Planning the Program

Conference Programs - Week 3 1

The Objectives

The Needs (of Association and Delegates)

Conference Theme

Program duration / content

The Budget

Adult Learning Principles

Conference Programs - Week 3 2

Organisational Objectives/NeedsTo make moneyTo train / educate staff or delegatesTo launch a productStrategic planningTo rewardTo improve awareness of association/ profileStrengthen membership

Conference Programs - Week 3 3

Delegate Objectives / NeedsTo networkTo be exposed to latest developmentsTo improve profileTo have an opportunity to presentTo be educated / trainedTo have funTo have a holiday and claim on tax!

Conference Programs - Week 3 4

A good place to start ascertaining delegate needs…..

• Look at historical data (evaluation forms)

• Historical Demographics

• Profiles

• Recognize and understand adult learning styles

Conference Programs - Week 3 5

Ascertaining the objectives and delegate needs

is a pre-requisite to :

Selecting the location of the meeting

Determining the appropriate length of the meeting

Potential audience size

Conference Programs - Week 3 6

Develop a dynamic program, choosing major themes or tracks which meet the objective

Recognize the need for a meeting design which creates encouraging conditions for participants (both formally and informally)

Why have a theme………….. Common thread linking program, food, décor

and entertainment – not all events require a theme

Example – ‘THE MATRIX’ – 2004 theme of the MIAA Conference

http://www.meetingsevents.com.au/matrix/program.shtml

Conference Programs - Week 3 7

Development of Technical / Educational Program

Developing the Social Program

Accompanying Persons Program

Developing Pre & Post Program / Tours (Association)

Trade & Sponsorship (Association)

Conference Programs - Week 3 8

The meeting professional should establish a template for the entire conference / event that details all major time blocks –

Plenary Sessions – General assembly for all persons activelyinvolved in the meeting

Workshops – Seminars emphasizing free discussions, sharing of ideas, demo etc

Concurrent Sessions – Multiple simultaneous topics covering

a wide range of interest (different rooms)

Conference Programs - Week 3 9

Refreshment Breaks

Meals

Social Events

Trade Show

Tours

Registration Hours

Conference Programs - Week 3 10

Conference Programs - Week 3 11

Structuring the Educational Program

Objectives and needs will assist with the development of the program content:

Topics and Speakers Design pace and style of program Determine length of sessions and schedule program variety Presentation modes and instructional styles AV and staging constraints Determine the format of materials to support presentations

Ensure program matches objectives, space and budget

Conference Programs - Week 3 12

Access, registration and start time Session Length

Our attention span is limited General Rule no session should last more than

40-50 minutes without short breaks Consider Q & A after the session

Breaks Stretch, Coffee Breaks, telephone calls etc. 20 mins for - 50 pax 30 mins for + 50 pax

Conference Programs - Week 3 13

● Lunch90 mins to 2 hours - With Speaker

45 mins to 1 hour - Without Speaker

● Dinner

35 mins – 50 mins per course (generally 3 hours inc breaks)

● Cocktails1 hours – 2.5 hours

● Pre-Dinner Drinks

30 mins to 45 mins

Conference Programs - Week 3 14

Conference Programs - Week 3 15

Time allowances for people movement between sessions, assuming all sessions are located in one building:

Up to 100 people 5 mins

100 – 500 people 10 mins

500 – 1000 people 15 mins

Conference Programs - Week 3 16

Some general tips:

• Decide the types of sessions first• Then slot them into the programme• Activities which demand prior thought or preparation by the participants, are best undertaken after a break• Consider the audience attitude towards the subject• Fatigue factor, morning best for concentration

Conference Programs - Week 3 17

Answer to the following questions will help you to decide how to schedule sessions:

• Where will this subject best fit into the programme – what does it follow or precede?

• How interested will the audience be?

• How important is the subject to the organisation – and the audience

• How familiar is the audience with the subject matter?

• Would this be better handled in the total group or in a smaller group?

Conference Programs - Week 3 18

Plenary Session Speaker A

Speaker BPlenary Session

30-40 mins

BREAK

30-40 mins

Conference Programs - Week 3 19

Structure Consideration for Structure Consideration for Larger ConferencesLarger Conferences

Workshops Session 1

Speaker A 45 mins

LUNCH

Speaker BSpecial Interest

Workshop

Special Interest

Workshop

Concurrent Sessions

Topic 1 Topic 2 Topic 4 45 minsTopic 3

Conference Programs - Week 3 20

•General / Plenary

•Breakouts / Concurrent

•Workshops

•LabsLabs replicate the work environment with equipment to practice or learn new skills

•Tour and Site Visits

•Exhibit / Trade Shows

Conference Programs - Week 3 21

How to Organise Effective Conferences and Meetings, David Seekings, 1997

Meeting and Conventions – A Planning Guide,

MPI 2003