Understanding The Reasons For Conferences
Conferences are sometimes also called seminars, which are usually smaller groups of delegates, or symposiums – a conference or meeting to discuss a particular subject. Whatever the title, and whatever the subject, one thing is instrumental to them all: that is communication.
From the local gardening club to the richest charities, from trade associations to multinational companies, all will have their own agenda and reason for running a conference. It could be:
- for fund-raising
- to raise awareness
- to share information
- a learning forum
- a promotional event
- to bring together members or employees spread throughout the country or overseas.
Very different reasons and very different organisations, but there are many elements of the organisation process of the event that will be similar in each case.
Understanding The Reasons For Conferences
Conferences are sometimes also called seminars, which are usually smaller groups of delegates, or symposiums – a conference or meeting to discuss a particular subject. Whatever the title, and whatever the subject, one thing is instrumental to them all: that is communication.
From the local gardening club to the richest charities, from trade associations to multinational companies, all will have their own agenda and reason for running a conference. It could be:
- for fund-raising
- to raise awareness
- to share information
- a learning forum
- a promotional event
- to bring together members or employees spread throughout the country or overseas.
Very different reasons and very different organisations, but there are many elements of the organisation process of the event that will be similar in each case.
Knowing Who Runs Conferences
Some organisations employ dedicated conference staff, often within an events department, trained by staff experienced in event management. This is often the case if the organisation runs several events each year as part of the company’s overall marketing strategy. Freelance professional conference organisers may be contracted-in to increase manpower when required. Alternatively, in these days of short-term contracts and tendering, an organisation may contract-out all of their event management to a freelance organiser or specialist company. This can be beneficial to the company as a cost-effective option allowing the company to concentrate on its core skills and objectives.
However in many, particularly smaller, organisations, charities, societies and clubs, the responsibility for putting together the conference is often delegated to an untrained and inexperienced person, committee member or marketing assistant who is expected to take on the workload whilst carrying out their normal job.
Indeed the task can be a daunting one, and there are many pitfalls, but with guidance it can be done. A well organised event can have a great impact on the stakeholders, be they paying delegates, invited guests, speakers, members of the press, in-house staff, etc, but a badly organised event can have a disastrous effect which will be remembered for a long time. Many professional
conference organisers originally came into the industry ‘unintentionally’ having been asked to run their first conference whilst working in other roles. Having enjoyed it so much they then chose to make a career move into the industry.
Understanding The Importance Of Communication
Communication is vital to society. Without communication we would have no chance of survival. The very fact that early man was a co-operative hunter means that they must have been able to communicate in one way or another. A baby communicates its feelings of hunger by crying, a board of directors communicates with shareholders by written communication, a mute person communicates using hand signals. To impart information of any kind we need to find the method of communication appropriate to our circumstances.
Conferences are all about communication – be it to sell, to inform, to enthuse, to entertain, or to educate.