How To Organize an Excellent Conference

Organizing and chairing a big conference requires considerable experience and it is unlikely that a beginner will be called upon to undertake such work. It is, however, probable that he will have to deal with an informal one. It is advisable for the novice to learn as much as possible of the organization and procedure governing a formal convention. It is also likely that he may have to attend one as a delegate, when such knowledge will be very useful.

Whether a conference is large or small, its purpose is to "confer". It will be convened by an organization to obtain the views of its members on certain definite subjects. The difference between a public meeting and a conference is that the former is open to the public and usually promoted for propaganda purposes, whereas a conference is for members of a particular organization only, and convened for discussion. At a public meeting, the public comes to listen and does not expect to do more than ask a brief question; but those attending a conference rely on having the opportunity of conferring, so that the policy under discussion can be strengthened by constructive criticism.

It is usual to have speakers on the various subjects, but their function is to explain the proposed policy and to answer questions upon it rather that to give personal opinions and experiences.

When a large organization wishes to hold a conference, its first move will be to decide the subjects upon which it wants the opinion of the members, and then to appoint a suitable sub-committee to deal with the arrangements. Members of this committee should have a thorough knowledge of the subjects to be discussed and should understand the drafting of motions, amendments and so on.