Academic Ventures - Personal, Cost-Effective Conference Planning

Crowd Control: Only Takes a Spark

The simplest debate or cause of friction can lead to havoc in the right environment.

Arguing over a scarce seat is what did it at Comic-Con when two patrons tussled to the point where one stabbed the other in the eye with a pen. View story at http://www.usatoday.com/life/2010-07-24-comic-con-stabbing_N.htm

Other sources of friction could come from competing researchers in too tight of proximity or a disparaging word about someone, their work or their institution. Reputation is an important asset in academia and slights are not easily ignored.

And although we are long past the era of the Scopes trial scientific research is constantly propelling forward and at times pushing along those social, moral and religious hot-button issues.

So identify where hot button issues or presenters have a greater chance of occurring and plan appropriately, whether that means a security guard near the lectern or an opportunity for participant responses at the end of the event.

Crowd Control: The Right Temp

To avoid potential havoc at your event make sure you don’t create an environment that invites havoc.

An environment that is tight or uncomfortable is just that kind of invitation.

A room that is too small or one set up with furniture too close together can interfere with a person’s personal space, amplify anxiety among attendees  and increase the incident of bumping that occurs whenever groups are gathered.

An uncomfortable environment can generate hostility in an otherwise civil audience. I am sure you have some experience with ill temperate rooms especially those that are too hot because the air conditioner is broken or insufficient; or the room was not cooled early enough and now cannot compete with the large number of individuals in attendance.

Room size and room set-up can make a significant difference.

Crowd Control: No Eye Stabs

In July 2010, two Comic-Con attendees tussled over a seat and one stabbed the other’s eye with a pen. Want more details? See http://www.usatoday.com/life/2010-07-24-comic-con-stabbing_N.htm.

While this is the first time something like this happened at Comic-Con (by far the largest comics/graphic fiction/super hero event in the United States), we’re not familiar with anything remotely like it occurring within the academic environment in which we work.

However, it did make us think. While nothing could seem more out of place than two conference attendees coming to blows at an academic conference it really would not take much to create a potential scenario.

You really all you need two things to create havoc at any event -- the right environment and the right spark.

Communication: Me vs. Us

Having your planning members agree that your committee should speak with one voice is important. Also important is further agreeing how to convey that one voice.

Here are some ideas to help:

Encourage members to consider their correspondence as well as the words they choose to clearly delineate the line between the individual and the committee. Even in spoken conversation it is important to interject, “It is my opinion” or “I think,” as well as “the committee agreed” or “on behalf of the committee,” to keep those lines clear.

When possible use an e-mail address specific to the meeting or conference instead of an individual member’s email.

It’s unlikely you might have to face a roomful of bikers (see earlier post) but conference attendees and participants can have that same level of passion for their field of research and it is a crowd you do not want to have to explain a simple misunderstanding.

Communication: Who Talks?

Typically we hear of “communication plans” in the context of a crisis. In fact, experts are dedicated solely to assisting with unenviable task of crisis communications when things go wrong.

A colleague recently shared an article about a small town’s business improvement district where a member independently distributed a document that, among other things, discouraged motorcycle parking on city streets. This person, though, failed to identify the communication as his alone and not as a representative of the district.

And even though the district, its volunteers and merchants weren’t involved or even shared that opinion, they found themselves addressing a crowd of motorcycle owners. Here’s the link to original article: http://budurl.com/bikers.

Has something like this happened to you where a member of your planning committee took it upon themselves to speak on behalf of the committee? Perhaps inviting a speaker out of turn or approving a paper without its proper review.

It is important for all planning committee members to agree to speak with one voice and to further agree how to convey that voice.

Tips: Event Over, Work is Not

Whether it's an open house for clients and prospects,  a company planning retreat or a forum to exchange research studies and idea, the real benefit most often comes after the event.

Companies need to plan ahead for their post-event activities by knowing what they hope to achieve and having a plan to achieve it. Knowing what to do to follow up with attendees to thank them, and more importantly, keep them in the sales pipeline or knowing how to take the ideas learned in the meeting and implement them into our company's day-to-day activities/operations are important aspects of planning for the event that requires advance planning and preparation.

Tips: Change Happens

Despite your advance work on nametags, there will always be those who have a different preferred name, typed their names incorrectly when registering or lost the tag the first day. Be ready with the tools and a system that can deliver new name tags, new handouts, last-minute signage and even new travel itineraries.

That might mean investing in additional pre-printed materials, hauling in that laser printer, renting that additional computer or paying that excessive Internet connection fee. Congratulations if you don’t end up needing it. But if you do you will find the hassle or additional cost a small price to pay.

Tips: What, When, Who Checklists

Creating checklists that address what, when and who will not only help you keep track of action items it will also remind you of important data to collect and gives you a place to keep that data.

For example your checklist for the lunch break may include tasks such as “add chairs to dais” and “upload Mr. Smith’s presentations,” but it could also include “count sodas” with a space for the pre- and post-lunch counts so you have that information readily available when you need to approve the invoice for these on-consumption items.

Consider creating a minute-by-minute schedule with all tasks, who is responsible to execute them and back-up contact information in case they aren’t accomplished. Distribute to all who are responsible for an aspect of the event.

Tips: Do in Advance

Fight the urge to think “I’ll do that when we get there.” Print whatever you can, copy whatever you can, make signs wherever you can.

“Sure” things will become “unsure” things – speakers change, room plans are altered, handouts are revised and attendees will always need some kind of fix to their nametags‑but do not let that knowledge stop you from doing everything you can in advance.

Keep in mind everything takes longer when you are working at a remote location. And those of you with retail experience will know the strange phenomenon that occurs when five, 10, 50 or more people are waiting in a line to register – computers slow down, printers jam, supplies disappear and time speeds up.

Assign responsibilities—don’t expect the meeting coordinator/planner to be able to execute all the tasks. Just posting a locator sign in the lobby or delivering the name cards to the room could be a 10-minute trip depending on the venue size.

Tips: Be Prepared

Recently, we were interviewed by COSE Update, a business publication, for its cover story on successful meeting planning.

(Visit www.academicventures.com for a link to the complete article.)

Overall all the tips we provided came down to the Boy Scout motto “Be prepared.”

It is important to realize that meetings and events tend to happen at an increasing pace that catches a lot of people by surprise so being ready is extremely important and advance preparation is often the key to success.

So to be prepared we recommend planners:

•           Do as much as you can in advance.

•           Appreciate checklists as important tools.

•           Be ready for change.

•           Have a post-event plan.