How should a Medical Science Conference be organised?

 

 

"The wonderful thing about education is, that, no one can take it away from you."

Spreading knowledge to others is an excellent act.

One of the best ways to continue learning in the medical field is by attending Medical Science Conferences.

In this Upcoming Conference, the discussion will be on Diagnosis, recent molecule, Side effects of the drug, Drug – Drug interactions, how to manage adverse drug events, patientcompliance, clinicaloutputs,Therapeutic Index,and different treatment methodologies.

International Conference is to facilitate life-long learning among physicians and Health care professionals so that their practices may reflect the best medical care for their patients. The goal is to help physicians enhance their performance in practice.

So, you've made the decision to plan a Medical Science Conference. It's a big task!

The Upcoming International Conference should be planned at least six months in advance. Because there are so many things to take note of, prioritisation is also important. You'll be managing a lot of moving parts for larger conferences; planning may begin a year in advance.

You must be filled with a zillion thoughts and questions. What is the Topic? How do you begin? How do you choose whom to invite as speakers? Which location will meet your needs the best?

Do not fret.

The steps aren't strictly sequential—-you could start contacting potential speakers before you've secured a venue—-but they give you a good idea of what to prioritise first.

Let's look at them one by one on what to concentrate on International Conferences.

What is the Topic and Theme

A great and Upcoming Conference 2024 must have a Topic on recent updates and theme. What will be the overarching message delivered by your speakers, and what will be the key takeaway for conference attendees?

The best themes are memorable, relatable, and elicit an emotional reaction. You want the conference to be inspiring and stimulating. Your theme must support this.

1.     Expected and Targeted count (Participants)

How many attendees do you anticipate and hope to attract for this conference? For instance, you should aim for at least 600 people if you want the crowd to consist of 150 people. Choose your target demographic/audience.

2.     Budget Planning

Whether your conference is sponsored or not, you'll need to create a budget. You must understand how your money is earned and spent.

Having a budget will also assist you in determining the cost of attending the conference. The following are the most common items to budget for:

Location, Venue, Hall

Travel plan, Accommodation

Local Transportation

Snacks, foods - Catering

Fees for speakers

Activities

Marketing

Material costs

3.     Delegate the task

You are unlikely to be able to organise an entire conference on your own.

Your primary responsibility will be to coordinate the team, establish priorities, and delegate tasks.

 

You'll need a dedicated team of people to handle various aspects of the planning, negotiations, and promotion. Your core team will most likely consist of:Marketing team

The sponsorships team

Volunteers

Team in charge of conference venue, lodging, activities, and catering.

Budgeting, attendee registration, and ticket selling team.

 

Deciding the Speaker: -

 

Securing one big-name speaker is a sure way to get traction here. Someone who is well-known and respected in the industry. This will increase your credibility in the eyes of other potential speakers, increasing their likelihood of signing up.

 

This could be the most important step of all. Your conference's stars are your speakers. You need a strong line-up to attract attendees and ensure a professional experience.

 

Begin your search for thought leaders who are interested in the same topics as your conference. Make a prioritised list of potential speakers to invite. Then begin making those phone calls and sending those emails.

Here are a few points to consider:

Fees: Do they expect a speaker fee or other forms of payment to participate?

IT requirement: Does their presentation make use of any special IT equipment or props?

Special needs: Do they have any dietary restrictions? Will they need transportation and lodging arranged for them?

You should have plenty of backup speakers in case some of your first-choice speakers cancel

You should also think about hiring some local speakers. You'll save money on transportation and add authenticity to the conference.

 

Along with the above 5 major points, here are some of the checklists that we should focus on Upcoming International Conference 2024.

1.     Seeking Sponsors

2.     Date, Venue, and timetable

3.     Food and snacks

4.     Take aways – Reminders, KITS

5.     Advertisements

6.     Registration

7.     Selection of Host

8.     During conference – Documents, Hand outs

9.     Post Conference – Feedbacks,Certificates,

10.             Other follow ups

 

                      “By Failing to prepare, you are preparing to fail.”