Not only did they fill to capacity, the feedback we received from the attendees was overwhelmingly positive. Flexibility and adaptability: Putting together a national conference has many moving parts. The only thing you can be certain of is uncertainty. You have to be able to think on your feet and adapt to the situation.
Even if things go wrong as they will , be unflappable — e. Always remember that for every problem, there is a solution — you just have to find it.
Location: As trite as this may sound, location does matter. Marketing: In this era of social media, getting your message out is essential. Use all the tools you have to emphasize the draw — unique sessions, panel discussions, lively debates, innovations, research updates and tips for everyday clinical practice. One thing we did not do this year, but plan to do for our meeting, is to assign an official hashtag for Twitter and encourage everyone to use it so all the information is streamlined. And of course, if you have some NSMC interns and alumni attending the conference, you are golden!
Relax, sit back and enjoy the accolades : Some, or perhaps all, these factors were instrumental in both our ASN and ASDIN workshops filling to capacity with long waiting lists. Planning conferences can be time-consuming and requires a lot of hard work, but the satisfaction of a job well done and the positive feedback can be intensely gratifying. Club de Articulos. Code of Conduct. The Why, When and How. JC Primer. Who are we.
Images of NephJC. February 25, news. Human Frontier Science Program. Funding Funding HFSP supports novel, innovative and interdisciplinary basic research focused on the complex mechanisms of living organisms. About The Human Frontier Science Program is a program of funding for frontier research in the life sciences. Related content. Similar situations can be set up using the Internet, projectors, and web cams and microphones. In addition, many conferences include posters or graphic or multimedia exhibits that participants can view independently. Frequently, the format of a grassroots conference is similar to that of a professional one, but less formal.
Such conferences are often held outdoors, for instance, where weather permits. A conference may last a few hours or several days. It may also be one of several types:. Academic conferences. Most academic conferences are centered around a single subject, and sometimes on a single topic within that subject. The format usually involves graduate students and academics presenting their research, work, and theories, and defending, expanding, or changing them in response to questions, criticism, and other feedback from colleagues.
Generally annual, these conferences are often sponsored by the professional organization of the discipline involved, and may be held in a different city each year. A major focus of academic conferences, besides the exchange of ideas, is networking, which, in academia as elsewhere, is a key to collaboration, funding, employment, and other professional benefits.
Rule 2: Allow for Plenty of Planning Time
Professional association conferences. These are similar to academic conferences in some ways, but presentations tend to be focused more on practical issues, both having to do with the actual work participants do, and with regulations, funding, and other forces that affect the profession. Professional associations in the U. Both of these types of conferences may also be used to conduct organization or association business — election of officers, approval of bylaw changes, annual meetings, etc.
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A training conference may be run by a professional association, but is at least as likely to be conducted by an industry or industry organization, a state or federal agency, or a local coalition or initiative. As might be expected, its purpose is training, and so it might include workshops on methods and techniques, information on new regulations, or simply an exchange of experience and methods among people from a number of different organizations.
Another possibility for nonprofits is a conference run by a manufacturer or supplier to teach participants how to use products their organizations have purchased. Issue- or problem-related conferences. The purpose here may be to inform and energize people about the issue, to create a critical mass of concern about it, or to develop strategies for approaching it. There are a number of reasons you might organize a conference, some practical, some idealistic, some political, and some with elements of all three.
Opportunities here might include an opportunity to advance knowledge or practical application in the field. A hot issue may bring funding to study or try certain things, for instance, or may attract new participants or funders.www.hiphopenation.com/mu-plugins/mccracken/lyv-sex-addicts-dating.php
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Some of the more common examples are:. A community mediation program found that it was having difficulty mediating family cases involving teens, and that there was very little in the literature that addressed such cases. The program decided to host a conference for area mediators and mediation programs to discuss the issue, and to try to find or develop some strategies for success in these mediations.
With conferences, as with so many other things, the devil is in the details. There are also, however, some general guidelines that work for both. It should be said here that a conference, even a small one, requires a lot of work. You have to start, as we explain below, months, or even a year or more ahead for a large conference in order to make sure that space and everything else are in place by the time you need them. For that reason, the first decision you have to make is whether you want to organize a conference.
Ask yourself:. If the answers to all these questions point in the direction of organizing a conference, then go to it!
Having a checklist of the necessary tasks for each part of the work you have to do — facility, presenters, etc. A final point to keep in mind as you read the rest of this section: the more work you can delegate, the better. Both the coordinator and the committee have too much to do to spend their time discussing menus or the number of chairs needed. Subcommittees, individual sub-coordinators, or volunteers can take on those tasks and do them well. Try not to burn anyone out — your conference will be far more successful if the organizers find the most of the work enjoyable and doable.
An infrastructure is the internal structure that supports everything else. In the case of a city, for instance, it consists of the building and maintenance of the roads, sewers, electricity system, waterworks, and other basic services, and of the people who do that building and maintenance.
A good idea would be to prepare, after the conference, a how-to-run-a-conference guide that can be passed on from year to year. That would be a huge benefit to the organization, and would eliminate many of the pitfalls and mistakes that plague conference organizers. The organizing team or committee often comes from the board of the sponsoring organization.
In the case of organizations that put on annual conferences, the organizing committee may be a standing committee of the board, and meet year round. It may also include the coordinator or committee chair of the previous conference. Where the conference is small, local, and a single event, the organizing team is more likely to be a group representative of several sectors of the community, or at least of the community the conference is aimed at e.
Conference committees are often split up into subcommittees, as suggested above, each handling specific parts of the conference; this arrangement generally makes for more efficiency, and keeps everyone from becoming overloaded with tasks. Event planners are professionals who specialize in — surprise! They may not know about your particular issue or field, but they do know how to organize large numbers of people, negotiate with facilities, book rooms, and identify and take care of all the details that can easily go unnoticed until they surface to create crises.
This makes for a much more efficient operation, and also simplifies communication and accountability. Another element of infrastructure is a communication system. Unless the conference coordinator and everyone who works with her, including the organizing team, are all located in the same place — i. It can even be an issue when the coordinator and everyone working to put together the conference works on the same floor. Where the committee may be scattered among several cities not unusual in the case of a large professional association, for instance , communication becomes vital.
There also must be provisions for how and by whom final decisions are made if not everyone can be reached.
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The important point is that a good communication plan is invaluable. Any planning process will work better if it has a clear and reasonable timeline. Each step in the process should have a deadline that allows for time to correct mistakes, deal with the unforeseen, and still get the task completed in time to do whatever else depends on it.
Who sits on a conference organizing committee?
Time is always the most precious commodity in planning, and there is never enough of it. This is the time to determine whether and how to involve your intended audience in conference planning. That means somehow — through surveys, telephone sampling, focus groups, informal conversation, or some other method — getting feedback from them about what they want and need.
It may also mean putting together a participatory planning group representing various parts of that intended audience. If your focus is on training, for instance, you might want to know in what areas people feel training would be most helpful. Adjusting your plan to the needs of potential participants should mean a well-attended and useful conference. In the case of many national or international organizations, the annual conference is scheduled for several days as a matter of course, at least partially because most people have to travel long distances to get to it, and often piggyback vacations onto it.
For a small local conference, where everyone will go home at night, length will probably depend more on how much time participants can afford to spend, how long the space is available, and what the program is. The conference date should be set in order to avoid conflict with other events that affect the intended audience, or with the realities of their work. The conference should also not conflict with events of national interest e.
Annual conferences are usually scheduled at or close to the same time every year, so that participants can plan around them. For some organizations, a showing of might be huge, for others hugely disappointing. We understand, however, that some conferences of that size may take place in hotels, last for several days, and involve multiple workshops. The issue here is not only the number of people you expect, but the nature of the conference itself. Is it formal or informal? Narrowly or broadly focused?
Does it attract people from a wide area, or from a single community? Are there 3 sessions or ? Is it held in a conference venue or in the local YMCA? These questions are at least as important as the number of attendees. Following the keynote speaker, and for most of the rest of the conference, the day might be divided into as few as two to as many as six shorter sessions and sometimes evening sessions as well , often with several choices for each session, where the real content of the conference is presented.
Each day may include lunch as part of the conference fee although some local conferences may be brown-bag, especially if they charge no fee , and some or all days may also include dinner. Meals may include a speaker, awards, or organizational business, or simply be social occasions. Finally, many conferences end with a wrap-up or final speaker, in order to send people home thinking about the issue, and feeling that they had a coherent experience. This is hardly the only structure for a conference, only a typical one.
If you want a keynote speaker, you have to choose someone appropriate and convince him or her to come. That means, if this person is any kind of celebrity — even just within your field — getting to that person as much as a year or more before the conference, so that they'll have the time free. It may also mean offering both expenses — reimbursement for travel, lodging, and food — and frequently an honorarium payment as well. Should they be available to mingle with participants throughout the conference or for a day, be a panel member, eat at least one meal with participants, run a session?
Some conferences may be small enough that the idea of a keynote speaker or a plenary session seems foolish. These people may welcome the chance to get to know local folks and discuss real issues. You risk nothing by inviting them, and you may be surprised at who accepts. Sessions of various kinds generally last from 45 minutes to three hours, depending on how the conference is scheduled.