The word 'Conference' is derived from the Latin word 'Conferential' which means 'to bring together'. Being a group communication activity, it is a tool of learning, training and development. People are thus able to have discussions and exchange opinions.
CHARACTERISTICS OF A CONFERENCE
- It is a platform for serious intellectual discussion.
- Participants are known as delegates.
- Decisions are not taken at Conferences.
- There is no maximum or minimum number of participants, however, a reasonable number of participants / delegates must be present in order to have a meaningful discussion.
ADVANTAGES OF CONFERENCES
- Conferences encourage exchange of ideas and opinions.
- Issues can be studied in detail and from varied angles.
- Communication is face to face and feedback is immediate.
- Employees are allowed to participate in conferences and this helps in motivating them./
- Conferences help broaden a person's outlook.
- Conferences enhance image of the organizers and sponsors.
- The discussions at conferences provide a valuable base for committee activities in the future.
DISADVANTAGES OF CONFERENCES
- Conferences are not Decision-making bodies and therefore it tends to be a fruitless intellectual exercise.
- At times only a few delegates dominate the discussion and thus there is only limited exchange of ideas.
- If the Chairperson is weak or too dominating, the conference discussion suffers.
- Vague and unrealistic conclusions do not help but rather complicate and cause more confusion.
MODERN OR CONTEMPORARY METHODS OF ORGANIZING A CONFERENCE
TELECONFERENCING - A 'Teleconference' is also called a 'Phone Meeting'. It is a conference via a mobile phone, telephone or network connection. It is an inexpensive method that facilitates more than one person to interact simultaneously. It is time saving and inexpensive as it reduces the need to travel and meet in person.
VIDEOCONFERENCING - It is a medium which provides real-time two way audio-video communication between the presenters and participants over a distance. It is widely used for business as well as academic activities. It can include media such as video clips, animation, graphics, audio, and thus enables better understanding and retention.
ORGANIZING A CONFERENCE
- The Date for the conference must first be finalised keeping in mind that it does not clash with public holidays, festivals or competing events as this will impact participation.
- The Venue for the conference must be suitable to the scale of the conference. The venue should be equipped with facilities such as microphones, LCD projectors, photocopying facilities, etc.
- The conference should be publicised via advertisements, emails, invitations to delegates and guest speakers and a confirmation must be sent well in advance.
- Arrangements for seating, stationary, refreshments, overnight stay if necessary must be made.
- On the day of the Conference a registration desk must be set up and delegates must be provided with badges, schedule of events, a folder containing the abstracts of presentations, evaluation and feedback forms, writing material, etc.
- The Inaugural Session should be well planned as it sets the mood of the conference. The Chairperson should coordinate the sessions and must deliver the concluding session. The conference must conclude with the Vote of Thanks.
CHARACTERISTICS OF A CONFERENCE
- It is a platform for serious intellectual discussion.
- Participants are known as delegates.
- Decisions are not taken at Conferences.
- There is no maximum or minimum number of participants, however, a reasonable number of participants / delegates must be present in order to have a meaningful discussion.
ADVANTAGES OF CONFERENCES
- Conferences encourage exchange of ideas and opinions.
- Issues can be studied in detail and from varied angles.
- Communication is face to face and feedback is immediate.
- Employees are allowed to participate in conferences and this helps in motivating them./
- Conferences help broaden a person's outlook.
- Conferences enhance image of the organizers and sponsors.
- The discussions at conferences provide a valuable base for committee activities in the future.
DISADVANTAGES OF CONFERENCES
- Conferences are not Decision-making bodies and therefore it tends to be a fruitless intellectual exercise.
- At times only a few delegates dominate the discussion and thus there is only limited exchange of ideas.
- If the Chairperson is weak or too dominating, the conference discussion suffers.
- Vague and unrealistic conclusions do not help but rather complicate and cause more confusion.
MODERN OR CONTEMPORARY METHODS OF ORGANIZING A CONFERENCE
TELECONFERENCING - A 'Teleconference' is also called a 'Phone Meeting'. It is a conference via a mobile phone, telephone or network connection. It is an inexpensive method that facilitates more than one person to interact simultaneously. It is time saving and inexpensive as it reduces the need to travel and meet in person.
VIDEOCONFERENCING - It is a medium which provides real-time two way audio-video communication between the presenters and participants over a distance. It is widely used for business as well as academic activities. It can include media such as video clips, animation, graphics, audio, and thus enables better understanding and retention.
ORGANIZING A CONFERENCE
- The Date for the conference must first be finalised keeping in mind that it does not clash with public holidays, festivals or competing events as this will impact participation.
- The Venue for the conference must be suitable to the scale of the conference. The venue should be equipped with facilities such as microphones, LCD projectors, photocopying facilities, etc.
- The conference should be publicised via advertisements, emails, invitations to delegates and guest speakers and a confirmation must be sent well in advance.
- Arrangements for seating, stationary, refreshments, overnight stay if necessary must be made.
- On the day of the Conference a registration desk must be set up and delegates must be provided with badges, schedule of events, a folder containing the abstracts of presentations, evaluation and feedback forms, writing material, etc.
- The Inaugural Session should be well planned as it sets the mood of the conference. The Chairperson should coordinate the sessions and must deliver the concluding session. The conference must conclude with the Vote of Thanks.
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