CONFERENCE Essay Example

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1. What participant details should be checked at registration? Personal details, account details, and payment details of the participants

Some of the documents to be checked at the registration are listed below;

  • Your passport or identity card

  • Your conference registration form

  • Your accreditation letter

The officer or personnel in registration will then provide a photo-badge to the participant. This badge will only be valid for the stipulated period.

  1. What procedures would you normally follow if delegates who have indicated their intention to participate do not arrive?

The leader or the secretary of the conference will contact the organization in which the delegate was representing. This is usually done through a phone call or email notifying the company that delegate did attend the conference as expected. The director of the company will be provided with documented laws concerning absenteeism and the possible penalties[ CITATION Wei13 l 1033 ].

  1. How can changes to a conference program be communicated to participants?

Any changes that affect the program should be communicated to members. This can be done through notices, memos and even e-mail address. It is essential to notify the participant in case of changes made so that they can prepare themselves well before the date of the conferences. Changing the agendas, venue or time or sensitive and it is, therefore, to notify the participant in time to avoid confusion.

  1. What should be included in a contingency plan?

There are six key stages that require to be developed for an effective contingency plan. These stages comprised of:

  1. Identification of the key needs

  2. Control assessment

  3. Adopt suitable measures and controls

  4. Put in place recovery strategies

  5. Develop the plan

  6. Test, train and retain.

Factors to be included;

  1. The overall contingency objectives that state clearly a situation where it will be necessary to invoke the contingency plan.

  2. Clearly state the roles or the team that will be responsible for certain development, implementations and maintenance

  3. The scope of the plan. Assign certain task to the relevant authorities/departments.

  4. Assess the process that is compatible with the suggested plan

  5. Sources for the required resources, training and testing.

  6. Maintenance and the follow up of the plan

  1. Why should speakers time their presentations?

  1. To ensure that they complete their speech on time before the audience get bored

  2. Most audiences are busy and, therefore, the speaker should not keep them

  3. The speaker should realize that the audience had other places to go but they decided not to go

  4. Always assumed that the members listen have their own program and, may be, they have other appointments.

  5. Most audiences tend to get uneasy if they realize that it is almost time, and yet the speaker is not wrapping up.

  1. Make a list of items that speakers might require at a conference and which should be provided by the conference management team.

  • Lighting. This is part of the items that are required in a conference room. It is hard to concentrate or take notes when the room is not properly lighted

  • LCD/Plasma Display- enables the participants to see what is on your screen

  • Phone system

  • Computer system

  • Microphone and Headsets

  • Internet connection

9. During the conference, what administrative duties might need to be carried out?

  1. Registering conference participants

  2. Distributing information packets

  3. Assisting with billing participants after checkout

  4. Assessing possible damages after the conference

  1. What are the questions could be asked in a debriefing session?

The following are questions that can be asked in a debriefing session

  1. An observation made on how the participants are responding to questions.

  2. What were the exciting topics during the conversations

  3. What topics raised different opinions

  4. How did members participate during the entire session

  1. Why is debriefing necessary?

  1. Debriefing enables the speaker to know the feelings of the listeners concerning the topics that were talked about.

  2. It can be used as a tool for accessing the problems and difficulties which participants may have gone through

  3. It can also be used as a tool for reinforcing positive experience of listeners’ participants and encouraging them to maintain a moral spirit in the next sessions.

  4. Snowball sampling- debriefing can be an opportunity of selecting participants who are still interested in the next session

  5. It can use a tool of changing the attitudes of the participants towards the tropics

  6. Debriefing help in making a clarification on areas which was not clear

  7. It can be used to collect feedbacks from participants and also collect their views on areas to be improved in future.

  1. List the types of correspondence that could be distributed after a conference.

  1. Memorandums

  1. What will a conference auditor check?

  • They should check the minute for the conference

  • They need to confirm the registration of the venue for the conference

  • Analyzed all the grand and the sponsorship revenues

  • Analyzed all the bank statements and the bank reconciliation statements

  1. What should be included in a post-conference report? When should post conference correspondence be prepared and dispatched?

  1. General information- this will contain issues such as registration fee, members present and speakers.

  2. Project planning- this comprises of marketing, utilization of the staff members and analysis of the deadline so that it can be used in the next conference.

  3. Financial management. This is section will summarize all expenses incurred in a conference

  4. The setup of the conference room. This will guide what to be improve before the next conference.

  5. Management of food and beverages

  1. Why do you need to be aware of culturally appropriate techniques when communicating with people with diverse backgrounds and with diverse abilities?

  1. Communication- one need to be aware that people come from different regions and the mode communications varies. Furthermore, the language used must be understood by the members

  2. To avoid violating cultural norms.

  3. So that one can be aware of the expectations of participants.

  4. So that one can create a comfortable tone. This can be achieved through asking open ended questions, giving commercial break and increase participation through warm ups.

  1. Why is it necessary to have a working knowledge of the legislation involved in business? What is discrimination and, under anti-discrimination, by what characteristics are it unlawful to discriminate people?

In any form of business, one has to follow the legal existing laws. These laws are commonly used to protect the customers. Every company has a responsibility of selling products that are safe for consumptions[ CITATION Geo13 l 1033 ]. Furthermore, the company’s management must ensure that all customers and the employees are dealt in a fair way.

In conclusion, it is advisable for the company to have a working knowledge of legislation so that they can avoid legal penalties.

Discrimination is prejudicial treatment of people because of various reasons such as race, sex and disability. Some people are discriminated because somebody may be suffering from a certain disease, gender or ethnicity.

Anti-discrimination is laws that were designed to prevent discrimination of people of various reasons. It is unlawful to discriminate a person because of whatever. The act of discrimination is punishable by law.


George, Y. (2013). Proceedings of the 2012 International Conference on Communication, Electronics and Automation Engineering. Springer.

Wei. Lu, G. (2013). Proceedings of the 2012 International Conference on Information Technology and Software Engineering: Information Technology and Computing Intelligence. Springer,.