TYPES OF

CONFERENCES
• Gathering industry professionals
together in one space can prove to
be an extremely productive
of ideas, event.
networking the Thesharing
exchange and
contrasting of views, and the
corporate enlightenment – all among
industry peers – can bring forward
really meaningful change in any
arena. But it’s important that you
organize the perfect event for
maximum productivity. Here are
some of the main conference types.
 1. Annual General Meeting
(AGM)
• An AGM is a shareholders’
meeting where
shareholdersare given the opportunity
address board directors to
the of on an
organisation time
annual
whenprogress.
a This i
’s generally
directions willnew
be bo s
the
elected. ard o
f
 2. Conclave

• The word ‘conclave’ is most

associated
often with the election of a
new pope, however, a conclave
is not just reserved for this
religious event. Conclaves are
essentially ‘closed door’ meetings
that are conducted between
individuals of power and influence.
 3. Congress

• This termis not just a reference to

legislative
the branc of America
governme h rath n
scheduled
nt, meetings
but er that involve
regularl
debate, decision making andy
voting.
 4. Board Meetings

• These meetings are generally held

a few times a year and involve the
gathering
a of
company’s of
decision makers,
board directors,
progress of the or todiscuss
organization
upcoming plans or the
projects. and
 5. Workshop

• This particular meeting is

educational in nature, providing
a small group of people with
an intensive discussion on
techniques and skills that are
particular to
meeting of anspecialists
industry. inThisa
is generally
particular fielda who are then
given the chance to interact
and discuss learning.
 6. Consumer Shows

• There are various names for this

sort of conference, including a
‘trade show’, ‘gate show’, ‘expo’,
‘exhibition’ or ‘trade show’. These
consumer shows are open to the
public – at a cost – and feature a
particular
range of field or industry.
products These
and services
include
of a arts and crafts, design,
industrial or agricultural products,
and can range in size and quality.
 7. Convention

• Often held around the same time

each year, conventions also tend
to feature products and keynote
speakers within a particular field
of interest, usually professional
or fan-related. Conventions can run
for a few days and also tend to
have an entrance fee.
 8. Conference

• This is quite an overarching term

used that is to
to refer meetin held
a
discussion purposes.g for
tradition
conference will A involve
al
usually
gathering of members ofthe the same
business or field of expertise, with a
presentation or presentations,
followed by questions and
discussion. They can take place over a
day or a few days, and tend to
have an objective outcome on
completion.
• Press Conference
● These can be called by any newsmaker –
generally politicians, sports’ organizers,
businessmen and law enforcers – as a way
to provide the media with clear, concise
information as well as providing an
• opportunity for the media to field relevant
questions.
be
Breakout meetings,
Session workshops, seminars
or presentations, that are designed for
● Forming a part of a conference, these
smaller groups at the larger conference. This
sessions can
serves to engage with only those interested
in quite specific topics.
 9. Galas

• These are usually very glamorous

affairs that include a
with entertainment
large-scale dinner and awards.
party
The dress code is formal and they
are often held in the evening at a
fancy venue.
 10. Seminars

• These are very similar to

workshops, but with less
interaction and individual
participation. Here a group of
people will be invited to listen to
experts discuss quite definitive
topics as a way to educate the
attendees.
 11. Product Launches

• Select industry professionals

market
with influence as well as the
broader media will often be
invited to attend large-scale
product launches as a way to
generate
new product.maximum Productexposure
about a
pres samples and packs are
distributed
these
s often at
launches.
 12. Banquets

• Similar to galas in the levelof

dress code and venue,
organized
banquets are
companies celebrat
by to and e
achievemen boost employe
ts morale. e
 Meeting Planning -
Organizing Conventions
& Conferences
Tip 1: Incorporate New Emerging Technologies Into Events

• Meeting and event planners are

always searching for new event planning
tips, whether it's to use for their next
meeting or to simply know what others
are doing so that they may validate
some of because
• That's their approaches.
meeting and event
planners organize a lot of meetings,
and the annual conference or congress
is an excellent program that also
requires a lot of meeting planning
ideas.
Tip 2:Event Planning Checklist to Include
Pre-Event Meetings by All Parties
• Venues have their event planning
checklist to ensure smooth activities for
special events and meetings prior to the
• execution of a program.
As part of the event planning checklist,
event and meeting planners hold a final
walk-through or pre- conference ("pre-con")
meeting with conference managers,
including catering services. It is a time
when event planners will view the
production and setup progress, food and
Tip 3: Convention Cocktail Receptions
Should Wow the Senses
• It's importantfor event planners creat
special
to events -- including cocktail
e
receptions -- that incorporate elements
that engage the five senses.
 Tip 4: Make Attendees and Guests Feel
Unique and Special Upon Arrival
• A red carpet line is a great way mak
to
attendees feel unique and special as they
e
arrive for meetings and other special
events.
Tip 5: Organization Leaders Set the Stage
for Meeting Agenda at Opening Remarks

• To kick off conventions, leaders are

expected to deliver a message
about the event's meeting agenda
during opening remarks during the first
• general session.
When establishing
congress the meeting agenda
or conference,event meetin
for planners
and a need to use g
the opening
session to gener
have leaders reinforce the
objective and key messages of the al
program.
 Tip 6: Board Leaders Should Highlight
Accomplishments in Opening Sessions
• For annual conventions and congresses, it
importantto have board leaders is
highlight
accomplishments and past
• objectives.
Organizationleadership is expected to
highlight
past accomplishments as they set the stage
for the year ahead.
• By presenting the organization
accomplishments, it provides
members to
opportuni and other interested
key
parties an understand It is initiatives and all
ty
objective industries
s. relevant in and
Tip 7: Incorporate Elements of Corporate
Entertainment into the Convention
Agenda
• this helps break up formal presentations.
• When planning a convention, it's
important to incorporate elements of
the local community into the theme
• whenever possible.
Las Vegas Magician Nathan Burton
entertained attendees and concluded
the corporate entertainment by
having 2008-2009 chairman Larry
Luteran magically appear in front of the
audience for his presentation.
Tip 8: Opening General Sessions Should Leave Attendees Energized

• An effective opening general session

should include a variety of speakers and
entertainment to keep the attention of
attendees, especially for longer sessions.
Tip 9: Every Convention Includes an Expo with Trade Show Booths

• Nearly every congress or convention

incorporates a trade show or exhibition
hall as part of the agenda.
• The expo provides an opportunity for
industry suppliers and sponsors to meet
with convention attendees.
• Traditional expos can be viewed more
like a "marketplace," if conventions
and conferences limit the hours when
an exhibition hall is open -- and avoid
scheduling educational sessions during this
time -- so that exhibitors may maximize
their time with important attendees.
Tip 10: Determine Professional Development
Topics by Skill and Audience Level
• Conferenc organizers determine
e topics seminar professional
for development
considerattendee that
skill level and
development interests.
Tip 11: Fundraising Ideas Should Evolve Around Annual Meetings

• Meeting and event planners creat

should
fundraising events as of an e
part conference or to annu
convention value.
fundraising maximize
al
• Perhaps the best way to energize a
fundraising base is to hold a special
fundraising event during the annual
congress or convention. After all, this is
the time when people have the topics
and issues of the fundraising cause
top of mind.
Tip 12: Business Roundtable Discussions Offer
Attendees Open Ended Topics

• Although cafe conversations may seem

new to some in the events industry,
these business roundtable discussions
emerged from meetings in the high tech
industry.
• Cafe conversations are informal
roundtable discussions where the topics
and moderators are not pre-determined,
"It allows attendees to learn from their
peers,"
Tip 13: Encourage Next Year's Convention
Host to Sponsor at This Year's Convention
• When planning a convention, the best
time to ensure attendee retention for
future conventions is by promoting that
• message during this year.
Meeting
keeping planners
attendeesunderstand
and/or the
importance
organizationofmembers feeling that their
time is well spent by attending a
convention or congress. One of the goals
is to make sure that attendees will return
for next year's convention.
Tip 14: Closing Night Receptions Should Be
as Memorable as Opening Receptions

• Because most people tend to

skip closing events, it's
important
reception thatshould the closing
leave night
attendees
feeling excited and energized by the
process -- if you want people to stay for it.
Tip 15: Creative Ideas May Engage Convention
Attendees for New Product Launches

• With hundreds of exhibitors and

suppliers attending conventions and
congresses, many use this as an
opportunity to promote a new product
launch or re-introduce attendees to
their products and services.