MICE 2
Meetings
191 What is a meeting?
-Meeting = General term indicating the coming together of a number of people in one place, to
confer or carry out a particular activity. Frequency: can be on an ad hoc basis or according to a set
pattern, as for instance annual general meetings, committee meetings, etc.
-Meetings are short-term events, usually one day and even without overnights. They are organised
on a regular basis, but often are ad-hoc when a hot issue has arisen.
-Meetings are focused on concrete, narrow topics and therefore the number of participants is rather
low.
-Destinations chosen for meetings are either destinations where headquarters are located, or
destinations within an easy reach for all representatives.
-Meetings can come in many different forms, three of which have a separate status:
Conference
Congress
Convention
-The meeting headed by a chairperson is called a business meeting or executive meeting.
193: Planning the meeting
-Organising and planning a meeting can be done following the method described earlier in this book
in the chapter ‘Project management’. When planning a meeting, however, some specific parts will
need more emphasis:
Choosing the right date -> take into account holidays, everyone has to be there and travelling
time.
Choosing the right time
Select speakers or moderators
Specific technical facilities
Communication
Choice and layout of the location -> meeting room not too big or too small.
194: Specific meetings
-Conference = Participatory meeting designed for discussion, fact-finding, problem solving and
consultation. Usually of limited duration with specific objectives.
-As compared with a congress, a conference is normally smaller in scale and more select in character.
-Congress = Regular coming together on a representational basis of several hundreds or even
thousands of individuals belonging to a single professional, cultural, religious or other group.
Convened to discuss a particular subject. Usually established in advance and can be either
multiannual or annual.
-A congress will often last several days and have several simultaneous sessions.
,-Convention = General and formal meeting of a legislative body, social or economic group in order to
provide information on a particular situation and in order to deliberate and, consequently, establish
consent on policies among the participants. Usually of limited duration with set objectives, but no
determined frequency.
symposium
-symposium = Meeting of a number of experts in a particular field at which papers are presented by
specialists on particular subjects and discussed with a view to make a final decision.
-Symposium means drinking together.
-After a symposium, the attendees must leave with more knowledge about a topic or a deeper
understanding of a problem. They may have acquired entirely new concepts or ideas on an existing
topic or found a solution or innovative idea.
The organisation of a symposium:
-Step 1 -> Call for papers on the topic or theme of the meeting. This process is usually carried out
through publications and their associated websites, together with relevant social media platforms.
-Meeting planners should choose a diverse group so the same topics will not be repeated. So same
field but different disciplines.
The format of the symposium:
-The host or organiser of the symposium opens the symposium with a welcoming speech and any
notices.
-Introduction of a moderator -> presenter or moderator who will introduce the first keynote speaker
and panel members.
-A keynote speaker -> A keynote speaker gives his comments on the subject that is discussed in this
symposium.
-Discussion -> Panelist can give personal vision and his perspective.
-Q & A -> Ends with a question and answer round.
Seminar
-Meeting or series of meetings of specialists who have different skills but have a specific common
interest and have come together for training or learning purposes. The work schedule of a seminar is
aimed at enriching the skills of the participants.
-Usually an interactive session.
-An One-day educational programme.
Purpose of a seminar:
-Educational purpose
-Motivating goal -> inspire participants to be a better person, or to work on personal skills
-Meet people with similar interests or to network.
,Seminars VS. Workshops = A seminar is usually academic and less pragmatic than a workshop. A
seminar is an events focusing on educational topics in which one or more experts explain their view
on this topic. A workshop focuses on teaching skills, led by an instructor in a less formal environment.
Webinar
-Web-based seminar, a presentation, lecture, workshop that is transmitted over the web and is more
likely to be interactive.
-A webinar can be compared to a seminar, but now it is not physically attended by the public, but on-
line.
-The host can be the image whilst speaking, but this can also be alternated with a computer screen
on which presentations or performances are shown.
-Possible applications of a webinar:
Display slides: You can display a slideshow presentation using MS PowerPoint .
Stream video: Show a video either stored on your computer or found online.
Talk to your audience: Use VoIP to make audio possible.
Record everything: Record the entire presentation.
Edit: Use the mouse to make highlights or markings.
Chat: Open a chat box.
Conduct surveys and polls
-A webcast is usually a one-way flow of information, broadcast over the internet to the general
public. This public contributes nothing to the content of the webcast, making this form non-
interactive.
-Panel = Discussion with a moderator and two or more participants on a certain subject.
-Consists of a group of people who have gathered to discuss a topic with an audience.
-Forum = Meeting or part of a meeting set aside for an open discussion by recognised participants on
subjects of mutual interest.
-A forum is a meting consisting of two parts:
The first part consists of several presentations or lectures given by experts from different and
sometimes opposing perspectives.
The second part consist of a discussion between forum members and the participants of the
forum.
-An internet forum is a place on the web or on a website on which you can talk with other people,
have a discussion or ask questions. Anyone can respond or react.
-Debate = presentation given by 2 or more experts in a certain field who must sustain their points of
view. Speaking times and speaking order is previously arranged.
-Breakout session = Small group sessions within a meeting organised to discuss specific subjects. The
purpose is to take discussions to a more detailed level and to allow for greater participation among
attendees.
-Brainstorming session = Session where all participants deliver creative ideas.
, -Parallel session = Session which has some similarity in correspondence, analogy or subject.
-Poster session = A session during which topics are presented on ‘posters’.
-Rump session = A session which is programmed at the end of the day. Usually even after a dinner.
-Rap session = An informal session during which there is no specific agenda item.
-Working session = This is every session which is organised in advance of a meeting.
-Preparatory session = A session for a limited group of people to prepare an official meeting.
-Plenary session = A session in which all the participants of the meeting have the right, or sometimes
have the obligation, to participate. Usually at the beginning and closing of a meeting.
-Buzz session = A session in which all the participants are divided in small groups.
-Q & A session = Question and answer period.
-Briefing session = A session in which the participants are informed and/ or receive instructions.
-Break out session = Participants of a break-out session are generally a small group of experts or
other attendees. Focuses on questions that are not answered or problems on which a solution must
be found.
-Some considerations for breakout sessions:
Establish clear and concise goals for the session.
The use of technology can simplify and streamline a breakout session.
Consider requiring attendees to register in advance of the conference for the session they
plan to attend.
Multiple sessions on the same topic help to limit the size of the breakout session that have
high demand.
WIFI access has gone from being a luxury to a necessity and an expected amenity at every
conference.
-Workshop = Working meeting aiming at finding a solution and a result to some problems or
questions pending. The duration is short and limited.
Training
-The quality trainings are divided over a number of days with intervals in between.
-During a training, the participant will get more time to create and adapt new behaviour.
-A training is a combination of some short and practical theory and a lot of practice.
-A workshop is shorter in time and often concentrates on a specific part or item.
-A course is usually a short-term course period to learn about a specific topic. Sometimes completed
with a certificate.
-If a course is of a long duration, then it is called a curriculum.
-A master class is a lesson or course that is given by a expert in a particular, often creative field.
Meetings
191 What is a meeting?
-Meeting = General term indicating the coming together of a number of people in one place, to
confer or carry out a particular activity. Frequency: can be on an ad hoc basis or according to a set
pattern, as for instance annual general meetings, committee meetings, etc.
-Meetings are short-term events, usually one day and even without overnights. They are organised
on a regular basis, but often are ad-hoc when a hot issue has arisen.
-Meetings are focused on concrete, narrow topics and therefore the number of participants is rather
low.
-Destinations chosen for meetings are either destinations where headquarters are located, or
destinations within an easy reach for all representatives.
-Meetings can come in many different forms, three of which have a separate status:
Conference
Congress
Convention
-The meeting headed by a chairperson is called a business meeting or executive meeting.
193: Planning the meeting
-Organising and planning a meeting can be done following the method described earlier in this book
in the chapter ‘Project management’. When planning a meeting, however, some specific parts will
need more emphasis:
Choosing the right date -> take into account holidays, everyone has to be there and travelling
time.
Choosing the right time
Select speakers or moderators
Specific technical facilities
Communication
Choice and layout of the location -> meeting room not too big or too small.
194: Specific meetings
-Conference = Participatory meeting designed for discussion, fact-finding, problem solving and
consultation. Usually of limited duration with specific objectives.
-As compared with a congress, a conference is normally smaller in scale and more select in character.
-Congress = Regular coming together on a representational basis of several hundreds or even
thousands of individuals belonging to a single professional, cultural, religious or other group.
Convened to discuss a particular subject. Usually established in advance and can be either
multiannual or annual.
-A congress will often last several days and have several simultaneous sessions.
,-Convention = General and formal meeting of a legislative body, social or economic group in order to
provide information on a particular situation and in order to deliberate and, consequently, establish
consent on policies among the participants. Usually of limited duration with set objectives, but no
determined frequency.
symposium
-symposium = Meeting of a number of experts in a particular field at which papers are presented by
specialists on particular subjects and discussed with a view to make a final decision.
-Symposium means drinking together.
-After a symposium, the attendees must leave with more knowledge about a topic or a deeper
understanding of a problem. They may have acquired entirely new concepts or ideas on an existing
topic or found a solution or innovative idea.
The organisation of a symposium:
-Step 1 -> Call for papers on the topic or theme of the meeting. This process is usually carried out
through publications and their associated websites, together with relevant social media platforms.
-Meeting planners should choose a diverse group so the same topics will not be repeated. So same
field but different disciplines.
The format of the symposium:
-The host or organiser of the symposium opens the symposium with a welcoming speech and any
notices.
-Introduction of a moderator -> presenter or moderator who will introduce the first keynote speaker
and panel members.
-A keynote speaker -> A keynote speaker gives his comments on the subject that is discussed in this
symposium.
-Discussion -> Panelist can give personal vision and his perspective.
-Q & A -> Ends with a question and answer round.
Seminar
-Meeting or series of meetings of specialists who have different skills but have a specific common
interest and have come together for training or learning purposes. The work schedule of a seminar is
aimed at enriching the skills of the participants.
-Usually an interactive session.
-An One-day educational programme.
Purpose of a seminar:
-Educational purpose
-Motivating goal -> inspire participants to be a better person, or to work on personal skills
-Meet people with similar interests or to network.
,Seminars VS. Workshops = A seminar is usually academic and less pragmatic than a workshop. A
seminar is an events focusing on educational topics in which one or more experts explain their view
on this topic. A workshop focuses on teaching skills, led by an instructor in a less formal environment.
Webinar
-Web-based seminar, a presentation, lecture, workshop that is transmitted over the web and is more
likely to be interactive.
-A webinar can be compared to a seminar, but now it is not physically attended by the public, but on-
line.
-The host can be the image whilst speaking, but this can also be alternated with a computer screen
on which presentations or performances are shown.
-Possible applications of a webinar:
Display slides: You can display a slideshow presentation using MS PowerPoint .
Stream video: Show a video either stored on your computer or found online.
Talk to your audience: Use VoIP to make audio possible.
Record everything: Record the entire presentation.
Edit: Use the mouse to make highlights or markings.
Chat: Open a chat box.
Conduct surveys and polls
-A webcast is usually a one-way flow of information, broadcast over the internet to the general
public. This public contributes nothing to the content of the webcast, making this form non-
interactive.
-Panel = Discussion with a moderator and two or more participants on a certain subject.
-Consists of a group of people who have gathered to discuss a topic with an audience.
-Forum = Meeting or part of a meeting set aside for an open discussion by recognised participants on
subjects of mutual interest.
-A forum is a meting consisting of two parts:
The first part consists of several presentations or lectures given by experts from different and
sometimes opposing perspectives.
The second part consist of a discussion between forum members and the participants of the
forum.
-An internet forum is a place on the web or on a website on which you can talk with other people,
have a discussion or ask questions. Anyone can respond or react.
-Debate = presentation given by 2 or more experts in a certain field who must sustain their points of
view. Speaking times and speaking order is previously arranged.
-Breakout session = Small group sessions within a meeting organised to discuss specific subjects. The
purpose is to take discussions to a more detailed level and to allow for greater participation among
attendees.
-Brainstorming session = Session where all participants deliver creative ideas.
, -Parallel session = Session which has some similarity in correspondence, analogy or subject.
-Poster session = A session during which topics are presented on ‘posters’.
-Rump session = A session which is programmed at the end of the day. Usually even after a dinner.
-Rap session = An informal session during which there is no specific agenda item.
-Working session = This is every session which is organised in advance of a meeting.
-Preparatory session = A session for a limited group of people to prepare an official meeting.
-Plenary session = A session in which all the participants of the meeting have the right, or sometimes
have the obligation, to participate. Usually at the beginning and closing of a meeting.
-Buzz session = A session in which all the participants are divided in small groups.
-Q & A session = Question and answer period.
-Briefing session = A session in which the participants are informed and/ or receive instructions.
-Break out session = Participants of a break-out session are generally a small group of experts or
other attendees. Focuses on questions that are not answered or problems on which a solution must
be found.
-Some considerations for breakout sessions:
Establish clear and concise goals for the session.
The use of technology can simplify and streamline a breakout session.
Consider requiring attendees to register in advance of the conference for the session they
plan to attend.
Multiple sessions on the same topic help to limit the size of the breakout session that have
high demand.
WIFI access has gone from being a luxury to a necessity and an expected amenity at every
conference.
-Workshop = Working meeting aiming at finding a solution and a result to some problems or
questions pending. The duration is short and limited.
Training
-The quality trainings are divided over a number of days with intervals in between.
-During a training, the participant will get more time to create and adapt new behaviour.
-A training is a combination of some short and practical theory and a lot of practice.
-A workshop is shorter in time and often concentrates on a specific part or item.
-A course is usually a short-term course period to learn about a specific topic. Sometimes completed
with a certificate.
-If a course is of a long duration, then it is called a curriculum.
-A master class is a lesson or course that is given by a expert in a particular, often creative field.
