All you need to know about Conferences

This slide gives a brief overview about things to be done before, during and after a conference to make it effective. The slide covers steps, objectives, advantages, disadvantages and types of conferences.

1. Conference By - Sanjeet Yadav

2. A Conference is an act of consulting and discussing to share knowledge ,experience , thoughts ,feelings ,and opinions among a group of people who have common objectives . A conference is generally understood as a Formal meeting of several people to discuss a particular topic. At a conference, innovative ideas are thrown about and new information is exchanged among experts . A group of people involved in conference can discuss their individuals as well as collective problems .

3. Essentials of an effective conference meeting ….. The leader has to carry out the function of guiding the discussion , keeping it on track and arrive at a useful conclusion . The number of the conferees must be limited to a reasonable extent . The conference hall facilities must be adequate and ought to be kept in order . The conferees invited for the meeting must be capable of making valuable contribution to the discussion . The topics and purpose of the conference meeting must be clarified . The conference leader and the participants must make adequate preparation for the discussion . They must be interested and enthusiastic .

4. Objectives behind conducting conferences…. Conference are vital to decision making process . The participants define the problem and ascertain the depth , scope and the critical factors of the problem . Its plays a vital role in developing a analytical and questioning attitude of a Conferees . Conference can also be used for modifying attitudes , opinions and feelings of the participants . A employee who attends conference starts thinking in terms of the company as a whole . His participation raises his morale and strengthens his confidence .

5. Steps of conduct a conference The leader has the responsibility to ensure that the arrangements are made properly. The Arrangements begin with an agenda , list of participants , date and time and venue of the meeting . Notice of meeting with agenda should be served to participants at least a week ago. It should be ensured that there is proper ventilation/Air -Conditioning , lighting in the conference room . Chairs and table must be arranged in a way so as to provide face to face interaction with everyone . Stationary must be arranged beforehand ; this includes notepads , pen , pencils etc .

6. It is necessary that arrangements must be made for refreshment like tea , lunch etc . For meeting at which there are out-station participants or guest , it is necessary to have a team of persons to look after their accommodation , needs , tickets , booking etc . A meeting depends to a great extend on the comfort of the members/participants . If they are comfortable about their arrangements they will pay proper attention to the proceedings that will lead to better results .

7. Advantages and disadvantages…. Advantages.. It has diversity of views . It encourages new creative ideas and solutions to problems A conference has the advantage of expert opinion given by some well informed member . Disadvantages… Group decision taken in conference tend to be time consuming . Blurred focus and irrelevant discussion very often defeat the purpose of a conference . In terms of time and money , a conference proves to be very expensive .

8. Types of conference… 1. Audio Conferencing – It is most frequently used , most productive and inexpensive medium , it is also called “ phone meeting “ . 2. Audio Graphics Conferencing – It provides the faculty to move text , computer generated images , photographs over ordinary phone line ( like the Internet ) . 3. Video Conferencing – It is the most expensive medium of all . It allow people at different locations to see and hear each other like face to face meeting . All these together called as Teleconferencing .

9. Difference between conference and meeting.. People get together to exchange views in a conference as well in a meeting . Conference is generally used for a large, formal meeting with a clear and well-defined agenda. Meeting is general , and is mostly used for smaller informal gatherings. A meeting room might just be a simple room for a quick meeting. Whereas a conference room might be more equipped or have dedicated presentation facilities. The place called 'Conference Hall' or a 'Meeting Room' - it usually depends on the size and the facilities available.