CONFERENCE HOSTING INVOLVES THE WORKS OF VARIOUS COMMITTEES

2007-03-08 10:33:40

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Careful planning and coordination are required in successful conference hosting. You have to plan the setting up of conference facilities as well as mobilize people across organizations to help attain the goal of the conference.

Planning for conference hosting generally requires setting up of committees assigned to be responsible on every aspect of conference preparation. Generally, each committee must be set-up to handle participation and attendance, conference events, conference kits and security.

Participation and Attendance Committee

It takes charge on the identification of people and organizations to be invited as participants to the conference. It is tasked to send out invitations to short listed participants and continuously follow-up their attendance to the conference.

The committee is also in charge of arranging the accommodation and transportation requirements of the participants. It coordinates with hotels to block off rooms for the conference. Rebates on hotel rooms can be arranged, when necessary.

Conference Events Committee

It takes charge of planning the various activities during the conference proper. It coordinates with conference speakers and sub contractors who will set up facilities to be used during the conference. Conference rooms are set up by the committee to cater to the needs of the sessions to be conducted.

Conference Kits Committee

Participant’s identification cards, handouts and other materials are prepared by the conference kits committee. It coordinates with speakers the organization of conference materials and handouts. Conference advertisers coordinate with them in the distribution of its marketing materials during the conference.

Security Committee

Participant’s security is handled by the security committee. It arranges security measures with the local government and police authorities. Security committee is necessary when there are important dignitaries invited to the conference.

All these committees need to coordinate with each other to make conference hosting successful. Make sure that the participants are satisfied and learned new things when they leave the conference.


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