Effective Meeting Types: Congresses, Conferences, Courses & More
Meeting Types and Their Characteristics
Meeting: A gathering to discuss a specific topic, share information, and make decisions. It involves a group of people, a common theme, a set time, and a suitable space.
Elements of Meetings
- Subjects: All participants are active, with varying roles.
- Purpose: The clear reason for the meeting.
- Time: Duration and scheduling are crucial.
- Space: The physical environment should be suitable.
Theme and Purpose
Objective: The desired outcome of the meeting. Topic: The specific issue to be discussed.
Meeting Types Based on:
- Number of Participants: Small or large meetings.
- Frequency: Sporadic or continuous meetings.
- Theme: Information, decision-making, or idea generation meetings.
Other Meeting Types:
- Overlap meetings
- Team meetings
- Corporate events
Specific Meeting Formats
Congress: A large gathering of professionals to discuss a specific topic, often within the same field. It can last from a weekend to a month and has a regional, national, or international scope.
Conference: A meeting to discuss a particular topic, typically with more than 70 participants. It can last from one day to several days and has a local, regional, or national scope.
Course: A meeting focused on teaching or training to increase knowledge on a topic. The duration varies depending on the subject matter and the scope can vary.
Seminar: A meeting of 8 to 20 people to study a specific topic, exchange information, or deepen knowledge. It usually lasts one or two weeks and is aimed at professionals in a related field.
Working Group: A meeting of 6 to 15 people to work on a specific topic, either temporarily or permanently. The scope is usually local.
Workshop: A gathering of 6 to 15 people to perform practical work on a specific topic. It usually lasts from a long weekend to a week and has a local scope.
Talk: A gathering of 15 to 60 people to hear an expert on a topic. It can last one or more sessions and has a varied scope.
How to Organize a Meeting
Planning: Set goals and assess the need for the meeting.
Preparation: Create a program, prepare documentation, and specify the place, date, and duration.
Execution: Ensure good organization.
Summary and Recording: Create a report and evaluate if objectives were met.
Meeting Resources
Financial Resources: Budget for expenses and income.
Human Resources: Coordinator, moderator, and secretary.
Technical Resources: Projectors, computers, etc.
Meeting Space: Tables and chairs.
Table Types
- Elliptical
- Circular
- V-shaped
- U-shaped
- Rectangular
Meeting Basics
Call: A document communicating meeting details.
Coordinator: The person who starts, manages, and informs attendees.
Forum: A meeting on current issues with audience participation.
Board Meeting: A meeting for specific purposes.
Moderator: The person who ensures the meeting stays on track.
Record: A document of recorded facts and circumstances.
Extroversion: Demonstration of expression through senses.
Meeting Overlap: Daily meetings between shifts.