Types Of Communication

Many different methods of communication are used. The first we normally think of is of course verbal, but the first communication you have with a delegate will probably be in the form of written words. During the event itself messages will be received, sometimes subliminally, by the delegates through:

• logos
• diagrams
• banners
• body language (facial expressions, body posture and gestures).

 

As the conference manager you must be aware of the need for good communication skills. Think of all the people you will be interacting with. A few are shown in Figure 1.

 

How You Already Interact

You will already be communicating with many people in your own organisation, whether they are work colleagues or fellow society members. Think about the various groups who you interact with on a regular basis. Try drawing a diagram as Figure 1, and include as many groups as possible and list below each which types of communication you may use. You will be surprised at how many there are and so how practised you must already be!

Planning Your Own Conference

Conferences can be customised to your own specific requirements. They can last for a whole day, half a day, a weekend, an evening, two days or more. The word ‘conference’ merely describes the nature of the event. The content, duration and outcome of it can be entirely at your discretion. Although you may feel more confident following someone else’s example at your first event, feel free to be imaginative and creative.

Conferences do not all have to consist of a panel of speakers addressing a totally passive audience. You could include debates, hands-on experiences, workshops and discussion groups. It can be kicked off with a sponsored breakfast and finished off with a gala dinner. You can incorporate a small exhibition, a competition or challenge of some kind, and utilise lighting, special effects and imaginative stage sets to increase the impact of the event.

Individualising Your Conference

Conferences can be held in hotels, on boats, in museums, or in purpose-built conference and training centres. They can be for half a dozen people or for thousands. They may be run in conjunction with a major exhibition, or they may be a conference first and foremost and include their own small exhibition. No two events are the same, not even when run by the same organisation on the same theme.

The mix of speakers, organisers, delegates and supporting staff will combine to produce a different atmosphere every time. External events attracting media interest in a particular subject can vastly increase the popularity of the event if the interest is positive, or drastically affect its success if negative.

Fees charged for attending events vary enormously. Some events are free of charge, whilst others may charge hundreds of pounds for a one-day event. Budgets may be huge, supported by big sponsorship deals, or it may be run on a shoe-string and be self-financing.

There may be one or two speakers, or there may be dozens. Speakers may be paid hundreds of pounds, or just expenses. Every organiser will have their own way of doing things, their own priorities and their own schedule. You will need to find what works for you.

Benefits Of A Conference

• Provides an environment for networking.
• Provides a forum for discussion.
• Provides an opportunity to promote ideas/products/ beliefs.
• Creates a sense of belonging.
• Can enable learning and awareness.

Checklist

• What resources are available to you and what happens if you need more?
• What are the limits of your responsibilities and what tasks can you delegate? Don’t forget you can delegate authority but you cannot delegate responsibility.
• What can you, and what would you like to, do yourself?
• What do you need help to do?
• What contacts do you already have? Where can you find more?
• What help is available?
• How many different purposes can you list for your conference?