Advantages and Disadvantages of Conference

What is a Conference?

A conference is usually conceived as a gathering of several individuals to discuss a specific issue. It can be mistaken for colloquia, a convention, or a symposium. Although a conference is different from other gatherings in regard to size and function, the term can be used to refer to the general concept. A convention is more than a conference. It is a gathering of people who represent different groups.

In a conference, new concepts are discussed, and fresh information is shared with experts. The purpose of a conference could be any of these:

A conference for academics is an event that brings together academics or scientists, at which research findings are presented or workshops are conducted.

Business conferences are held by people who work in the same industry or company. They meet to discuss the latest developments and opportunities in the business.

The trade shows are held in a bigger size. In addition to business people and other professionals, there are people from the general public who visit to interact with vendors and make new connections. The conference is comprised of workshops and white papers.

Unconferences differ from traditional conference because it does not incur the cost, top-down hierarchy of organizational structure, and sponsored talks. The attendees are all equally knowledgeable of the subject, and the discussions are conducted in an open-ended format; typically, there is no speaker to address the group.

The majority of conferences feature at least one keynote speaker who gives the keynote address. They are commonplace in business and academic conferences. The speakers selected are famous individuals on the subject and their presence is intended to attract many more people to attend the conference. There are a variety of conferences:

A symposium is a relaxed gathering that includes refreshments and entertainment.

A seminar is an event that is designed to address a specific subject. They tend to be educational, and participants are expected to learn new skills or knowledge by the end of the course.

Workshops are more of an experience that is hands-on for participants through demonstrations and activities. The duration of the time a presenter speaks to the audience is limited.

A round-table meeting is a gathering of peers to share thoughts and views about a particular subject, typically commercial or political. There is a limit to the number of people who can sit at a table so that every participant can face all others.

Points to consider as a Checklist When Organizing a Conference:

To ensure the smooth operation of a conference, careful preparation must be made early enough. Every aspect of the conference should be considered, which is why it is recommended to keep an agenda. A backup plan to deal with emergency situations is always essential. Planning is more effective when members of the administrative and planning committees are clear on the assignments of roles and responsibilities.

First of all, the reason for the conference should be clear. The budget must be determined. Although some businesses have large conference rooms that can accommodate the conference, an outside venue is typically required. The benefit of having an event space in a hotel is that the accommodation cost could be available at a reduced cost. It is necessary to negotiate the most affordable price in several venues that can meet the requirements of the event.

After the date, time, and location of the conference have been set, the schedule of presenters, as well as attendees, vendors, and guests, should be confirmed. Registration forms need to be distributed, and as responses are received, they need to be recorded in order to confirm the number of participants. This is necessary to handle the logistics of the conference, like lodging, flights, and pick-ups of cars for the most important participants, such as the keynote speaker as well as other guests. In accordance with the topic of the event, agendas, invites, and brochures must be created. The names of sponsors and their logos should be included in the leaflets to promote their business.

Prior to the conference, a comprehensive schedule of the program must be created. This includes the schedule of events along with a list of speakers, as well as breaks for food and refreshments. Volunteers should be designated to assist attendees and provide guidance throughout the conference. The schedule, as well as other important details, must be communicated to the volunteers, and they should be prepared in advance to answer questions.

Many things are required during the conference, like basic stationery items, names/tags for confirmed attendees, and seating arrangements. At the main entrance of the venue, there will be a registration table that would be required to set up, and a receipt book is required for collecting the participation fee. The arrangements must be made to supply tea, water, and coffee all the time during the event.

Since each of these aspects is taken care of during the preparations to host the meeting, the financial plan needs to be tracked continuously, and expenses must be appropriately managed. The tracking of the master plan should be carried out on a continuous basis. So, the conference can run without a hitch and appear organized to everyone.

The advantages of conferences

1. Saves time:

As one can get to meet several individuals at the same time in a group setting, conferences can help reduce time. It helps in carrying out the meeting in an efficient manner.

2. Addressing groups:

It is possible to divide the audience based on their backgrounds and requirements and address them on a group-by-group basis.

3. Cope with information explosions:

New technologies and regulations are appearing swiftly and in a fast manner. Conferences help us deal with the current situation.

4. Emotional and social support:

Members receive support and personal attention from each other whenever they meet to exchange ideas.

5. A feeling of being consulted:

The members feel that they've been heard, and this can be helpful in getting them smart and willing collaboration.

6. Democratic functioning:

The goal of democracy is to improve everyone's well-being through the participation of each and every one. This can be achieved through a conference since in a conference, all the eligible people depending on their field and work area, can register and get a fair chance to be present at the conference.

7. Idea development:

Ideas are constantly cross-fertilized, refined, and enhanced by a group.

8. Dispersing troublemakers:

With the help of positive forces, the troublemakers can be secluded at a conference, and positive actions can be initiated. Opponents of the plan have a platform to voice their concerns and be able to be overridden by a group of willing participants.

9. Bolder decisions:

Together, participants can make bold decisions due to the strength of the group.

10. Diverse interest groups included:

At a conference, many interests can be represented, and minorities can be given the appropriate attention and opportunities.

11. Preventing mistakes:

A conference can help make sure that mistakes are avoided through a collaborative and multi-faceted focus on the issues.

The disadvantages of Conference

1. Time-consuming:

The conference requires a lot of attendees to gather simultaneously at a fixed time and place. This can take time as other activities must be relegated for the purpose of the conference.

2. Inability to reach a decision:

In the same way that "two heads are more effective than one," the opposite may also be true that "too many cooks ruin their soup." The diversity of opinions and the personal reluctance of participants could stop a group from taking the decision that an executive could make on their own.

3. The lack of seriousness:

Many conferences face the disadvantage that attendees arrive in an unprepared manner and think that others will take care of the talking and thinking. They think they can get everything without much effort. It is rightly said, "Everybody's job isn't anybody's."

4. Inexpert chairing:

As an airplane is piloted by the pilot the same way a conference is controlled by the chairman. The chairperson's lack of expertise and personal weaknesses/biases can cause him to fail an event.

5. Expensive:

The cost of arranging conferences is high. It requires a venue in the first place, paperwork, prior communications, food arrangements, work delegation, and travel by participants.

6. Open to disruption:

A conference can be at risk of being interrupted by an element that is not in line with the purpose. There are instances when a passenger's inability to adjust hinders the whole flight. Similar is the case with conferences. The enthusiasm for giving and receiving could be lacking in certain participants.