A conference is an event which is large and usually has an agenda to be managed for the long-term. Organizations, groups, and companies all have conferences which are usually held a couple of times every year. Conferences can be considered as special and therefore the organizers need to have clear goals and objectives in mind. The best way for organizers to have everything under control would be to create a conference agenda which will detail the reasons why the conference has been arranged.
It is important that the organizers provide the invitees with information on the reasons why the conference is being held. There is a requirement for the organizers to give the invitees sufficient time to prepare for the conference and therefore the agenda for the same also needs to be prepared in advance. The organizers cannot expect the invitees to attend the conference without having proper information about the subjects which will be discussed.
The people invited to attend a conference would have no idea about why they are being invited or by whom unless they receive an intimation from the organizers along with all information on the agenda.
The agenda of the conference would be a motivating factor for the invitees to decide whether they should even consider participating in or ignore the conference altogether. Having a group of uninterested participants will not be beneficial to the organizers especially when they have not bothered to forward a conference agenda.
An agenda for a conference can be forwarded to various people who could be representing companies, organizations, parents of children and groups of people that are interested in a particular subject.
The conference agenda can be prepared by any individual who is fully aware of the subject being proposed to be discussed at the conference. It is also essential for the individual to have information about the type of people that should be invited apart from some knowledge about preparing a conference agenda which will interest the invitees.
Points to consider while drafting Conference Agendas
- The date, time and location of the conference must receive a mention at the beginning of the agenda.
- The reason the organizers intend to hold the conference is also a necessity.
- Opening and closing salutations cannot be ignored.
- Subjects which will be discussed during the conference must be mentioned.
- The duration of the conference [hours, day] may also be provided.
Example of Conference Agenda 1
Parent/TeacherTeacher Conference Agenda
[From The XYZ School],
[Name of The Principal Of the School],
[To The Parents of Students Of XYZ School],
Thank you for trusting this school to provide a safe and healthy environment for your child to develop and mature.
The purpose of this conference is to share information with each other which can provide us with information about how we can work together to meet the requirements of your child. The agenda for the conference is as follows:
1) Exchange of Information.
A) General attitude about the school.
B) Temperament and personality.
D) Influential family members and friends.
E) Discipline and behavior.
F) Strengths and weaknesses.
G) Other information.
2) Questions and concerns.
3) Goals and objectives.
4) Establishing a link between the home and school.
We believe that our interactions can prove beneficial for helping us understand the needs of your child better and therefore anticipate your wholehearted participation in the conference.
[signature of the principal],
[name of the principal].
Example of Conference Agenda 2
[From Name of the Organization and Full Contact Details]
[Venue: Name of the Venue Of the Sales Conference]
Please complete the form and return the same to the contact details of the organization mentioned above.
Name of the company.
Agenda of the conference.
Monday [date] technical training school — day 1
Tuesday [date] technical training school — day 2
Wednesday [date] sales conference of the organization.
Thursday [date] sales conference and a cocktail reception organized by the company.
Attendees can contact the following hotels [name of the hotel’s along with contact numbers] for reserving accommodation for the days mentioned for the conference. The accommodation will be provided free of charge by the organization. Arrangements have also been made to satisfy any dietary requirements that attendees may have during their stay at the hotel. Attendees that require special arrangements because of disabilities are also welcome to attend.
We look forward to meeting you all during the annual sales conference.
[signature of the authorized individual],
[name of the authorized individual].
Conferences of all types may be held by organizers who could be representing organizations, companies or even schools and may decide to hold a conference for various reasons. How the conference moves ahead or whether it achieves its goals and objectives will be determined by the conference agenda prepared by the organizers.