Time stops for no one and
let’s not misses out on some really amazing things that your
organization has offered. Various Events (Programmes/Functions/Meetings/Special
Events) organized as per broad parameters of the policy
As the seminar leader you
will develop strong presentations skills, improve your
abilities, demonstrate teaching skills in a workshop
environment, learn the "ins and outs" of meeting planning
,understand the role of a seminar leader, gain expertise with
visual aids and provide a much needed educational service to
As a program participant you
will acquire a keen insight to these education topics, apply the
skills learned in role-plays and exercises, observe and learn
from the presentation skills of others, work with other people
who have similar interests and offer your own thoughts on the
important ideas covered . The ultimate reward is success
Basic objectives are :
to seek advice
from Subject Matter Specialists or designated persons with expertise
and the experience on specific subject matters.
b. to co-ordinate and
integrate efforts by the various groups / agencies in implementing
ensure a harmonious and integrated approach in Policy
/Administration / Project activities/ Special occasion etc.
to resolve the
issues and problems that arising during implementation.
implementation of an integrated approach in Policy and
to resolve the
issues and problems that arise.
to co-ordinate and
integrate efforts for implementation.
To ensure that you’re fully
leveraging the power of your event title, select the type of
event that best fits the experience you want to create. To
engage listeners, many organizations provide outlines, notes sheets,
reading materials or copies of important documents. Provide
Projector for PowerPoint presentation to follow when listening to
type of events you can host are varied. Every event is different
such as Seminars, workshops, conference, symposia, user conferences,
summits, Tele-seminars Web-conferences. As such use the nomenclature
for the event accurately because it communicates volumes
about the type of experience your participants can expect.
Here’s a quick
explanation of each type of event.
Seminars are educational events that feature one or more subject
matter experts delivering information primarily via lecture and
discussion. Seminars are an increasingly popular way to generate
qualified leads for your business. Many professionals and
organizations recognize that the best way to convince prospects of
their expertise is to deliver high-quality education and, therefore,
deliver free seminars that are high in content. There are
presentation by experience papers, Case study by professionals/
members/ Subject talk; or a meeting for giving and discussing
information; or a group of advanced students studying under a
professor with each doing original research and all exchanging
results through reports and discussions;
a course of study pursued by a seminar; an advanced or
graduate course often featuring informality and discussion or a
scheduled meeting of a seminar
II . Workshops tend to be smaller and more intense than seminars.
This format often involves students practicing their new skills
during the event under the watchful eye of the instructor. Hands-On
Workshops typically involve participants doing work on a particular
issue during the program. The promise is that when they leave,
they’ll have at least a rough plan or tools in place to address the
challenge. Subject and practical exercise to formulate proposals to
emphasize problem solving or a Action Plans after Group
discussions;or a usually brief intensive educational program for a
relatively small group of people that focuses especially on
techniques and skills in a particular field
III. Conferences often features keynote presentations delivered to
all attendees, as well as multiple break-out sessions. Attendees
often expect to receive information about the subject trends and
developments. Attendees learn about latest knowledge enhancements,
as well as new and advanced strategies for using the informations to
achieve goals and solve problems.
IV. Meeting: This is an act or process of coming together into
conformity with the views, wishes,or as an assembly for a common
purpose or a permanent organizational unit or
Knowledge Interfaces to come into conformity with the views, wishes,
or opinions of different members; or for General Review or for
framing future Policy meeting of two or more persons for discussing
matters of common concern; or a usually formal interchange of
views/consultation; or Major event-quarterly, half-yearly, annual
or bi-annual etc .
V. A Symposium is typically a more formal or academic gathering,
featuring multiple experts delivering short presentations on a
VI. A Summit is a gathering of the highest level of leaders and
3. Many times events
are poorly run as these are not well organized and because these are
Unproductive, time wasting, never start and ends up in time and
frustrating. Mostly the events never start and end up in time and
frustrating. We have to Re-Learn ways and means for (the Art of)
management of meeting to improve the events by using modern systems
and skills. Do your 'Home Work' properly. Requires
preparation and discipline, but doing so can make a huge difference
to the productivity of your organization.
is useful to run meetings more effectively, efficient and
creative design, logistics. Anticipate all elements of meeting
Assess what is most important through careful planning and
5. Assess who are
your participants and your sponsors, Objectives / Theme /
Participation level / Invitees / Cost and coordination.
6. Select an
appropriate dignitary to be invited along with list of Subject
Matter Specialists with their topics of lecture or presentation.
appropriate THEME and divide it into 4-5 SUB-THEMES to support and
promote the Theme.
8. Select Chairmen
for each session as well as Rapporteurs for each session. All
presentations can not be made in the limited time. Hence ask all
contributors to send a brief of their presentation. Their copies can
be distributed to all participants along with ‘Reading Material
9. Prepare a Key Note
Address for the Dignitary, if he is a generalist about the subject
of the event.
Prepare Day to day
Tentative program of Technical sessions
Date from ................. .to ....................
Date - Inaugural Session - Time from ...
9.00 – 9.05 a.m.
9.05 – 9.10 a.m.
Lighting of the Lamp
9.10 – 9.15 a.m.
9.15 – 9.30 a.m.
Inaugural Speech by
9.30 – 9.45 a.m.
Key Note Address by
9.45 – 10.00 a.m.
10.00 – 10.15 a.m.
Vote of thanks
Technical Session I - Sub
11.00 – 11.05 a.m.
11.05 – 11.25 a.m.
11.25 – 11.45 a.m.
11.45 – 12.05 p.m.
12.05 – 12.25 p.m.
12.25 – 12.45 p.m.
12.45 – 12.55 p.m.
Questions & Answers
12.55 – 01.00 p.m.
Summing up by Chairman
Techical Session I
2.00 – 2.30 p.m.
2.30 – 3.00 p.m.
3.00– 3.30 p.m.
3.30– 4.30 p.m.
4.30– 4.50 p.m.
Questions & Answers
4.50– 4.30 p.m.
Summing up by Chairman
Rules of Meeting Management:
Follow them to help make the
event more productive and less frustrating. Each of the rules
requires commitment from all participants. Golden rules are:
Rule 1: Run
your meetings, as you would have others run the meetings that you
intent to attend
This is the most fundamental
Rule of Running an effective meeting or being a good meeting
participant. It is all about ~ considerate of others. All the
other Rules flow from this principle.Always
Know What Time It Is The clock is God in meetings. Out of respect
for the commitment and sanity of everyone who attends, meetings
should never run over the time allotted. Especially regularly
scheduled meetings. If the session gets bogged down in an issue,
table it for another meeting. If the meeting must conclude by taking
an action or decision, then schedule it accordingly. Tell all the
participants before the meeting starts that it will go as long as
necessary to reach the stated conclusion. Don't mislead people by
minimizing the amount of work involved; that kind of trickery will
only come back to haunt you.
prepared and ensure that all the participants are comfortable.
Distribute meeting agenda a day
before the meeting and make sure everyone has access to any relevant
background materials. All Participants arriving at the meeting ought
to be well prepared with the help of Agenda and Background
materials. No one should arrive at a meeting not knowing why he or
she is there and what is supposed to be accomplished.
Rule 3: Stick
to the Schedule
Start the meeting on time
and end it on time (or even early). Starting on time requires
discipline by the organizer. Participants arriving late show a lack
of consideration for all those who were on time. If all participants
know that the organizers always start the meeting right on time,
then there is greater likelihood that everyone else will make an
effort to be punctual.
Keep the agenda
realistic. The Chairman should inform the allotted time
to each speaker and control it effectively. If speaker
narrates stories and irrelevant issues.. one should
intervene and divert him to spare time for other
meetings should be scheduled at a time that is
reasonably convenient for the participants. For
inconvenient times (e.g. after the end of the official
workday) can have negative impact on morale.
Emergencies are a
reality for most: Organisations and may necessitate
meetings at odd times also.
Rule 4: Never
Forget the Main Reason for Meetings
only good reason to have meetings is to do something together that
you can't do better alone. In business, meetings have three primary
purposes: communicating, administering, and deciding. Of these, the
first and last are most worthwhile. But the focus of all three kinds
of meetings should be action. They should either be communicating
the intention to take an action or the results of action that has
been taken, administering a plan of action, or deciding among
alternative actions. If you find yourself calling meetings "or going
to them" that have some other purpose, you're wasting your time. And
everyone else's. Find something else to do.
Rule 5: Stay on the Theme/Subject:
If the meeting becomes clearly
go off on a tangent, then either the Chairman or the Organizer
or any one person assigned for the job, ought to have the
responsibility of gently guiding back the Speaker or discussions by
participants to the main topic of meeting. In case a few people
often tends to tell stories, poems during meetings, then either the
Chairman or, should guide the discussion back to the agenda .
Rule 6: Don't
hold unnecessary meetings
Meetings are crucial vehicles
for maintaining good communication. Carefully assess how
often-routine meetings really need to be held or how productive they
are? Can they be held less frequent ? Or, perhaps, can they be held
standing up someplace and kept to a few minutes in office, but it is
important to find the right balance between good communication and
productive uses of time. .
Rule 7: Remember
the Golden Rule of Meetings
in Public, Criticize in Private: Shut off public criticism when it
arises. It's extremely destructive to morale and should be
prevented. Indeed, much misery could be avoided in the business
world if all members of the corporate community would remember a
simple fact: if they are working for the same employer, then they
are all on the same team. Corporate politics we will always have
with us, but that doesn't mean that we have to accept them tamely.
Help your vocally critical teammates by making it clear, in advance
of each meeting, who is in charge, how long the meeting will last,
and what the point of the meeting is. Then deal with attempts to
take the meeting in other, more vicious directions as simple
misunderstandings of the agreed-upon ground rules. Politely but
firmly steer the meeting back to the right terrain.Don't misuse it
to get people to stray from the straight and narrow, or bend the
rules, or set the quotas dangerously high, or cut corners on
quality, or any one of a thousand such activities that go on every
day in misguided organizations everywhere. Your corporation has a
set of values. If it doesn't include adherence to a code of ethics
and the rule of law, change the values or find values or find
somewhere else to work.
Rule 8: Conclude
meetings with a clear statement of the next steps and who is take
Meeting organizer should clearly
summarize what needs to be done and who is going to do It. This is
crucial otherwise the meeting will have been a waste of everyone's
Do Not Convene Meetings Outside of Normal Business Hours
Of course there are times when this rule
must be broken, but they should be reserved for real emergencies.
People who schedule meetings for evenings and weekends are merely
advertising the embarrassing fact that they have no life - and
they're expecting others to give up theirs. That kind of person
should not be allowed to run anything, much less part of a modern
corporation, because they lack the basic humanity to do a good job.
Surviving in the fast-moving, devil-take-the-hindmost business world
of today requires good peripheral vision as well as keen
understanding of the work involved. Those without the necessary life
balance can't possibly understand that world they're in or see
around the next business corner.