, education and training.
Entertainment is not usual.
Whatever the function, however, there is a
sequence of tasks involved.
Setting a date
This may sound simple, but there are
considerations. The date must be the most convenient to
those you hope will attend.
Check for conflicting events, in the community and in
your target audience. This might include such things as
' harvest' ( if a rural target) , other conferences, festivals and
events, interference with holidays or other commitments.
Sometimes it is advantageous, however, to hold it right
after or before a similarly themed event, to benefit from
publicity, enthusiasm and the fact that many interested
people will already be coming to the area. If there is a
declared ' week of...' or ' month of... ' ( your theme) you
would want to look at the free publicity that date would
offer.
You might want to take advantage of ' off season'
rates to reduce facility and travel costs.
Consider probable weather if guests must travel.
Custom may dictate a specific date ( annual
convention?), but is that tradition really the best or would a
change be considered?
Deciding length and times of the event
Usually, in any organization, club or business
situation, the length is dictated by the board or council: it is
seldom the decision of the program director.
In some cases, such as a public seminar or forum, you may
have to make this call. Your decision should be based on the
following:
* costs ie: extra nights, extra meals etc.
* information or business that you wish to present
* distance audience will come ( if they have to fly in, they
may wish a few days length).
* initial costs ( set up, advertising, displays, etc.) It would
not be a wise use of money to spend enormous
amounts on these things, then have only a one
day seminar.
To determine times of starting and ending , the following
may be considered:
* First day., if many are coming by bus or plane, when will
they arrive? Maybe an evening opening to meet and greet,
then the actual start in the morning.
* Last day. when do flights leave? Do some have a long
drive? An early closing is often best. ' Consider such things
as women wanting to be home to meet the school bus.
* If a one- day event, you will have to open relatively early
and close in late afternoon in order to get all the
information or business done.
* In a longer event, if participants are staying close to the
meeting facility, you can run longer and even have evening
sessions if required.
* Don't forget some ' free' time for participants to network.
In a longer event, if most are from put of town, some time to
explore the area is appreciated.
Finding and booking a facility
In some organizations this is dictated by custom... ie:
branch groups take turns hosting the annual convention In
this case, the host would be responsible to find and book an
affordable facility.
If you are responsible for booking the facility,
you should first determine just what you will need;
* Will you need overnight accommodations for the group?
* What are your requirements for meals? ( catered? everyone
on their own? combination of both??)
* How will people arrive?
Will you need a lot of parking spaces?
Shuttle ( free?) to airport?
Proximity to bus station?
Convenient ( easy access for out of town drivers?)