ADMINISTRATIVE OFFICE PROCEDURE AND MANAGEMENT

MEETINGS AND CONFERENCES

 DEFINE MEETINGS
AND OTHER TERMS
A Meeting is when two or more people
come together to discuss one or more
topics.

REPORTER : CLARISE ZETA

 DEFINE MEETINGS
AND OTHER TERMS
Conference is generally understood
as meeting of several people to
discuss a particular topic. It is often
confused with a convention,
colloquia or symposium.

REPORTER : CLARISE ZETA

 DEFINE MEETINGS
AND OTHER TERMS
While a conference differs from the
others in terms of size and purpose, the
term can be used to cover the general
concept. A convention is larger than a
conference.It is a gathering of
delegates representing several groups.

REPORTER : CLARISE ZETA

 TYPES OF
MEETINGS
Company Meeting
Advisory Council Meeting
Executive Meeting
Committee Meeting

REPORTER : CLARISE ZETA

TYPES OF CONFERENCES
A Round Table is a get together of peers to
exchange thoughts and opinions on a certain
topic that is usually political or commercial.
There are a limited number of participants
who sit at a round table, so that each one can
face all the others.

REPORTER : CLARISE ZETA

TYPES OF CONFERENCES
A Workshop is more of a hands-on experience
for the participants with demonstrations and
activities; the amount of time one speaker
addresses the group is limited.

REPORTER : CLARISE ZETA

TYPES OF CONFERENCES
A Seminar is organized to discuss a
particular topic. They are usually
educational in nature and attendees are
expected to gain new knowledge or skills
at the end of the seminar.

REPORTER : CLARISE ZETA

TYPES OF CONFERENCES
A Symposium is a casual gathering and includes
refreshment and entertainment.

And finally, the Colloquium. It is an academic conference

or seminar.

REPORTER : CLARISE ZETA

YOUR RESPONSIBILITY IN
HANDLING MEETINGS AND
CONFERENCES
The Secretary is crucial to the smooth
running of a meeting. This involves
activities before, during and after the
meetings. In order to be effective, the
secretary should ensure that they
carry out the following activities.

REPORTER : HAZEL GABALES

 BEFORE THE MEETING
Ensure that the notice of
the meeting is given, that
suitable accommodation is
arranged and confirmed,
and that copies of the
agenda are prepared.

REPORTER : HAZEL GABALES

 BEFORE THE MEETING
Make sure that any reports
or information requested at
the last meeting is available

Check to see the

cleanliness of the meeting
room.

REPORTER : HAZEL GABALES

DURING THE MEETING
Arrive in good time before the
meeting with the minutes and with
all the relevant correspondence
and business matters for that
meeting in good order. Record the
names of those who are present,
and convey and record apologies
received from those who are
absent.

REPORTER : HAZEL GABALES

DURING THE MEETING
Read the minutes of the previous
meeting.

Report on action or matters

arising from the previous
minutes. Read any important
correspondence that has been
received.

REPORTER : HAZEL GABALES

DURING THE MEETING
Good lighting is essential for
eye comfort and productivity.
Use natural lighting as much as
possible and add a table lamp
that can be adjusted in
intensity.

REPORTER : HAZEL GABALES

AFTER THE MEETING
Prepare draft minutes of the meeting and
consult the supervisor for approval.

REPORTER : HAZEL GABALES

 AFTER THE MEETING
Send a reminder notice of each decision requiring
action to the relevant person; this can be done by
telephone or by an action list with the relevant action
for each person duly marked.

REPORTER : HAZEL GABALES

AFTER THE MEETING
Promptly send all correspondence as
decided by the management committee.

REPORTER : HAZEL GABALES

 NOTICE OF THE MEETING
The people who are to attend a meeting should be notified a
reasonable amount of time before the meeting so that they
can make arrangements to attend. However, they should not
be notified so far in advance that they might forget about it.
A general rule is that everyone should be notified at least one
week in advance.

REPORTER : LANCE HERAMIA

NOTICE OF THE MEETING
For every larger meetings, such as convention, the
notice should go out more than one week before
the meeting date. If overnight accommodations
are to be arranged, the first person in charge
must make formal commitments to a hotel at
least two weeks ahead of the meeting.

REPORTER : LANCE HERAMIA

NOTICE OF THE MEETING
For dining arrangements, most hotels require
a definite number at least one week in
advance. It is obvious, then, that hotel and
food service arrangements will determine
how soon a meeting notice with a deadline for
a reply should go out

REPORTER : LANCE HERAMIA

 AGENDA
It refers to the order of business for the
meetings. It is usually your job to prepare
copies of the agenda for the participants.

REPORTER : CYRUS LUMBAN

 AGENDA
The orders of business are as follows:

Call to order Reports of officers

Determination of a Quorum New Business
Reading and approval of minutes Other Matters
of previous meeting
Adjournment
Business arising from the minutes

REPORTER : CYRUS LUMBAN

MINTUES OF THE MEETING
The written report of all the business matters
that were taken up during the meeting.

REPORTER : MIKKA ANGEL PEÑA

MINTUES OF THE MEETING
There are ways of preparing the minutes of the meeting :

1.Verbatim. You get the proceedings word by word.

2.Procedural meeting. It is necessary to name those who

make and second the motion.

3.Gist of the meeting.Summary of the proceedings.

REPORTER : MIKKA ANGEL PEÑA

MINTUES OF THE MEETING
Things to Remember When Preparing Minutes :

1.When you are called upon to take the minutes,

record the gist of the proceeding, not a verbatim
report. If a verbatim report is necessary, a taped
recording will be helpful.

REPORTER : MIKKA ANGEL PEÑA

MINTUES OF THE MEETING
2. Motions and resolutions must be recorded

3. In a very formal meeting, it is often necessary to

name those who make and second the motion so
you have to identify the people involved.

REPORTER : MIKKA ANGEL PEÑA

MINTUES OF THE MEETING
4. After the meeting, when you have to prepare the
minutes, you can consult the minutes of earlier
meetings and use them as your guide for the format
to be used.

REPORTER : MIKKA ANGEL PEÑA

 ORGANIZING CONFERENCES
1. Decide on a theme. Every great conference needs a theme. What‘s
unifying message that your speakers will deliver and that‘s the key
takeaway for conference attendees? The best themes are catchy,
reliable and trigger an emotional response. You want the conference
to inspire and stimulate conversation. Your theme has to enable that.
The theme is more than just a rallying cry for all participants, it will
also guide your branding and promotion from designing a logo to
coming up with social media has tags to printing your posters,
brochures and other collateral.

REPORTER : JANA ANACTA

 ORGANIZING CONFERENCES
2. Assemble your A-team. Chances are you won‘t be
organizing a whole conference all by yourself. You‘ll need a
dedicated team of people to assume responsibility for
different aspects of the planning, negotiations, and
promotions.

REPORTER : JANA ANACTA

 ORGANIZING CONFERENCES
Your core team will likely include:

a.Planning team: conference venue, accommodation, activities,

catering.

b.Administration team: Budgeting, attendee registration, ticket sales.

This team/person will also be the main point of contact for questions
related to the conference.

REPORTER : JANA ANACTA

 ORGANIZING CONFERENCES
c.Marketing team. Contacting the media, creating promotional
material, managing your website, blog and social media activities.

d.Sponsorship team: In charge of securing sponsors, applying for

grants, and fundraising.

Your main job will be to coordinate the team, set priorities, and
delegate tasks.

REPORTER : JANA ANACTA

 ORGANIZING CONFERENCES
c.Marketing team. Contacting the media, creating promotional
material, managing your website, blog and social media activities.

d.Sponsorship team: In charge of securing sponsors, applying for

grants, and fundraising.

Your main job will be to coordinate the team, set priorities, and
delegate tasks.

REPORTER : JANA ANACTA

 ORGANIZING CONFERENCES
3. Prepare a budget and business plan. Whether
your conference is funded by sponsors or not, you‘ll
have to put together a budget.You need to know
where the money is being earned and spent.

REPORTER : LANCE HERAMIA

ORGANIZING CONFERENCES
Here are the most common items you‘ll want budget for:

•Venue
•Accommodation
•Transportation
•Catering
•Speaker fees
•Activities
•Marketing
•Team members

REPORTER : LANCE HERAMIA

ORGANIZING CONFERENCES
4. Find sponsors and grants. Start by finding
sponsors that fund similar events or are
generally associated with your conference‘s
main themes.

REPORTER : LANCE HERAMIA

ORGANIZING CONFERENCES
5. Settle on a date. Setting a date will give
you a fixed point to count back from to better
plan your preparations.

REPORTER : LANCE HERAMIA

ORGANIZING CONFERENCES
6. Book the Venue. Once you know the
date, you can start looking for available
venues that match your requirements.

REPORTER : LANCE HERAMIA

ORGANIZING CONFERENCES
In general, venues might fall into three categories:

A. University campuses : they are best suited for

small, academic events and are relatively cheap to
hire.

REPORTER : LANCE HERAMIA

ORGANIZING CONFERENCES
B. Hotels. These typically have dedicated conference
facilities and own catering. They are the best all-in-
one choice since they offer both accommodations
and conference space. They also tend to be the
most expensive option.

REPORTER : LANCE HERAMIA

ORGANIZING CONFERENCES
C. Independent venues. This category includes all
other types of venues that can host conferences.
Many of these in specialize types of events.But the
cost of the venue is just one part of the puzzle.

REPORTER : LANCE HERAMIA

ORGANIZING CONFERENCES
Here are a few other factors to consider when looking for
the right venue :

Size. Booking a too-small venue where everybody has to

squeeze into a tiny room is clearly a bad idea. Similarly,
securing a giant venue for a relatively modest crowd will
not only hurt your wallet but also make the conference
feel empty and poorly attended.

REPORTER : LANCE HERAMIA

ORGANIZING CONFERENCES
•Location. It is best to pick a somewhat
secluded location so that participants are
better able to focus on the conference itself.

REPORTER : LANCE HERAMIA

ORGANIZING CONFERENCES
•Atmosphere. It is crucial that the vibe of the
venue suits your target audience and theme.

REPORTER : LANCE HERAMIA

ORGANIZING CONFERENCES
•Facilities. Does the venue have the proper
layout and the right conference room styles for
your needs? Does it have the necessary
facilities like e.g. smaller rooms for breakout
sessions?

REPORTER : LANCE HERAMIA

ORGANIZING CONFERENCES
•Accommodation. Does the venue provide
accommodation or are there hotels nearby?

REPORTER : LANCE HERAMIA

ORGANIZING CONFERENCES
•Catering. Is catering included or can
external companies easily to get to and
work inside the venue?

REPORTER : LANCE HERAMIA

ORGANIZING CONFERENCES
•Transportation. How easy is it for the
participants to travel to the venue by public
transport? Are there enough parking spots for
those who drive?

REPORTER : LANCE HERAMIA

ORGANIZING CONFERENCES
•Technical Aspect. Does the venue have the
right IT, audio, and video equipment?

REPORTER : LANCE HERAMIA

ORGANIZING CONFERENCES
7. Arrange catering and other vendors
(optional). Typically, a dedicated conference
venue will also provide on-site catering.
Decide on what type of refreshments you
want to offer and how many break there will
be for food.

REPORTER : LANCE HERAMIA

 ORGANIZING CONFERENCES
8. Line up your speakers. Your speakers are the stars of
your conference. You want a solid lineup in order to attract
attendees and guarantee a professional experience. One
sure way to gain attraction here is to first secure one big
name speaker. Someone who is very well- known and
respected within the field. This will boost your credibility in
the eyes of other potential speakers and make them more
likely to sign up.

REPORTER : MARK ANGEL SAN JUAN

 ORGANIZING CONFERENCES
Here are a few things to address:

•Compensation. Do they require a speaker fee or other forms

of compensation to participate?

•Supporting equipment. Does their presentation rely on

specific IT equipment or other props?

REPORTER : MARK ANGEL SAN JUAN

 ORGANIZING CONFERENCES
•Special requirements. Do they have specific
dietary preferences? Will they need to have
transportation and accommodation arranged for
them?

REPORTER : MARK ANGEL SAN JUAN

 ORGANIZING CONFERENCES
9. Put together an agenda. Now that the key
elements are in place, it‘s time to shape them into a
detailed agenda. Remember that the conference‘s
main objective is to inspire people and expand their
horizons.

REPORTER : MARK ANGEL SAN JUAN

ORGANIZING CONFERENCES
A very top level conference agenda might look something like this:

Day 1
Theme – setting keynote speech by an influential speaker
Speaker presentation
Common dinner

Day 2 and onward

Shorter hands-on sessions and workshops
Networking and teambuilding activities
Final day
Motivational speaker to end on a high tone

REPORTER : MARK ANGEL SAN JUAN

 ORGANIZING CONFERENCES
10. Start registering attendees. It‘s finally time for
what is arguably the most exciting part. Gettingpeople
to sign up for your conference.Your best choice is to
make a professional website for the conference.

REPORTER : MARK ANGEL SAN JUAN

 ORGANIZING CONFERENCES
At the very minimum, that should include:

•An appropriate domain (i.e. www.myconferencename.com)

•Must—know details about the conference (when, where, who, what, why)

•Browsesable conference calendar/program

•Registration form where people can sign up or buy tickets

REPORTER : MARK ANGEL SAN JUAN

 ORGANIZING CONFERENCES
1.Promote your conference. You now have your name, key speakers, a clear
conference program and a website (or event page) to guide people to. Your
main focus now is promoting the conference via all available
channels.Online, you have numerous ways to promote your conference on a
relatively small budget.

•Social media sites

•Relevant forums where potential attendees might hang out own blogs and
press releases.

REPORTER : MARK ANGEL SAN JUAN

 ORGANIZING CONFERENCES
1.Promote your conference. You now have your name, key speakers, a clear
conference program and a website (or event page) to guide people to. Your
main focus now is promoting the conference via all available
channels.Online, you have numerous ways to promote your conference on a
relatively small budget.

•Social media sites

•Relevant forums where potential attendees might hang out own blogs and
press releases.

REPORTER : MARK ANGEL SAN JUAN

 ORGANIZING CONFERENCES
2. Take care of on-site planning. In this step, you get down
to the nitty-gritty details to address how attendees will
physically navigate the venue on the day.

REPORTER : LYKA ATOLLE

 ORGANIZING CONFERENCES
1.Here are just some of the questions you‘ll want to answer:

•Will there be a wardrobe?

•Who will man the doors and scan tickets?
•Which locale will be used for the main event?
•What rooms should be reserved for the breakout sessions •Where
will refreshment be served?
•Will you have an exhibition area where sponsors and vendors can
set up a booth?

REPORTER : LYKA ATOLLE

 ORGANIZING CONFERENCES
3. Host the Conference. Provided that you‘ll followed
all the above steps and have a team of volunteers in
charge of on-the-day activities, there shouldn‘t be
much for you to worry about.

REPORTER : LYKA ATOLLE

 ORGANIZING CONFERENCES
Here are a few situations that might require your attention :

•Calling up backup speakers in case of any last minute

cancellations

•Personally introducing the conference and the main speakers

•Making sure presentations don‘t run past the allotted time

REPORTER : LYKA ATOLLE

 ORGANIZING CONFERENCES
•Participating in networking and facilitating conversations

•Gathering in-person attendees feedback as the conference

unfolds

Communicating with journalists and others reporting on the

conference

REPORTER : LYKA ATOLLE

 ORGANIZING CONFERENCES
4. Follow up after the conference. You should
follow up with althea people involved your team,
speakers, volunteers, vendors, and-of course-the
attendees. You want to follow up for two main
reasons :

REPORTER : CRYUS LUMBAN

 ORGANIZING CONFERENCES
1. Say “Thank You”. You should t hank every one for
their participation and efforts. Not only is this a
common courtesy but you‘ll also get to leave a
positive impression. There‘s a good chance this
isn‘t your last conference, so you want to nurture
any connections you‘ve made.

REPORTER : CRYUS LUMBAN

 ORGANIZING CONFERENCES
2. Collect Feedback. This is the perfect
opportunity to hear what people thought of
the conference and what could be done better
in the future.

REPORTER : CRYUS LUMBAN

 ORGANIZING CONFERENCES
The easiest way to gather input is to email everyone a link
to an online survey. Keep it relatively short and focus on a
few main themes. What did they like the most about the
conference? How would they rate the different elements
(presentations, refreshments, accommodations, etc.) what
would they change or improv)

REPORTER : LANCE HERAMIA

THANK YOU FOR LISTENING!!