Executive Committee Mtg 04-16-24

President's Report

Page 45 of 55

12/14/2023

Agenda Considerations Event Objectives!

Planning the Program Components Formal meetings | sessions Breaks Food & beverage

Expectations of the audience Constraints of venue and infrastructure Culture of the client and sponsors Availability of staging elements Logistics and availability of team Creative intent of the event team

Exhibition | trade show Free time | social | fun

37

38

Program Development

Program Design

Establish a template for the entire conference that details all major time blocks. These may include: • Plenary sessions • Workshops

Program Pace and Time • Time and length of each session • Plenary and breakout sessions • Opening & closing ceremonies

• Social events • Trade show • Registration hours • Tours • Reception/parties

• Concurrent sessions • Refreshment breaks • Meals

39

40

Traditional Session Formats

Traditional Timing

Lecture, panel

45-60 minutes 90-120 minutes 20-30 minutes 30-60 minutes 60-120 minutes

Breakout (group discussions) Concurrent (simultaneous sessions) Exhibit (products and services) General session (all persons) Lab (working environment) Tour (field trips) Workshop (discussion and exchange)

Lunch w/ speaker

Break

Reception

Reception dinner Dinner, per course

30 minutes

41

42

7