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A conference is an exhibition on a specific topic that aims to spread the culture of a certain area, or to deep dive in specialized subjects.
A conference is held in a single session, usually short, by an expert or specialist and can be located within a cycle of conferences grouped under the same theme. It is generally aimed at an audience that has prior knowledge on the subject.
This type of event allows professionals of a certain specialty to meet with other colleagues, which allows them to expand the network of contacts and have a clearer idea about the current situation in the sector.
Plan your conference in 12 steps:
1. Define the objective of the meeting. The organizing body needs to define in detail the purposes pursued by the event from the first moment of planning.
2. Hire the right place. In the case of virtual events, the technical resources available and necessary for their realization must be taken into account. This item includes both the organization's and the public's resources.
3. Select the most suitable speaker. It is essential to analyze the characteristics of the personality of the chosen person. His or her experience and training will be key to the success of the event.
4. Have a detailed planning. It is important to design the agenda to be addressed, the schedule of activities and the financial aspects. In planning, the date of completion should be established according to the public's available time and the calendar of each country.
5. Define the profile of the participants. The committee of experts must be involved in the segmentation of audiences from the first moment.
6. Design the communication strategy. Publishing through graphic and digital channels should be planned in detail; before, during and after the event.
7. Get sponsorships and sponsors. It is important that they belong to the similar area as the conference's theme. Referring to companies or organizations can improve the brand image and increase the reputation of the conference.
8. Hire additional staff and manage their participation. It is important to establish the eligibility criteria and plan the actions of construction companies, design studios, technical service, collaborators for accreditation, presenter, etc.
9. Manage the announcement through a strategic communication program. It is essential to prepare the program and distribute the invitations well in advance.
10. Organize the formal acts. In case that a conference includes a subsequent meeting such as an honor lunch or wine, its place within the schedule must be taken into account.
11. Plan the delivery of certificates. On many occasions, participants attend conferences to acquire knowledge on an academic level but also to obtain a certificate that will serve them for their personal curriculum. The organization must determine the moment in which the participants receive the certificates stating the hours, signature and seal of the organizers and sponsors.
12. Evaluate the realization of the event in its general and particular aspects. The preparation of the report must include an open and closed survey that supports your proposals for improvement. Take into account all the contributions received through comments from your collaborators, sponsors, clients and the general public.
Tips for preparing a discourse
In some cases you may have to give a lecture. In that case, here are some important things to keep in mind when preparing an exhibition:
- Prepare the script well in advance and edit the text with one or two authorized proofreaders.
- Remember that a frank, direct and warm tone positively activate the audience.
- Try to be creative and innovative when presenting the idea. Technological resources can be of great help in this regard.
- Build a text with sentences not too long or with complicated twists. Being direct and brief is a point that you can play in your favor, especially in virtual conferences. Use a vocabulary that doesn't include too many technicalities.
- End the presentation with a concept that invites reflection and allows the audience to be identified. This will help the discourse meet the expected emotional impact.
How is a speech structured?
All speeches are made up of:
1. Introduction: Mention of the calling theme or reason. Raising the issue or situation.
2. Development: Principle ideas in clear, concrete and simple paragraphs, and at the same time correct and interesting.
3. Conclusion: Synthesis of the ideas presented (whether they are argumentative or persuasive) and return to the initial proposal. Conclusion with a personal reflection that generates an emotional impact on the audience.
Some aspects to keep in mind in relation to sound and voice:
Correct location of the microphone.
Balanced pronunciation and diction.
Silent and moderate breathing.
Articulate and adapt the voice to the size of the room or online transmission.
Calm, relaxed and friendly attitude.
"It takes an hour of preparation for every minute of presentation time"
Wayne Burgraff
DanielaSánchezSilva©