Planning and hosting a conference guidelines for BSHM Students

Planning and hosting a conference guidelines for BSHM Students

1. PLANNING AND ORGANIZING CONFERENCE Aiza Mae M. Monzales

2. Table of Contents Conference Types of Conference Importance of Conducting a Conference Guide in Organizing Conference 02 04 01 03

3. CONFERENCE 01

4. What is CONFERENCE? A conference is, by and large, a congregation of people coming together to discuss and share information and ideas around a chosen subject.

5. IMPORTANCE OF CONDUCTING A CONFERENCE 02

6. Importance of Conducting a Conference The Role of Conferences The role of a conference is to gather like-minded individuals from across the country or across the globe, to learn, discuss thoughts, network, share ideas, create new ideas, and to ignite motivation. The benefits of attending a conference are different for everyone. By attending a conference, individuals are expanding their professional and personal development, and are provided with insightful information that couldn’t be taught internally from within the organization or online.

7. Importance of Conducting a Conference The Advantages of Conferences Fresh Perspective There are many advantages to attending conferences. As Dr. Stephen Covey so eloquently says, “We must never become too busy sawing to take time to sharpen the saw.” Sharpen the Saw meaning preserving and enhancing the greatest asset an individual has – which is themselves.

8. Importance of Conducting a Conference The Advantages of Conferences Networking Developing a strong professional network has become one of the key prerequisites for professional success.

9. Importance of Conducting a Conference The Advantages of Conferences Learning Another advantage of conferences is that they provide a blended learning environment with multiple opportunities for individuals to learn and engage in a wide array of formats.

10. Importance of Conducting a Conference The Advantages of Conferences Spark new ideas Conferences are a great way for employees to be inspired by fresh ideas, to start rethinking the status quo, and to hopefully leave ready to tackle business challenges in creative and innovative ways.

11. TYPES OF CONFERENCE 03

12. Types of Conference Press conferences are most likely one of the most well known types of ‘conference’ outside of the business. An Annual General Meeting (or AGM) is a formal gathering of a company’s shareholders. Held every year, at this type of conference the directors of the company will deliver a presentation relating to the company’s performance and plans for the future. Press Conferences Annual General Meetings

13. Types of Conference Conventions are annual events that usually take place on a large scale. The purpose of a convention is to bring people together with a common passion to enjoy discussions, entertainment and more around a certain topic. Venus has a beautiful name, is the second planet from the Sun and its atmosphere is extremely poisonous Conventions Product Launches

14. GUIDE IN ORGANIZING CONFERENCE 04

15. Step-by-step Guide Step 1: Decide on a theme Every great conference needs a theme. What’s the unifying message that your speakers will deliver and what’s the key takeaway for conference attendees? Guide in Organizing Conference

16. Step-by-step Guide Step 2: Assemble your A-team Chances are, you won’t be organizing a whole conference all by yourself. You’ll need a dedicated team of people to assume responsibility for different aspects of the planning, negotiations, and promotion. Guide in Organizing Conference

17. Step-by-step Guide Step 2: Assemble your A-team Your core team will likely include: • Planning team • Sponsorships team • Administration team • Volunteers • Marketing team Guide in Organizing Conference

18. Step-by-step Guide Step 3: Prepare a budget & business plan Whether your conference is funded by sponsors or not, you’ll have to put together a budget. You need to know where your money is being earned and spent. Guide in Organizing Conference

19. Step-by-step Guide Step 4: Settle on a date Now it’s time to decide when your conference will take place. As discussed, that date should be anywhere from six months to a year ahead. Guide in Organizing Conference

20. Step-by-step Guide Step 5: Book the venue Once you know the date, you can start looking for available venues that match your requirements. Guide in Organizing Conference

21. Step-by-step Guide Step 6: Arrange catering & other vendors (optional) Typically, a dedicated conference venue will also provide on-site catering. If that’s not the case, you’ll need to bring in external vendors. Guide in Organizing Conference

22. Step-by-step Guide Step 7: Line up your speakers This may just be the most critical step of all. Your speakers are the stars of your conference. You want a solid lineup in order to attract attendees and guarantee a professional experience. Guide in Organizing Conference

23. Step-by-step Guide Step 8: Put together an agenda Now that the key elements are in place, it’s time to shape them into a detailed agenda. Ideally, you want your agenda to be in place at least four months before the conference starts. Guide in Organizing Conference

24. Step-by-step Guide Step 9: Start registering attendees It’s finally time for what is arguably the most exciting part: Getting people to sign up for your conference! Guide in Organizing Conference

25. Step-by-step Guide Step 10: Promote your conference You now have your venue, key speakers, a clear conference programme, and a website (or event page) to guide people to. From now on, your main focus is promoting the conference via all available channels. Guide in Organizing Conference

26. Step-by-step Guide Step 11: Take care of on-site planning In this step you get down to the nitty-gritty details to address how attendees will physically navigate the venue on the day. Guide in Organizing Conference

27. Step-by-step Guide Step 12: Host the conference Provided that you’ve followed all the above steps and have a team of volunteers in charge of on-the-day activities, there shouldn’t be much for you to worry about. Guide in Organizing Conference

28. THANK YOU!