Conference software: Considering conference organization as project organization

The modern business practice cannot exist without conferences and seminars which are usually held at hotel halls, restaurants and convention halls. Conference software is the way to plan, schedule, run and coordinate such necessary events. There're lots of desktop packages and solutions on the Internet that allow to manage all the content needed for event organization such as information about participants, event location and time, accommodation, a detailed event schedule etc.

Conference as a project
The way to understand how to organize a perfect meeting that lets you find a consensus with your business partners is to treat it like a project or a workflow (a consecution of tasks and actions). Then that software (conference manager) obtains features particular to project management solutions. By using conference software , you can prepare and run workshops and meetings with help of sharable checklists, task lists and schedules.

Three stages of event organization
As any serious project, organization of conferences is a time-consuming and difficult process that should be divided into stages or phases allowing you to effectively apply your abilities and skills. Besides, you cannot arrange a conference by yourself so you need a team or at least several assistants to help you with it. From this point of view, software will let you represent event organization as three coherent stages, including planning, scheduling and coordinating.

• Planning. At this stage the checklists and task lists created in conference planning software will help you plan the following: the conference subject, main questions to discuss, and a list of participants. By using such software , you can put the event plan in practice. Conference planning software allows to notify participants on the event plan in advance. You can also send the checklists and tasks to the event organization team via tools of conference planning software .

• Scheduling. This stage concerns time management. Conference scheduling software will let you define the following: event start time and finish time, duration and possible pauses during the meeting. The software package allows creating a detailed schedule of the upcoming conference and sharing it among all participants and the team.
• Coordinating. At this stage you can use conference coordination software to control the course of the workshop. It will let you track time allocated to each speaker, common conference time, a number of participants online, questions discussed and outstanding issues, etc. You can follow the checklists and instructions in order not to forget about some coordinating actions to do and use the solution to get email reminders.

Among a variety of desktop conference software solutions, you can select a conference software solution that fits your requirements of event organization. As an example of software , VIP Task Manager is for your consideration. This task and project management software is perfect for coordinating actions of your team and creating checklists to manage public events. The application will bring you comprehensive solutions.

You can download 30-day trial edition of VIP Task Manager to test how the offered conference software solutions will suit your needs. To begin with something just now, you can upload the Conference planning checklist in VIP Task Manager and use it to organize a new tradeshow, a meeting or another public event.

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