HOW TO ORGANISE A CONFERENCE?

Manual


How to Organize a Conference


S K Bawa


HOW TO ORGANISE A CONFERENCE?

A conference is organized to provide an opportunity to the delegates:

·        to meet people from other states or countries

·        To become familiar with the current areas of research

·        To promote the association

·        to gain connections, build networks with other    institutions

·        to know the history and beauties of the hosting place and country

·        to gain new life experiences,

·        to get a lot of other experiences

The process of organizing a conference can be divided into three phases.

1.  Pre Conference

2.  During Conference

3.  Post Conference

PRE CONFERENCE

The conference requires a rigorous planning to make it a success. The important decisions are required to be made at advisory level. The advisors at this stage will include the following members:

1.  President & Secretary of AIAER

2.  Vice President & Executive member of the area in which the conference is to be held

3.  Director/Principal where conference is to be held

4.  Authority member of Management

5.  Two nominated members of the concerned institution

The advisory committee will take the following decisions:


1. 
Level of Conference

i)            The conference will be organized at international level or national level.

ii)          The international level conference as per AIAER will be, where minimum two speakers and twenty participants are from other countries.

iii)        For holding international conference, it is advised to make announcement a year ahead of the schedule date so that the participants are able to get visa and make necessary arrangements.

iv)         An application has to be sent to Ministry of Human Resource Development to get permission for an international conference to avoid problems at embassy level.

v)           It is required to upload the necessary information in conference alert website immediately to inform people.

As far as national conference is concerned, there should be minimum 25% participants from other states and 70% speakers should be from different states covering all corners of India.

i)            The information about the conference is to be sent to AIU and AIAER so that it can be published in University News and uploaded in the website of AIAER.


2. 
 Collaborations

The organizers should look for other collaborators too. Collaborations can be made with other universities, associations, institutes or colleges. The following agreements can be made with them.

i)            10% of the total targeted participants are to be ensured.

ii)          Group leader will be exempted from the delegate fee.

iii)        A banner will be sent by the collaborator which will be placed at the venue.

iv)         Collaborator will be duly acknowledged in souvenir and Proceedings of the conference.

v)           International collaborators can be offered free hospitality.

3.  Financial implications

The expenditure on the conference can be calculated keeping in mind the following parameters.

i)            Target participants – 500 for annual conference of AIAER.

For international conference: The expenditure on hospitality of the speakers will be borne by the organizers.

ii)          Conference material which includes CD for proceedings, souvenir printing, File, pad, pen and brochure printing.

iii)        TA to 4-5 speakers

iv)         Gifts/mementos to guests and best paper winners

v)           Hotel arrangement/guest house

vi)         Hostel accommodation with beddings

vii)       Transport

viii)     Hospitality

ix)         Banners/stage drop

For preparing budget on the above parameters, keep in mind that:

i)            No expenditure will be made on decoration. Only pots can be used. It should give academic feel.

ii)          Hostel accommodation needs to be neat and clean. Bathing arrangements should be checked.

iii)        Beddings should be fresh.

Sample Budget for National Conference

(sample budget is given to make aware of the list where expenditure is to be incurred, the amount may vary from state to state)

·        Calculate the budget with 10% variation on the sample budget.

·        Sponsorships can be arranged to cover up the expenses.

Expected delegates- 500

1

Conference material

1,00000

2

Brochure & postage

25000

3

TA

25000

4

Gifts/mementoes

5000

5

Beddings

25000

6

Transport

20000

7

Hospitality

2,50000

8

Banners

5000

9

Hotel

50000

10

Sound system

20000

11

Cultural programme

20000

 

Total

5,55000


Registration fees

1

AIAER members

70% of total participants

3,50000

2

Non AIAER members

10%

60000

3

On the spot registration

20%

1,20000

   

Total participants

5,30000

 

4.  Chief guest

·        The chief guest should not be less than the post of the vice chancellor.

·        He should be a reputed academician, not a political personality.


5. 
Plenary speakers

·        Invite the speakers covering different regions of India

·        He should be a good orator.

·        He should be requested to speak on the theme / sub theme.


6. 
Time & venue

Annual conference of AIAER will be held in November of every year.

For other conferences, vacations, weekends, and climate should be considered while deciding the time and venue.


2. Preparation of Brochure

The brochure should include the following:

·        Name and logo of AIAER

·        Collaborators, if any

·        Date and Venue

·        Themes and sub themes

·        One paragraph on theme

·        About the institution

·        Location of the institution(how to reach there)

·        Registration fee

·        How to register-online/offline

·        Drafts- payable to & payable at

·        Advisory committee

·        Plenary speakers

·        To whom to contact

·        Address, email   etc.

*Sample of a brochure is attached


3. Formulation of committees

The following committees have to be formed. The responsibilities of each committee have been mentioned.


1. 
Advisory committee

§  President & Secretary of AIAER

§  Vice President & Executive member of the area in which   the conference is to be held

§  Director/Principal where conference is to be held

§  Authority member of Management

§  Two nominated members of the concerned institution

·        The advisory committee will play an active role in planning of the conference.

·        The director/principal will act as organizing secretary of the conference.

·        The organizing secretary will remain in touch with the advisory committee.


2.       
Academic Committee

·        Preparing Conference Schedule

·        Publication of Souvenir

·        Planning for sessions, no., Place/Venue, Chairpersons,

·        Planning of Editorial Board

·        Receiving  of Papers

·        Reviewing of Papers

·        Making separate folders of soft copy for every experts for editing

·        Collection of Papers/Abstracts

·        Sending Acceptance Letters

·        Drafting letters for Chairpersons/ Certificates

·        Coordination with Registration Committee

 

3.  Reception Committee

·        Invitation to be sent to

1. Chief Guest

2.  Key Note Speakers

3.  Vice Chancellors

4.  Chief Guest of valedictory session

·        Conference Reporter

·        Invitation to Dignitaries

·        Coordination with Transport Committee

·        Coordination with Hospitality Committee

·        Preparing Name Plates to be kept on stage

·        Record of VIP Arrival


4.       
Registration Committee

·        Collection of Mail

·        Sorting and Preparing  Data

·        Keeping record of sending acceptance letters in hard copy

·        Coordination with Academic Committee

·        Coordination with transport Committee

·        Conference  Material

·        Coordination with Hospitality Committee

·        Coordination with Accommodation Committee

·        Preparation of Certificates

·        Distribution of Certificates


5.       
Transport Committee

·           Making Arrangements for VIP's and delegates

·           From Station

·           From main point

·           From Hotel

·           Coordination with Registration Committee

·           Cars for VIP

 

6.        Accommodation Committee

·              Arrangement of rooms

·              Coordination with wardens

·              Coordination with registration committee

·              Coordination with transport committee

·              Checking of light and water arrangements

·              Information about important phone numbers at hostel

·              Checking of toilets

·              Hiring of bedding

·              Preparing lists hostel/level wise

·              Cleanliness

·              Signboards at hostel


7.       
Technical Committee

·              Tenting

·              Stage Setting

·              Electricity

·              Sound/Mike

·              Furniture

·              VIP Seating

·              Seating at technical sessions

·              Arrangements for exhibitions

·              Arrangements for stalls at venue


8.       
Hospitality Committee

·                 Deciding Caterer

·                 Menu for all Days

·                 Menu for VIP

·                 Arrangement at Arrival of Chief Guest

·                 At Arrival of chief guest in valedictory session

·                 During inaugural session

·                 Water arrangement at venue for VIP's

·                 Supervision on all meals

·                 Coordination with registration committee for no. of delegates arriving.

·                 Checking quality and quantity of food served.


9.       
Accounts Committee

·              To keep record of money spent by every committee

·              Coordination with registration committee for on the spot registration

·              Preparing budget

·              Auditing of accounts

·              Coordination with advisory committee


10.     
Media committee

·              Preparing Banners

·              Deciding Spaces

·              Photography

·              Video Recording

·              Preparing Reports for Valedictory

·              Preparing reports of each session and sending to media


11.   
Electrician, Plumber and Carpenter

They should coordinate with every committee and remain at venue during conference.


Time Log

Some important dates have to be planned before the start of the conference as given below:

·                 Last date for submission of abstracts

·                 Last date for submission of papers

·                 Last date of early bird registration

·                 Last date for sending brochures

·                 Date for sending acceptance letters

·                 Last date for getting sponsorships

·                 Last date for finalizing collaborations

·                 Date for collection of messages for the souvenir

·                 Publication of souvenir

·                 Publication of invitation cards

·                 Publication of proceedings

·                 Preparation of CD's


During Conference

The organizing Secretary has to ensure:

·         working of all committees

·        conduct of pre conference workshop

·        timely conduct of all sessions

·        delivering of certificates

·        problem solving committee for delegates

·         media reports

·        Conference report

·        Sending off dignitaries

·        Ensuring timely arrival of plenary speakers and other dignitaries

·        Preparing resolutions of the conference

·        Arrangements for selection of best paper award

·        Preparation of certificates

 

Post Conference

The organizing secretary has to ensure:

·        the winding up of work of all committees

·        media reports

·        clearing of bills

·        acknowledging the support in writing

·        editing of papers

·        sending information to the authors about the selection of paper for publication

·        getting  willingness for publication

·        publication of book on the theme.

Protocol

While conducting different sessions, following procedure is to be followed:

Inaugural session

The dignitaries, who will be on the stage:

·        Chief guest, guest of honour, president & secretary of AIAER, one person of management, organizing secretary and key note speaker.

·        The president of AIAER will signify the theme of the conference

·        The secretary will present the history and status of AIAER

·        Welcome address by Organizing secretary

·        Inaugural address by chief guest

·        Key note address by expert

·        Presidential address by guest of honour

·        Vote of thanks by senior faculty member

Technical Sessions

Different technical sessions can be organized like:

Dialogue

·        Virtual sessions

·        Live presentations

·        Oral presentations

·        Poster presentations

·        The chairperson of the session and reporteur will be on the stage and vote of thanks by faculty member of the institution will be given.

·        The facility of Internet, LCD, and screen is to be provided.

Plenary Sessions

Three plenary sessions are to be organized, one each day. Two speakers in one session will address. Every session will be of one hour duration and 20 minutes for each speaker. It will be followed by discussion with the delegates.

Reflection/valedictory session

The dignitaries, who will be on the stage:

Chief guest, president and secretary of AIAER, one person of management, and organizing secretary.

The conference report will be presented by the organizing secretary followed by the reflections by the president of AIAER. The secretary will announce the best paper awards. The chief guest will address the delegates and give away the awards.

 

Do’s and don’ts

·       Make efforts to inform about the conference to as many people as you can.

·       Prepare and update the list before sending invitation.

·       The lists may include, AIAER members, list of collaborators, Education Departments of all universities, Different colleges of the state in which conference is being held, research scholars, M.Ed. and M. Phil. students, e mail id’s of the delegates of last conference and visit the websites of other associations to get e mail id’s.

·       The speakers should be good orators.

·       Punctuality in every session should be maintained.

·       Certificates should not be distributed without verification. It should only be given to the participants who are present.

·       Certificates should be distributed on the last day.

·       Registration should be closed by afternoon of the first day.

·       Fake certificates to the chairpersons of the sessions should not be given

·       No commitment of publication of the paper should be made and no extra charges are to be asked from the delegates.


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