F.Y.B.COM. SEMESTER - II
BUSINESS COMMUNICATION
Q.9 Explain Organising a Conference with
Example.
ANS:
I. A conference could be organized for in-house personnel
orit could be for an external audience. It could be organized locally or at the
state, national or international level.
For example :
1. All India Conference on the New Techniques in
Dentistry.
2. International Conference on Feminism.
II. Organising a conference requires planning and effort.
Generally it is the task of the Public Relations Department to organize such an
event.
1. Preparation begins with deciding the subject or the
area that the organization needs to explore.
2. Depending upon the scope of the subject, a list of
invitees and guest speakers is drawn up.
3. The main subject could be divided into sub-topics and these
could be discussed during several technical/plenary sessions.
4. Depending upon the scope of the topic, the total
period over which the conference would be held is decided. [It could be a
One-day / Two-Day/Three Day conference.]
5. Budget of the conference is worked out. At times, sponsors
are contacted to raise the necessary funds for the conference.
6. The date, time and venue of the conference are
planned. Generally, the convenience of all those involved is taken into
consideration.
7. Programme for the conference is drawn up, after contacting
the resource persons and ensuring their availability.
8. Arrangements such as accommodation and transportation
are made for out-station participants.
9. Research papers / Extracts of papers from participants
on the given topic are invited.
10.A formal invitation outlining the details of the
programme is printed A formal invite is sent to the invitees and the resource
persons. Invitations, along with entry forms, are sent to participants who
represent the organizations.
11.PRD has to handle all the publicity for the event.
This includes a formal intimation of the event to newspapers and news channels
in order to organize press coverage of the conference.
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