What is a Conference and its 14 Types:

Planning - Organizing Conventions & Conferences

What is a Conference?
A conference is generally understood as a meeting of several people to discuss a particular
topic. It is often confused with a convention, colloquia or symposium. While a conference
differs from the others in terms of size and purpose, the term can be used to cover the
general concept. A convention is larger than a conference; it is a gathering of delegates
representing several groups.
At a conference, innovative ideas are thrown about and new information is exchanged
among experts. Its purpose could be one of the following:
14 Types of Conferences
Gathering industry professionals together in one space can prove to be an extremely
productive networking event. The exchange of ideas, the sharing and contrasting of views,
and the corporate enlightenment – all among industry peers – can bring forward really
meaningful change in any arena. But it’s important that you organize the perfect event for
maximum productivity. Here are some of the main conference types.
1. Annual General Meeting (AGM)
An AGM is a shareholders’ meeting where shareholders are given the opportunity to address
the board of directors on an organization’s annual progress. This is generally the time when
a new board of directions will be elected.
2. Conclave
The word ‘conclave’ is most often associated with the election of a new pope, however, a
conclave is not just reserved for this religious event. Conclaves are essentially ‘closed door’
meetings that are conducted between individuals of power and influence.
3. Congress
This term is not just a reference to the legislative branch of American government, but rather
regularly scheduled meetings that involve debate, decision making and voting.
4. Board Meetings
These meetings are generally held a few times a year and involve the gathering of a
company’s board of directors, or decision makers, to discuss the progress of the organization
and upcoming plans or projects.
5. Workshop
This particular meeting is educational in nature, providing a small group of people with an
intensive discussion on techniques and skills that are particular to an industry. This is
generally a meeting of specialists in a particular field who are then given the chance to
interact and discuss learnings.
6. Consumer Shows
There are various names for this sort of conference, including a ‘trade show’, ‘gate show’,
‘expo’, ‘exhibition’ or ‘trade show’. These consumer shows are open to the public – at a cost
– and feature a range of products and services of a particular field or industry. These include
arts and crafts, design, industrial or agricultural products, and can range in size and quality.
7. Convention
Often held around the same time each year, conventions also tend to feature products and
keynote speakers within a particular field of interest, usually professional or fan-related.
Conventions can run for a few days and also tend to have an entrance fee.
8. Conference
This is quite an overarching term that is used to refer to a meeting held for discussion
purposes. A traditional conference will usually involve the gathering of members of the same
business or field of expertise, with a presentation or presentations, followed by questions
and discussion. They can take place over a day or a few days, and tend to have an objective
outcome on completion.
9. Press Conference
These can be called by any newsmaker – generally politicians, sports’ organisers,
businessmen and law enforcers – as a way to provide the media with clear, concise
information as well as providing an opportunity for the media to field relevant questions.

10. Breakout Session

Forming a part of a conference, these sessions can be meetings, workshops, seminars or
presentations, that are designed for smaller groups at the larger conference. This serves to
engage with only those interested in quite specific topics.

11. Galas
These are usually very glamorous affairs that include a large-scale dinner party with
entertainment and awards. The dress code is formal and they are often held in the evening
at a fancy venue.

12. Seminars
These are very similar to workshops, but with less interaction and individual participation.
Here a group of people will be invited to listen to experts discuss quite definitive topics as a
way to educate the attendees.
 13. Product Launches
Select industry professionals with market influence as well as the broader media will often
be invited to attend large-scale product launches as a way to generate maximum exposure
about a new product. Product samples and press packs are often distributed at these
launches.

14. Banquets
Similar to galas in the level of dress code and venue, banquets are organized by companies
to celebrate achievements and boost employee morale.
 Meeting Planning - Organizing Conventions & Conferences

Event Planning Tips from Behind the Event at MPI WEC 2008

Meeting and event planners are always searching for new event planning tips, whether it's
to use for their next meeting or to simply know what others are doing so that they may
validate some of their approaches.

That's because meeting and event planners organize a lot of meetings, and the annual
conference or congress is an excellent program that also requires a lot of meeting planning
ideas.

With this in mind, it seems appropriate to review some of the meeting planning ideas and
event planning tips that are used by one of the profession's leading associations: Meeting
Professionals International (MPI) organizes numerous conventions throughout the year. The
following event planning tips are based on the MPI World Education Congress that was held
in Las Vegas, August 2008.

1. Tip: Incorporate New Emerging Technologies into Events

When planning a convention, meeting planners consider how to incorporate a range of

emerging new technologies for the program. MPI used a fog screen.

The imagined possibilities for fog screen technology, an emerging new technology, include
the projection of corporate logos, messages, and other images. Event and meeting planners
should know about future technologies and how/when to use them in various programs.

As part of the MPI WEC, 2008 opening reception sponsored by Meetings by Harrah's at
Caesar's Palace, Las Vegas, attendees walked through a fog screen of the MPI logo as they
entered the opening cocktail reception. Caesar's Palace's objective was to showcase how
they can change the environment of a static room, explained Reina Herschdorfer, executive
director of catering/conventions and events for Caesar's Palace.

Fogscreen technology is an emerging technology that is dry, so attendees and guest will not
walk through the fog and get wet.

2. Tip: Event Planning Checklist to Include Pre-Event Meetings by All Parties

Venues have their event planning checklist to ensure smooth activities for special events and
meetings prior to the execution of a program.

As part of the event planning checklist, event and meeting planners hold a final walk-through
or pre-conference ("pre-con") meeting with conference managers, including catering
services. It is a time when event planners will view the production and setup progress, food
and beverage, and make requests for any changes prior to the event.
The venue itself also holds meetings with its staff and individuals who are responsible for
the execution of the event. The executive chef at Ceasar's Palace, Las Vegas, held his meeting
with chefs who were responsible for the catering services activities at the MPI WEC 2008
opening reception.

Four stations were set up to serve six different hot items, and an ice sculpture serving bar
was set up to serve seven different types of sushi.

3. Tip: Convention Cocktail Receptions Should Wow the Senses

It's important for event planners to create special events -- including cocktail receptions --
that incorporate elements that engage the five senses.

The cocktail reception at Caesar's Palace, Las Vegas, transformed a ballroom into a space that
morphed throughout the evening. With a $2 million budget, planners at Caesar's and
Meetings by Harrah's, Las Vegas, worked with production, design, catering experts and
others to demonstrate their ability to change any environment.

"We had 180 minutes of imagery and music that changed every three or four minutes," said
Reina Herschdorfer, executive director of catering/conventions and events for Caesar's
Palace. She also made the elements in the room interactive with the visuals on the screen.
When rose petals were on the screen, rose petals also filled the room. It was also the case
with the use of other special event elements, such as bubbles. It reinforced the idea of how
nature and the abstract work together to create a psychedelic effect (one of Herschdorfer's
goals).

Herschdorfer also emphasized Caesar's intent to showcase food as an event element. "Food
is art. It's about the chefs and the beauty of the food," she added.

4. Tip: Make Attendees and Guests Feel Unique and Special Upon Arrival

A red carpet line is a great way to make attendees feel unique and special as they arrive for
meetings and other special events.

A red carpet line was created by the management and staff at Mandalay Bay, Las Vegas, to
welcome attendees as they approached the opening general session.

It was apparent that the hour-long cheering session was appreciated by attendees. And to
create an element that pleasantly surprises event planners is a statement in itself.

Creating a red carpet line is easier than most may think. It is simply a matter of having
enough individuals who are affiliated with the event to be available during the time when
guests arrive. Mandalay Bay simply put the call out to various departments by email and staff
were excited to participate.
 5. Tip: Organization Leaders Set the Stage for Meeting Agenda at Opening
Remarks

To kick off conventions, leaders are expected to deliver a message about the event's meeting
agenda during opening remarks during the first general session.

When establishing the meeting agenda for a congress or conference, event and meeting
planners need to use the opening general session to have leaders reinforce the objective and
key messages of the program.

For MPI WEC 2008 held at Mandalay Bay, Las Vegas, in August 2008, MacMillan highlighted
the Congress' emphasis on professional knowledge, the use of technology to enrich meetings
(not replace it), and his view that the industry's future will continue to grow.

It's important to make sure that the message is appropriate for those who attend the event,
and that it is targeted to the interests of those who attend -- including where they live. More
than 4,500 attended MPI WEC, the largest attendance in MPI's history. MacMillan referenced
MPI's global initiatives and provided examples of global trends.

6. Tip: Board Leaders Should Highlight Accomplishments in Opening Sessions

For annual conventions and congresses, it is important to have board leaders highlight past
accomplishments and objectives.

Organization leadership is expected to highlight past accomplishments as they set the stage
for the year ahead. Angie Pfieffer, 2007-2008 chairperson for MPI, highlighted strategic
imperatives that were established for MPI during her tenure.

MPI redefined its strategic imperatives for the meetings industry during the previous year,
and Pfeiffer highlighted the following:

● Evolve to a global community

● Reimagine business relationships with chapters
● Elevate the member conversation and experience
● Build a great organization

By presenting the organization accomplishments, it provides members and other interested

parties an opportunity to understand key initiatives and objectives. It is relevant in all
industries and meetings.

7. Tip: Incorporate Elements of Corporate Entertainment into the Convention

Agenda

It's important for meeting planners to incorporate corporate entertainment into the
convention agenda -- this helps break up formal presentations.
When planning a convention, it's important to incorporate elements of the local community
into the theme whenever possible. Because the Congress was in Las Vegas, organizers behind
MPI WEC 2008 had a full range of options.

The opening general session was scheduled for two hours, so to help break up the formality
of presentations, local themes and entertainment were incorporated into the agenda.

Las Vegas Magician Nathan Burton entertained attendees and concluded the corporate
entertainment by having 2008-2009 chairman Larry Luteran magically appear in front of the
audience for his presentation.

8. Tip: Opening General Sessions Should Leave Attendees Energized

An effective opening general session should include a variety of speakers and entertainment
to keep the attention of attendees, especially for longer sessions.

Closing remarks for the opening general session were followed by a performance by Drum
Cafe, known for providing team building and interactive drumming entertainment.

Drum Cafe uses African drums and percussion to energize audiences. And, although MPI
incorporated their performance, some event planners incorporate this type of performance
as a hands-on experience for groups (giving attendees their drums).

Drum Cafe performed for more than an hour, while some people stayed to listen and others
heard the energy from the general session room as they passed the doors through the main
hallway.

9. Tip: Every Convention Includes an Expo with Trade Show Booths

Nearly every congress or convention incorporates a trade show or exhibition hall as part of
the agenda.

The expo provides an opportunity for industry suppliers and sponsors to meet with
convention attendees.

Traditional expos can be viewed more like a "marketplace," if conventions and conferences
limit the hours when an exhibition hall is open -- and avoid scheduling educational sessions
during this time -- so that exhibitors may maximize their time with important attendees.

An expo will help underwrite the cost of the overall convention and provide operating
revenue for association organizers.

10. Tip: Determine Professional Development Topics by Skill and Audience Level

Conference organizers determine seminar topics for professional development that consider
attendee skill level and development interests.
MPI determined seminar topics by audience level, including novice, intermediate and
advanced. Then, MPI organized breakout sessions into 13 skill families to help attendees
optimize their educational experience:

● Analysis-process-decision
● Business management
● Communication
● Education and content development
● Financial management
● Interpersonal relations/relationships
● International relations
● Marketing
● Meetings management
● People management
● Project management/work planning
● Strategy
● Technology

MPI provided attendees with an option to schedule sessions online, categorizing sessions by
skill families and audience levels.

11. Tip: Fundraising Ideas Should Evolve Around Annual Meetings

Meeting and event planners should create fundraising events as part of an annual conference
or convention to maximize fundraising value.

Perhaps the best way to energize a fundraising base is to hold a special fundraising event
during the annual congress or convention. After all, this is the time when people have the
topics and issues of the fundraising cause top of mind.

For MPI WEC 2008, the fundraising event idea included an evening of food, beverages and
live music at the House of Blues in Mandalay Bay, Las Vegas. The event also included the
Detroit Metro Convention and Visitors Bureau as the title sponsor, as well as several other
contributing sponsors to help underwrite costs.

Advance ticket prices were set at $110 (USD), and onsite tickets were $125 (USD). More than
1,000 attendees joined the event -- about 25% of all attendees.

12. Tip: Business Roundtable Discussions Offer Attendees Open Ended Topics

Although cafe conversations may seem new to some in the events industry, these business
roundtable discussions emerged from meetings in the high tech industry.

Cafe conversations are informal roundtable discussions where the topics and moderators
are not pre-determined, explained Brooke Bode, director of knowledge management for MPI,
Dallas. "It allows attendees to learn from their peers," Bode added.
For MPI WEC 2008, six different roundtable discussion themes were identified congress
attendees to sign up and/or lead business roundtables, including:

● The green cafe (green meetings)

● Strategy spot cafe (meeting formats and strategic meetings)
● Cafe Futura (future trends/technology)
● The bridge cafe (generational/cultural differences)
● Cafe Internationale (international meetings)
● Cafe potpourri (miscellaneous topics)

Workshop facilitation is led by attendees, and offer attendees an alternative to the usual
format of meeting and seminar sessions.

13. Tip: Encourage Next Year's Convention Host to Sponsor at This Year's
Convention

When planning a convention, the best time to ensure attendee retention for future
conventions is by promoting that message during this year.

Meeting planners understand the importance of keeping attendees and/or organization

members feeling that their time is well spent by attending a convention or congress. One of
the goals is to make sure that attendees will return for next year's convention.

MPI WEC 2008 organizers gave prime visibility to Salt Lake City, the selected host city for
MPI WEC 2009. A seated lunch was served on the final day of the convention, sponsored by
the Salt Lake City Convention & Visitors Bureau. It allowed Salt Lake City tourism officials to
highlight competitive strengths for their destination while encouraging attendees to want to
experience next year's event.

This type of convention sponsorship was also valuable to Salt Lake City because they were
able to make an informal pitch to all meeting professionals who happen to also be key
decision makers in the selection of venues and destinations for numerous programs
throughout the year.

14. Tip: Closing Night Receptions Should Be as Memorable as Opening Receptions

Conventions should incorporate a closing night reception, giving attendees a chance to

network and discuss topics from the event. Select a fun event.

Networking opportunities are as important as the professional education and exhibition hall
elements of a convention or congress. Because most people tend to skip closing events, it's
important that the closing night reception should leave attendees feeling excited and
energized by the process -- if you want people to stay for it.
Event and meeting planners should identify an event or theme that is related to the
destination and location where the event is held. MPI WEC 2008 held its closing night
reception at The Beach at Mandalay Bay, Las Vegas.

MGM Mirage and Mandalay Bay sponsored the closing night reception for MPI WEC 2008,
along with the House of Blues. Event and meeting planners should create opportunities to
leverage venue sponsorships to help underwrite convention special events, including the
closing night receptions.

15. Tip: Creative Ideas May Engage Convention Attendees for New Product
Launches

New product launches happen all the time at conventions. The key to a successful product
launch is to creatively engage the attendees' imagination.

With hundreds of exhibitors and suppliers attending conventions and congresses, many use
this as an opportunity to promote a new product launch or re-introduce attendees to their
products and services.

MGM Mirage sponsored the closing night reception for MPI WEC 2008 and used the event as
an opportunity to showcase the MGM CityCenter Vegas project. With a closing night
reception theme around "beach party," MGM CityCenter Vegas created a sand castle replica
of the project which is scheduled to open at the end of 2009.

References:

http://thenutcracker.co.za/conference/types-of-conferences/

https://www.thebalancesmb.com/meeting-planning-ideas-for-conferences-4061806