Conference Organisation and Management




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The following are items to consider when organising a conference:

  • Co-ordinating all conference events and handling administration throughout including administration regarding speakers, session chairs, delegates and exhibitors
  • The handling of the registration desk during the conference and workshops. (Multiple registration desks should be used and clear and comprehensive signage provided)
  • Conference and workshop venues including breakaway rooms. Room set up according to specifications and conference equipment
  • Administrative services like telephone, photocopiers and fax machines are available
  • Designing the conference programme designed and print
  • Creating name tags for delegates, speakers, chairs, exhibitors, committee members, etc.
  • Sourcing and packing of conference bags
  • Management of sponsorships and promotional material and the compilation of a sponsor list
  • Arranging adequate conference parking
  • Planning and managing the exhibition. This will include:
    1. getting quotations for exhibition shells and arranging the set up of the exhibitor stands
    2. liaising with exhibitors and handling all correspondence with exhibitors
    3. facilitating exhibitor requests and requirements
    4. arranging Internet access in cubicles as needed (to be paid by exhibitors)
    5. clearing all vendor/exhibitor/sponsor promotional material through Customs
    6. running the exhibition during the event
    7. managing the break up of the stands after the conference
    8. maintaining an exhibitor spreadsheet
  • Sourcing and wrapping gifts to speakers, sponsors, etc.
  • Organising a social event / evening function (incl seating plans and place cards, if required)
  • Providing flower arrangements as specified
  • General crisis management during the conference and workshops

Other areas of management required for a conference:

  • Conference promotion and advertisement
  • Planning of the conference programme
  • Venue booking and payment
  • Travel arrangements and accommodation of keynote speakers
  • Committee accommodation
  • The arrangement of delegate transport between venues
  • Requests for sponsorships and exhibitor invitations
  • Pre-conference registration, delegate payments and the compilation of a delegate list
  • Post conference evaluation forms
  • Thank you notes

    Optional extras that you can include in a conference:

    • Program design and printing
    • Conference bags
    • Name tags
    • Exhibition stands
    • Gifts to speakers, sponsors, etc.
    • Flower decorations
    • Any other expenditure as required

Related information: Calendar System - Events


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