How to hold a conference meeting

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Find a location.

  • Figure out the city right off the bat. Take your intended audience and the scope of the conference into account. …
  • Nail down a specific venue after you’ve developed a budget and found some good speakers. The facilities themselves are probably the most important factor in choosing a venue. …
  • Keep convenience and travel time in mind when selecting a venue. …
  • Consider parking and ancillary events, especially if attendees are traveling overnight from out of town.
  • In addition to the event venue, you need to find a good nearby bar (or three) where people can blow off steam, nice restaurants where you can entertain important guests, …
And to hold such conference in a successful manner, a person needs to follow certain steps and they are as follows.
  1. Introduce oneself over the phone: …
  2. Know all the participants of the conference call: …
  3. Agenda of the conference call: …
  4. Highlight the facts: …
  5. Duration of the conference call:

How do you hold a meeting?

If you are holding a meeting, here are 17 fundamental techniques to follow: Send out a meeting request. This is normally done through Outlook or whatever e-mail exchange server you are using. Think about who needs to attend, and who might want to attend (you can cc those people).

How do you organize a conference?

Organizing a conference involves several phases: Creating an organizing structure – putting together the group of people who are going to organize and run the conference, and planning the ways they’ll work together. You might call this group and its function the “infrastructure” of the conference.

Where should I Hold my Conference?

These and similar questions are the ones you should be asking to determine where you might want to hold your conference. Many large conferences are held in hotels, which, incidentally, do a good deal of their business by running conferences. Most hotels have large ballrooms and a number of smaller meeting rooms which serve as conference facilities.

What do you need to know about attending a conference?

You also need to find out how long the conference will last. Industry consensus suggests that a conference with around 300 participants calls for two full days. Larger, more in-depth conferences may stretch for even longer. Here are some great rules of thumb to keep in mind:

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How do you arrange a conference meeting?

How to organise a conference in 10 steps (with templates)Formulate your event strategy. … Embrace conference technology. … Delegate, dammit. … Think through your budget and pricing model. … (Carefully) choose your venue. … Build a website that does your conference justice. … Invite your speakers and authors. … Get your reviewers onboard.More items…•


How do you hold a conference call?

How to make a conference call on an AndroidMake a call.After connecting, press the “Add Call” icon. The graphic features a person with a “+” next to it. … Dial the second party, and wait for them to answer.Press the “Merge” icon. This will appear as two arrows merging into one.


How do you run a successful conference?

How to Run an Effective Conference: The 7 Steps You Need to…Work out the key details in advance. … Determine what your value proposition is. … Choose the perfect venue. … Decide the best time to hold your event. … Set your budget. … Choose your speakers carefully. … Find attendees on Facebook.


What are the steps to conduct a meeting?

The 7 Step Meeting Process is a powerful framework for running efficient and effective meetings….The meeting process adheres to the following timed agenda:Clarify Aim/Purpose.Assign Roles.Review Agenda.Work through Agenda.Review meeting record.Plan Next Steps and Next Agenda.Evaluate.


What are the do’s and don’ts of conference calling?

During a conference call you want to choose a quiet location. You don’t want to be the person that has the loud noise in the background. You also don’t want to get distracted during the call and when you are called on, you ask them to repeat the question.


How do you start a conference call?

Opening the meeting – What do you say to start a conference call?Hello, everyone. Allow me to make a roll call before we start.Hi, everyone. … Now that we’re all here, I think we can start.I think everyone’s connected now. … I would like to welcome everybody here today.


What are the 4 P’s of effective meetings?

Use this template to identify and explain the 4 Ps required to run an effective meeting: Purpose, Product, People, and Process.


What do you say at the end of a meeting?

Closing a MeetingIt looks like we’ve run out of time, so I guess we’ll finish here.I think we’ve covered everything on the list.I guess that will be all for today.Well, look at that…we’ve finished ahead of schedule for once.If no one has anything else to add, then I think we’ll wrap this up.More items…


What is a meeting checklist?

List decisions that must be made during the meeting. Include space for meeting notes, next steps, and task assignment in your agenda. Create an agenda and share a link to it in a calendar invite. Select the appropriate meeting participants and send the invite.


What do you say when chairing a meeting?

1:1920:19Chair a Meeting in English – Useful English Phrases for MeetingsYouTubeStart of suggested clipEnd of suggested clipYou could say if I could have your attention please. Could I have your attention please goodMoreYou could say if I could have your attention please. Could I have your attention please good afternoon everyone you can also put two of these phrases.


How do you make conferences more interesting?

10 Ways To Make Your Conferences InterestingIce Breaker Sessions. Most attendees feel awkward when they are in a room full of strangers. … Make it Interactive. … Emcee To The Rescue. … Storytelling To Grab Attention. … Breakout Sessions. … Video Montages. … World Cafe Discussions. … Props Over PowerPoint.More items…•


What makes a good conference venue?

Choose a venue that’s close to a variety of accommodation and one where delegates can easily access amenities such as shops, cafes, restaurants, bars and cultural attractions. This is especially useful if the conference is over the course of a few days.


1. Plan in Advance

Start planning for big events, at least eight or twelve months before the date of the event. Choose a venue, catering services, seating arrangements, budgeting, and speakers to avoid last-minute hassles. When you plan early, you become clear with the things to be done, and you make proper arrangements accordingly.


2. Naming the Conference

It’s important to name your conference. Otherwise, the audience won’t come and attend the session. Firstly, know your target audience for whom you are organizing the session and name it accordingly so that the audience will get attracted to it. Create a unique name for your conference that doesn’t match or look similar to any other conference.


3. Budgeting

Planning a wise budget will make your event successful. When you organize any conference, you need to remember that your motive might not be to generate profit, but you shouldn’t incur a loss. Stick to your planned budget and spend it wisely wherever required.


4. Delegation of Tasks

You can’t organize a conference single-handedly; you require people and a team that would support you to make your event successful. Delegating the tasks is the best decision you will take while organizing your event. Choose a team with the right members who are dedicated, honest, and loyal towards their work.


5. Selecting Speakers and Guests

It is a difficult but most important step in organizing a conference. After finalizing the dates and venues, choose a speaker for your event. Try to choose a speaker who is experienced, who helps in engaging with your audience throughout, who shares his experiences, who will not just come and bore the audience.


6. Tickets and Sales

It is highly recommended that you shouldn’t charge high fees and set the pricing of tickets low, as your motive is not to earn profit from this event, but to cover other costs, you might charge a reasonable fee from the audience. Give discounts to students, charge fees for providing meals, charge fees depending on the kind of audience.


7. Advertising

Social media presence is very important to attract the target audience. Create a website and have a URL that will contain all the important information related to the venue, food, lodging, and transportation. The website must contain the theme and name of the speakers to attract the audience. Advertise your event on Facebook, Instagram, Twitter.


What is holding a meeting?

Holding a Meeting – Business Essentials . Part of being a manager is holding meetings. One thing that is for certain, you need to be prepared. The meetings can be anything from a quick follow up with a couple of employees, to a formal PowerPoint presentation to upper management. Meetings can be very productive, but they can also be a waste of time.


What is the purpose of a meeting?

Get to the point. The purpose of the meeting is to achieve a result of some sort, whether it is informational, discussing new goals, or going over a new process, etc.


How long should a meeting run?

Most meetings should run from ½ hour to 1 hour. You might also want to set a timeframe around each item on the agenda. Send out any meeting material at least two days prior to the meeting . This includes documents, PowerPoint’s, charts, graphs, and any other reading material.


How to be an effective facilitator?

Be an effective facilitator by keeping the participants on track to accomplish the goals of the meeting. Make sure you prioritize the meeting subjects. If you have ten topics to discuss, do not put the most important ones at the bottom of the list.


Why are laptops bad for meetings?

One of the biggest problems in meetings is the use of laptops to check e-mail, getting calls on cell phones, conflict between employees when discussing a certain topic, people who want to take over the meeting, and people who just want to do the time and get out as soon as possible.


How long should you wait for a pre-review meeting?

Begin the meeting on time . Do not be late to your own meeting, and if you are waiting on participants, wait no longer than 5 minutes. They will get the point and be early for the next meeting.


Can a meeting be a waste of time?

Meetings can be very productive, but they can also be a waste of time. You need to make the right decision when and when not to hold a meeting. You may find that you can accomplish the meeting goals with just an e-mail or quick conference call.


First Ask Yourself: Is This Actually a Meeting?

Before you book a room and set a time, you must ask yourself first if the meeting you are planning to hold is necessary.


How to Hold a Meeting – Start on Time. End on Time

One of the worst ways to start a meeting is by waiting for some people to show up. If you are the person in charge, make sure you show up for the meeting before everyone else. Waiting in a meeting room can be frustrating, especially for those who have a lot of work to do.


Prepare People to Actively Listen

It can be difficult to get people to pay attention in a meeting. So, before the meeting starts, try as much as you can to prepare people who will attend to actively listen. This is a communication technique that your attendants need to have.


Establish Ownership of the Meeting

Someone needs to claim responsibility for what will be happening in the meeting. This means that there should be a proper agenda, and it should be clear who will do follow-ups and measure the success of the meeting. If there are any key points brought up in the meeting, you must also ensure that someone jots them down.


Have a Clear Agenda

A meeting without an agenda is pointless. These types of meetings generally end up being social events, or worse; they can turn into heated arguments. This wastes valuable time and should be avoided at all costs. Every meeting that you hold must have a specific agenda so that people know why they are gathering.


Invite People Who Need to Be There

Another bad meeting habit is inviting people who should not be in the meeting. It can be very tempting to try and get everyone in a meeting or think that more people mean more ideas. However, this is not true at all. The success of a meeting is not determined by the number of people in it.


End with an Action Plan

The last few minutes of every meeting must be spent discussing the next steps. As you are discussing this, talk about who is responsible for what and what the deadlines are. If you are not careful, people can walk out of a meeting without knowing what next steps they should take. Such meetings are nothing but a waste of time.


How many people are needed for a conference planning team?

While some items can be combined, a planning team usually consists of three to five people with additional staff as required by the scope of conference. Develop a budget. Develop a budget and stick to it. Decide whether the goal is to break even or produce a profit, and then if there is a specific revenue target.


What should a Wi-Fi manager do at a conference?

Unless your conference is smaller than 100 people, the Wi-Fi manager should do nothing else. A social media person, who keeps a flow of tweets, status updates, and posts going for the length of the conference. A doorperson. This can be the same person who conducts registration at a smaller conference.


What is the biggest draw of a conference?

The speakers at a conference are, along with the location, the biggest draw. In terms of attendance, they can make or break the conference’s success. People don’t come for the catering, after all. When choosing speakers, consider the number of speakers, panel members, or hosts needed for conference.


What happens if you have a narrow audience?

If it is too narrow an audience, you won’t find a market for the conference. If it is too broad, you run the risk of a bland theme that will not hold your attendees’ interest.


Is the Asian American Law Enforcement Conference a demographic target?

The theme can be subject oriented or aimed at a demographic target. For instance, the “Asian-American Law Enforcement Officers’ Conference” is a demographic target, while “Marketing Manuscripts to Independent Publishers” is a subject oriented theme.


Is hosting a business conference stressful?

Hosting an important business conference can be a stressful experience! But it can also be energizing and an excellent way to advance your career. The good news is, most anyone can learn how to organize a successful conference.


Do in-house conferences have fees?

An in-house conference usually has no fees , as expenses are paid by company. A charitable event might have large fees for tax deductions or small to enhance attendance and spread the message. If you’re just starting a small conference, you can’t count on employers paying the costs, so take that into account.


What are the benefits of attending a conference?

Benefits of attending conferences. There are a lot of potential benefits of attending conferences that go beyond the simple “network and learn from speakers.”. Of course those are important, but there are other benefits that people don’t always consider. For example: Social media content from the conference.


What is the point of a conference?

The point of a conference isn’t just to meet people—it’s to network with people. If you go to a conference with a networking goal in mind, you need to make sure that you stay in touch with people after the conference. Your level of follow up depends on the kind of relationship you want to have with someone.


What is one great connection?

One great connection can lead to new job opportunities, partnerships, and content creation. One new idea, if it’s the right one, can change the way you approach all of your work. One great connection can lead to new job opportunities, partnerships, and content creation. Conferences and networking matter. Tweet this!


Why do we need a conference?

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 be successful, a conference requires intensive time, planning, and resources.


How long does a conference last?

A conference may last a few hours or several days. It may be a one-time event, or a regular (usually annual) fixture on participants’ schedules. It may be held at the YMCA down the street, or in a hotel in Paris or Barcelona or San Francisco. It may also be one of several types: Academic conferences.


What is a conference framework?

The structure and contents of conferences can vary greatly, but a typical framework would include one or more presentations of work and/or ideas about a given topic. These presentations may take the form of lectures, slide shows or films, workshops, panel discussions, and/or interactive experiences.


Where do people stay at grassroots conferences?

Participants at grassroots conferences might stay in local people’s homes, in hostels, or in vacant dorms for little or no charge, or might camp. Conference organizers often agree to pay lodging expenses or to provide a home stay for a keynote speaker and/or other “special guests.”. Fees.


Why do bidders run conferences?

They may also run conferences as funders – bidders’ conferences to help potential funding applicants understand a bidding process, for instance, or conferences to explain new regulations or other important information to funded groups. Coalitions.


What does the Latin word “conference” mean?

The Latin roots of the word “conference” mean, literally, “Bring together. ”. A conference brings together people and ideas. In the cases of health and community work, conferences often have the goal of generating or working toward solutions to problems or broader social change.


What is training conference?

Training conferences. A training conference may be run by a professional association, but is at least as likely to be conducted by an industry or industry organization, a state or federal agency, or a local coalition or initiative.


Why is it important to have an in person meeting?

In-person meetings and events also save you from relying on technology. If you’re having connection problems, power outages, microphones aren’t tuned properly, or any other issue arises, the event won’t go as smoothly.


Is it better to hold a meeting face to face?

Many people say face-to-face is the best way to hold a meeting. You can typically connect better with the other participants than you would over a webinar. Plus, everyone involved feels like they are participating, even if they’re just part of the audience.

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Plan in Advance


Naming The Conference

  • It’s important to name your conference. Otherwise, the audience won’t come and attend the session. Firstly, know your target audience for whom you are organizing the session and name it accordingly so that the audience will get attracted to it. Create a unique name for your conference that doesn’t match or look similar to any other conference. Also, pick a theme that suits your go…

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Budgeting

  • Planning a wise budget will make your event successful. When you organize any conference, you need to remember that your motive might not be to generate profit, but you shouldn’t incur a loss. Stick to your planned budget and spend it wisely wherever required. Spend where you will be able to earn some value for yourself, your company, and its employees. Try to get more sponsors as t…

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Delegation of Tasks

  • You can’t organize a conference single-handedly; you require people and a team that would support you to make your event successful. Delegating the tasks is the best decision you will take while organizing your event. Choose a team with the right members who are dedicated, honest, and loyal towards their work. Discipline should be there in any team…

See more on resurchify.com


Selecting Speakers and Guests

  • It is a difficult but most important step in organizing a conference. After finalizing the dates and venues, choose a speaker for your event. Try to choose a speaker who is experienced, who helps in engaging with your audience throughout, who shares his experiences, who will not just come and bore the audience. Thus, look at speakers’ reviews, profiles, and past experiences and choo…

See more on resurchify.com


Tickets and Sales

  • It is highly recommended that you shouldn’t charge high fees and set the pricing of tickets low, as your motive is not to earn profit from this event, but to cover other costs, you might charge a reasonable fee from the audience. Give discounts to students, charge fees for providing meals, charge fees depending on the kind of audience. Also, start accepting registrations one month in …

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Advertising

  • Social media presence is very important to attract the target audience. Create a website and have a URL that will contain all the important information related to the venue, food, lodging, and transportation. The website must contain the theme and name of the speakers to attract the audience. Advertise your event on Facebook, Instagram, Twitter. Post the stories, countdowns, a…

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Target Audience

  • You must remember that whatever you are doing must attract the target audience only. Chose a segment of people you want to attract and focus on them only. There are many kinds of audiences, but you have to promote it to a particular sect. Identify the sect and promote it in various ways. Also, invite people of the same segment from different cities, states, and countrie…

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The Day of The Event

  • Fnally, the day arrives, and all your hard work will pay off. So, to make your event without flaws, communicate with your team members about their roles and responsibilities see that the sound system and other materials are well equipped. Practice one day prior about the things which are going to happen and create an aura. Talk with the caters about the food management and thus …

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Post-Event Feedback

  • Taking feedbacks are an integral part of any conference. Feedback lets you know how much you succeeded. Once the event is over, take necessary feedback from the audience so that you can know where you lacked and what made your event successful. You will know whether the speakers engaged with the audience or not. Also, feedbacks help in the future as you can impro…

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