First-Time Readers Newsletter - April 2001

First-Time Readers		April 2001

All You Need To Know About Conferences

What is a conference?

A conference is a gathering; of people with common interests. An organizing committee plans a program based on topics that will be of interest to a particular group. For example, a group of single parents might want to organize a conference around the issues and concerns of single parents raising children. They may want to hear from other single parents, they may want to talk about the costs of raising a child and baby-sitting services.

Where are conferences usually held?

Conferences are usually held in a central place where it is easy for most people to attend. They are often held in hotels, if more than one day is involved. Sometimes conferences are held in camps or places where people like to relax and enjoy nature.

How long are conferences held?

Conferences may be held for one, two or more days depending upon what is being discussed and how many people can participate.

How much do conferences cost?

The cost of conferences vary. Local conferences will cost the least, provincial and national conferences can be expensive mainly because of the travel involved. Some conferences are sponsored by specific groups who want to promote a cause or protect something they feel is valuable. Other conferences are sponsored by employers who want to educate their staff. Many conferences are sponsored by government agencies who have a responsibility to help people and promote causes.

What kinds of expenses are involved for those who attend?

Individual expenses will vary greatly. Some people may have to travel long distances. Hotel costs can be high if the conference is held in a big city. Meals are also considered a part of the expense.

Some participants may require child care. Often, people are required to pay a registration fee.

How do I get invited?

Many conferences are open to invitation. Others are advertised to the general public in the newspaper or some other media. If you belong to a group you may be asked to represent them at a conference. You can also contact a group you expect to hold a conference and ask that you be invited to attend.

So, you have been invited! What do you have to consider?

You receive a letter in the mail stating that the Literacy Development Council is sponsoring a conference for learners in Gander. You have been asked to represent your group. You live on the Northern Peninsula. Organizers agree to pay your expenses. You must give them an answer in a week. What do you have to consider?

The following questions should help you decide whether you want to accept the invitation?

Is this something I am really interested in?

Is it an area I want to learn more about?

Do I have experiences and ideas that others want to hear about?

Am I willing to share the information with others in my community?

If you answered yes to most of these questions, you will most likely agree to attend.

You have agreed to attend. What is expected of you?

There are several things you should do.

Transportation: You will have to arrange your transportation to Gander.

Hotel Accommodations: You should confirm your hotel reservations. Most conferences will have rooms booked in advance. You may still have to contact the hotel, that information be given to you by organizers.

Clothing: You should have a close look at the program. You may be expected to attend a dinner. Check to see if it is casual or semi formal. That will help you decide what kinds of clothes to take along. You may also have some fun activities organized for you. You may want to bring along a bathing suit, sneakers, etc.

Participation: You will be expected to go to sessions during a conference. Many times you will listen to others talk about things. You may want to take notes. You may also be asked to speak or to ask questions. Don't worry about being shy or nervous with the group. You will not be forced to speak. Many conferences have organizers willing to talk about your concerns if you feel uncomfortable speaking in public. You may be asked to break up in small groups as well. Lots of important issues are raised in these groups, organizers usually have group leaders ready to bring your message back to the larger group.

Reports: If you are asked to represent a group, you may be expected to bring information about the conference back to your community. You may have to give a report, write up a summary of the conference, or bring back material that was given out at the conference. It is a good idea to ask your local group what is expected of you before you decide to represent them.

Evaluation: Most conference organizers want to know how you felt about the conference. They will ask what you thought about individual sessions, speakers, the agenda, and other services provided. Usually this is done at the end of a session or day. These forms usually take a few minutes to fill out. They can be very helpful for planning new conferences.