Olimova Mohinur

The rules of thumb when choosing a venue are as 

follows: 



 

Is there wi-fi connectivity and technical infrastructure to 

support the number of attendees? This includes audio-

visual facilities, projectors and communication 

equipment like phones, speakers and microphones. 



 

Does the building have air-conditioning or heating, 

depending on the climate and season? 



 

Is a separate meeting room required? What about 

infrastructure for speakers, for e.g., a dais and stand? 



 

Does the venue have catering facilities? Snacks and 

meals will be needed, and a private dining room is 

preferred. 

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

 

Is there ample provision for car parking? Is there 

security on the premises? 

Before the actual event, a detailed program schedule has 

to be ready; this includes the order of activities, list of 

speakers and breaks for refreshments and meals. 

Volunteers must be assigned to help and guide attendees 

during the conference. The schedule and other important 

details have to be shared with these volunteers and they 

must be trained in advance to handle queries. 

A lot of things are needed during the conference, such as 

basic stationery supplies, name tags for confirmed 

attendees and seating arrangements. At the main 

entrance to the venue, a registration table would need to 

be set up, with a receipt book for collecting participation 

fees. Arrangements must be made to provide water, tea 

and coffee throughout the duration of the conference. 

As each of these points is being taken care of in 

preparation for the conference, the budget has to be 

continuously tracked and expenses have to be managed 

accordingly. Tracking of the master plan also needs to be 

done on an ongoing basis. In this way, the conference will 

progress smoothly and will appear well-planned to all. 

RESOURCES: 



 

Meeting Tomorrow: How to Plan a Conference 



 

Silverwood Manor: Planning a Conference 



 

Flexible Learning Toolbox: What types of conferences 

are there? 



 

t’s normal for parents to be concerned about the 

quality of education their kids are receiving. 

With video conferencing technology, parents can get 

a better understanding of what’s going on in the 

classroom by having a more forward-facing 

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relationship with teachers via video chat. It’s this 

parent-teacher connection that empowers parents to 

nurture their children’s learning while also enforcing a 

direct line of communication with the teachers, 

coaches, and counselors who impact their education. 



 

It wasn’t very long ago when parents had to fight 

through traffic and commute to the school on a 

weekday evening for a parent-teacher interview. Or if 

a child was called down to the office for bad behavior 

or for questioning regarding a dispute, parents had to 

stop what they were doing and head down to 

investigate. Nowadays, video conferencing takes out 

the need to physically be there, cutting down on travel 

time, costs and even saving energy for everyone 

involved. 



 

Here are a few ways video conferencing can be used 

to positively impact parent-teacher conferences or 

any important matter that requires a discussion: 



 

Schedule With Intention 



 

Teachers face many challenges when scheduling 

conferences with parents, but with video 

conferencing, more options are at hand. If a teacher 

knows that time with a particular student’s family is 

going to be more involved, consider creating some 

buffer time between interviews; schedule an empty 

block of time or book lunch right after the meeting so 

if it’s extended, it won’t spill over into another family’s 

conference. If interviews aren’t all held in one day or 

in the evening, teachers can book for one student per 

day in the morning, before class starts. That way, 

when class starts, the interview organically comes to 

a close. 

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

 

It’s All About Location 



 

Choose wisely when it comes to setting up the 

location for a parent-teacher conference. With video 

conferencing in mind, a place that isn’t busy and has 

no distractions and minimal noise works best. Put 

parents at ease in a casual setting like a coffee shop 

or choose an empty classroom after hours. Try using 

a headset to cut out any background sound and to 

ensure clarity. 



 

Bring In The Student 



 

Encourage parents to include the student for part of 

the online meeting

. With video conferencing, it’s 

hassle-free for more than one person to come into the 

screen and it creates a safe distance between the 

sender and receiver to discuss important matters. By 

bringing in the student, they are included in the 

process, whether it’s problem-solving or praise giving 

and will help sharpen their self-evaluation and oral 

communication skills. 



 

Provide Student Self Evaluations 



 

Leading up to the video conference, provide students 

with a questionnaire that asks about their learning 

experience. This step encourages self-reflection and 

awareness. What’s more, it’s an opportunity for 

parents and teachers to join forces and determine the 

student’s goals for the rest of the year based on how 

they’re thinking and feeling about their progress. 

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

 

Be Positive In Your Approach To Communicating 

Negativity 



 

When providing sensitive feedback, consider how 

language plays an important role in relaying a 

message. Choose specificity instead of 

generalization, and positivity instead of negativity. For 

example, rather than “failing,” reposition it as “an 

opportunity to grow.” Instead of “obnoxiously smart 

and disrupting the class,” suggest, “very gifted and 

will get more out of an accelerated program.” 



 

Personalize The Conference 



 

To make the parent-teacher meeting a little more 

integrated, show off the student’s work. Discuss their 

latest project by physically holding it or include that 

and more in a mini slideshow. Parents can’t always 

be on top of what their kids are doing, but via video 

conferencing, it’s easy to showcase their work digitally 

or share the files after. Plus, this really loops in 

parents to see how much teachers care about the 

growth of their students. 



 

Include Facts 



 

While opinions and trouble-shooting are fine, actual 

facts and observations supported with examples work 

harder to drive home a point. Parents will be more 

willing to comply with specific instances instead of 

beliefs or judgments. Nuances, body language, 

meaning, and sincerity come through exceptionally 

well-using video conferencing, so your message will 

come through loud and clear. 

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

 

Set Up A Follow Up 



 

The nature of video conferencing is simple and easy. 

It’s the perfect platform for busy parents and teachers 

to organize a follow-up or check-in without eating up 

too much time. Emails and phone calls are suitable, 

but if the matter is a little more pressing like bullying 

or a sudden change in behavior, a quick video chat is 

an appropriate avenue to touch base. 



 

Let Callbridge strengthen the communication between 

teachers and parents. Its easy-to-use intuitive, two-

way communication platform provides convenient 

access that’s reliable and effective. When crystal 

clear communication is required, Callbridge’s high 

definition audio and visual capabilities, plus screen 

sharing and document sharing features enrich the 

meeting to provide a safe and inviting space to open 

discussions. 

Ever feel like you’re having too many meetings? 

Or like the meetings you are having are a waste of time 

and unproductive? 

The modern workplace is built on open, fast, and fluid 

communication, with meetings often at the center of 

everything; they convey status, allow your voice to be 

heard, update key leaders & decision makers, and aide in 

collaboration and decision making. 

In an ideal world, meetings should move the work you’re 

doing forward by facilitating communication between 

teams and individuals and their managers. However, they 

often just end up feeling like a waste of time.  

According to a study by Opinion Matters for the Centre of 

Economics and Business Research, the average office 

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worker spends four hours per week in meetings (10% of 

their time) – and they consider most of that time wasted.  

This means that if you’re trying to get more from your 

meetings, simply having more or longer meetings isn’t the 

answer.