Conferences are meetings for discussion or consultation. This document provides an overview of conferences, including their definition, types, and guidelines for organizing international conferences in India. It discusses classifications based on theme, mode, frequency, and geographical representation. The stages of planning, implementing, and conducting a conference are outlined, from initial planning through post-event activities. Guidelines emphasize notifying authorities 8 weeks in advance and advising foreign participants to obtain conference visas.

1. Conferences
Job Thomas
#10, MBA (PT)
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2. Conference
Is a form of meeting
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3. Origin of the word
Latin conferentia
Confer:- to consult together; compare
opinions; carry on discussion or deliberation.
-ence:- indicating an action, state, condition,
or quality
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4. Word meaning
–noun
a meeting for consultation or discussion
the act of conferring or consulting together;
consultation.
Government . a meeting, as of various
legislative committees.
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5. Working definition
Conference
one to many form of communication.
a forum for oral communication among the
people of same intellectual ability/ protocol/
hierarchy etc.
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6. Conferences Vs Seminars
Conferences Seminars
The participants are of The knowledge of the
same intellectual level speaker is
Discussion takes place disseminated to the
among speaker and audience
audience
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7. Classification of conference
Based on theme or subject
– Academic conference, researchers present
results
– Professional conference professional activity.
– Settlement conference, to settle their dispute.
– Media conference
– etc.
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8. Academic
Media
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9. Classification of conference
Based on mode
– Physical conference in which participants
physically meet together.
– Virtual conference like web conferencing.
– etc.
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11. Classification of conference
Based on frequency
– Annual conference.
– Bieniel conference.
– etc.
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12. Classification of conference
Based on geographical representation of
participants
– Local conference
– National conference.
– Inter-national conference.
– etc.
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13. Stages in the conduct of conferences
Planning stage
Implementation stage
– Initial implementation stage
– Final Implementation stage
– Activities prior to the event
During the event
After the event
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14. Planning stage
Identifying the theme of conference
Locating team members
Preparing budget
Preparing draft schedule
Preparing time line (with deadlines) for each
activity
Locating target group
etc.
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15. Initial implementation stage
Fixing the organiser(s)
Finalising the title of the conference
Fixing place, venue, date(s) and timing
Deciding the schedule of activities during the event
Preparation of background materials (brochure etc.)
Launching a website for the event
Advertising : sending information to potential target
group
etc.
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19. Final implementation stage
Raising fund: Collect fee from sponsors and
delegates
Updating website
Meeting with team members and volunteers for
defining the roles and responsibilities
Visiting the venue with team members
Arranging conference kit, food, accommodation,
conveyance
etc.
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20. Prior to event
Reminding VIPs about the event
Checking the arrangements for conveyance
Checking the arrangements in the conference venue
– With or without podium - arrangements for photograph
– Seating arrangement - dinning hall
– Reception counter
– Parking facility
– Entrances & welcome banners
– Green room
– Contact persons for emergency situations
Checking the conference kit
20 Checking the schedule of programme etc.

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Conference room without podium

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Conference room with podium

23. During the event
Confirmation of arrangements in the venue
– Reception counter
– Conference room
Making sure that speakers are aware about time
constrains
Welcoming delegate for the event
Ensuring that photograph is taken for all important
events
Ensuring the quality and quantity of food, water etc.
Thanking delegates after the event
Collecting feedback from participant
etc.
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24. After the event
Acknowledge the help rendered from team members
Settlement of accounts
Feedback analysis
Releasing conference proceedings & sending it to
participants
Distributing photographs to participants and publish
in the website
Post review meeting to perform better next time.
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25. Synonyms for Conference
Convention is a large gathering of people
who share a common interest
Assembly refers to an official meeting of the
members.
Summit is the meeting of heads in
government department.
Symposium is a conference on a specialised
topic
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26. Guidelines for international
conferencing
GUIDE FOR ORGANISERS OF INTERNATIONAL
CONFERENCES/SEMINARS/WORKSHOPS
ETC. BEING HELD IN INDIA
http://mha.nic.in/uniquepage.asp?Id_Pk=336
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27. Guidelines for international
conferencing
Necessity
– Cultural difference
– Government and Law of the land related issues
– Security aspects
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28. 1. What is International Conference etc.
discussions/ deliberations/ interaction and exchange
of thoughts and ideas on a specific subject matter
participants from foreign countries take part.
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29. 2. What does not constitute an international
conference etc.
Meetings organized by sister concern abroad.
Sports meets
Arts festivals.
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30. 3. How to proceed for a clearance
submit proposal 8 weeks before the event
– Name and address of organizer.
– Topic/Topics covered.
– Venue.
– Date of the event.
– Tentative lists of the participating countries.
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31. 4. Visa to the foreign participants
Receiving of clearence from nodal ministry
Send invitation to foreigners
Advising to opt for 'conference visa'
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32. Thank you for your kind attention
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