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Meeting Management: How to Organise a Conference with Roles Defined

by | Sep 11, 2015 | Blog

Meeting management.

Every conference or event is different and requires experienced organising committees in order to manage everything needed for its success. Since there are various roles to play, organisers have to clearly define their responsibilities so that every requirement is met on time.

The host organisation should ensure that every member is aware of what they have to do before, during and after the meeting. It is also important to make sure that the organising committees are completely informed of their roles such as the board, programme committee, executive committee, HQ or secretariat staff, conference chair and many more.

Related: How to: International Conference Planning

When a team is built through the use of the members’ strengths, successful meeting management will be achieved. It is vital to make use of each member’s experience as much as possible so that it will be easier for the team to execute the event plan. Apparently, expectations and roles of each party should be defined clearly and are agreed and understood by every member.

Main Groups in the Meeting Management

The Organisation’s or Association’s Volunteer Leadership and Staff can fulfil various roles that are essential to the planning process as well as execution. In fact, they are the experts of the subject matter of the event that perfectly know the existing trends and even latest topics which they aim to distinguish in current and balanced scientific or educational programme.

The group of volunteers can actually be the Local Organising Committee bringing expert skills and knowledge in presenting the destination and regional promotion of the communities involved while promoting protocol guidance as well as local-cultural awareness in order to enhance the event’s image locally and nationally.

The group of staff may be composed of Secretariat or HQ staff along with the Professional Conference Organiser (PCO). The secretariat should have more in-depth knowledge when it comes to the association and its governance. They also have to make use of its objectives, mission and decision making for the implementation of the programme.

Related: The Role of the Professional Conference Organiser – PCO

Meanwhile, the PCO will bring expertise in the congressional logistical management in and out of the organisation such as handling venue requirements, promotional and marketing expertise, supplier negotiation and sourcing, overall logistical coordination and registration, and financial management. Some PCO even offer destination management, accommodation and travel consultancy.

A Professional Conference Organiser will also fulfil a project manager role and ensure timelines, financial specifications and parameters while delivering essential elements in different roles altogether. To be able to achieve a successful conference or any corporate event, it should be prioritised to create a certain framework in order to make sure that all roles are played in a harmonious and more efficient manner.

For more information, please download our White Paper: Defining Roles in Meeting Management

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