Research objectives

Pragmatic relations in all spheres of society are becoming a characteristic of the 21 century. In conditions when the success of an enterprise, public or political structure is no longer possible without holding presentations, exhibitions, conferences, etc., the competent organization of such events becomes particularly relevant.
However, such events are not always held at a professional level, since there are not so many highly qualified specialists capable of carrying them out. Moreover, the methodology of their implementation is being improved every year, new technologies and more creative equipment are emerging. It is very important that these events are well thought out and planned, because the participants perceive them as a business card of the institution.
Research objectives:
1. Consider the concepts and essence of the organization and conduct of the event;
2. Draw up a program for the organization and holding of the conference.
Stages of organization and holding of the event
First of all, it should be emphasized: failures to disclose the content of the event will soon be forgotten, but participants will remember about technological disruptions for years.
Each event has certain requirements, deviation from which in some cases is permissible, but undesirable. So, if in any mass event the whole action is calculated literally by the minute, but unexpected circumstances have arisen during the conduct, then the time frame will still have to be slightly violated. each event has an organizational plan, which implies the logic and order of actions aimed at building the event as a whole. The action plan consists of items, each of which requires the performance of certain duties. In order for the planned event to be held at the proper level, it is necessary to carry out appropriate training. All work in this direction should be debugged, monitored by specialists. A necessary condition is a clear distribution of responsibilities and functions between the participants in this process. The designated person or group of persons (organizing committee) should treat their duties with special attention, responsibility and understanding of the case. For example, when conducting a business reception, it is necessary to choose the type of reception, make a list of invited persons, send out invitations, etc.
In general , the following stages of organizing an event as an activity can be distinguished:
1. The emergence of the idea of the event and its legal consolidation.
The idea of the event can be caused by objective or subjective reasons. In the first case, the event may be conceived in connection with the approaching significant date: the 50th anniversary of the establishment of the institution, the 10th anniversary of the publication of the first book of the publishing house, the opening of the monument, etc. In the second case, it may be offered by someone from the staff of the institution
The idea of the event that has arisen cannot be realized without a decision-making procedure after a conversation between the manager and the employee who proposed the event, consideration of his memo on this matter or discussion at the collegial body of the institution - a meeting of the labor collective, a meeting with the director, the academic council, etc.
The decision taken is implemented in the corresponding order. Which legally enshrines the very fact of the need for the event, those responsible for its organization, conduct and control of execution.
2. Determination of the composition of participants
It is carried out by the organizing committee or by the employee responsible for the event, in agreement with the head of the institution.
3. Notification of the upcoming event.
Notification and invitation of prospective participants of the event depend on the type of event and its scale. In some cases (for example, the anniversary of the institution) these can be address invitations in the form of an invitation letter or an invitation card, in others - advertising, commercial or informational letters, the text of which is built according to the scheme: who invites - where invites - when and where will take place - the order of participation - invitation to participate.
4. Meeting of the participants of the event.
The meeting of participants depends on the type and scale of the event, the conditions of its holding. The meeting of nonresident participants takes place at the place of arrival, the meeting of local participants takes place at the venue.
During large-scale events, honorary participants and participants defined by the rules of the event are usually met (leaders, state and political figures, foreign delegations, etc.). A schedule of meetings is drawn up, including the name, place of work and position of the arriving participant, the date and place of arrival responsible for the meeting. Transport is ordered depending on the number and rank of arriving participants. Thus, an honorary participant, regardless of the number of participants arriving with him, is provided with a separate transport.

It is incorrect to meet an honorary participant, while ignoring the participants who arrived at the same time with him.

5. Accommodation of participants of the event.
Nonresident participants of the event can be accommodated in hotels, dormitories, boarding houses, apartments belonging to the institution, in the private sector.
When staying in a hotel, you should take into account:
· event level;
* number of participants;
* social status of the participant;
* financial conditions
* territorial distance from the venue of the event.
Accommodation in a hostel. Some institutions (especially universities) have quite comfortable dormitories in which participants of events, primarily held by these institutions, can be accommodated. An important circumstance: the cost of living in a hostel, as a rule, fits into the travel expenses for these purposes. The main requirement is that the participants of the event should be placed, if possible, independently from those living in the hostel.
Accommodation in a boarding house. This method is especially promising if the boarding house has a complex of rooms specially equipped for various events. In addition, it is used in cases when there are not enough places in the hotel to accommodate all participants of the event. At the same time, the issue of nutrition (breakfast, dinner) of nonresident participants is solved. The inconvenience in this case is that the transportation costs of delivering participants to the venue of the event are increasing, and sometimes significantly.
Accommodation in service apartments. Some institutions have a service area designed to accommodate seconded employees. They can accommodate participants of the event who could not be accommodated in hotels.
Accommodation in the private sector. It is also used when there is a shortage of places in hotels. In addition, some nonresident participants may live in the apartments of their relatives and acquaintances. The disadvantage of such placement is that it is difficult to document the report for the relevant travel expenses.
6. Catering of the event participants
There are 3 types of catering for the participants of the event:
* traditional meals (breakfast - lunch - dinner);
* coffee break (coffee break)
* friendly dinner (informal meeting at the table, buffet, banquet).
As for traditional food, the organization of breakfast and dinner is not relevant for the organizers of the event - this is usually the problem of the participants themselves. Breakfast is often included in the price of a hotel room. But you should think about where and how to organize a lunch for participants.
If lunch is planned in a cafe, it is necessary to book tables in advance and agree on the menu. If the participants will have lunch in the dining room of the institution, then care should be taken that they have lunch at a different time than the employees, or close the dining room (part of the dining room) for special service.
It should be borne in mind that traditional meals are carried out in most cases at the expense of travel funds of participants, and these funds are usually more than modest.
7. Registration of participants of the event.
Registration of participants is carried out immediately before the start of the substantive part of the event, and its form depends on the type of event and its scale. At many events, especially mass ones, registration of participants is not provided.
To register participants of a regular type of event, so-called turnout (registration) sheets are used, on which the serial number, surname and initials of the participant are indicated and a place for signature is left. The purpose of registration of participants of regular events is to fix the presence of a quorum, that is, the number of participants required by the regulations, giving the decision legal force. For example, a decision (resolution) will be valid if 75% of the elected members of the assembly, meeting, etc. voted for it.
When conducting irregular events, registration can also be used, but its purpose is to be able to conduct reference and information work in the future. Therefore, registration forms are used for registration, which, as a rule, reflect the following information:
* serial number;
* last name, first name, patronymic
· place of work and position;
* coordinates for the contact;
* note.
Registration is carried out by one person (mainly during irregular events) or by a group of employees of the organizing institution. In the second case, various parameters are used for registration, for example:
* alphabetical order of surnames;
· by groups of participating institutions;
· by region, etc.
Before the start of registration, tables with signs are installed in advance, on which the signs of grouping are indicated: letters of the alphabet, names of institutions, regions, etc.
8. Regulations (program, scenario) of the event.
The regulations should provide for a clear organization of the course of the event, the order of consideration of issues, the forms of completion of the substantive part, the definition of procedural issues (the time allotted for the report, message, discussion, references, etc.), that is, reflect the structure of the event, verified by time. The Regulations are a mandatory part of both regular and irregular events.
9. Technical support of the event.
It includes preparation:
* the hall for the event (the number of seats must exceed the number of participants; the hall must be decorated);
* places for participants to speak (a microphone should be installed on the presidium table if there are more than 100 participants; the number of seats in the presidium should exceed the number of members of the presidium; it is necessary to think over the design and equip the podium with a microphone for speakers);
* technical means (microphones, computer, slide show equipment, tables, hall lighting)
For all types of events, projectors, sound systems, computerized equipment with available software that allows you to create various visual effects are used.
During the event or at the end of it, you can organize a photo shoot of the participants, for which you should invite a photographer and prepare the necessary equipment.
10. Cultural program.
If the event is multi-day, then a cultural program should be planned for the participants. The following options are possible:
* excursion;
* visiting cultural and entertainment institutions;
* concert of professional artists;
* showing amateur performances;
* animated programs with the participation of the audience.
When drawing up a cultural program, the duration of the event, the number and cultural and educational level of participants, the possibility of purchasing a sufficient number of tickets are taken into account. The participants are familiarized with the cultural program before or during the content part, information about the wishes of the participants is collected during breaks.
11. Questionnaire survey of participants of the event.
The survey is conducted in order to:
* determining the level of content of the event;
* carrying out further reference and information work.
Questionnaires should not be voluminous: in most cases, it is enough to ask participants 8-10 questions. The main thing is that the questions are not trivial and do not require obvious answers, otherwise the questionnaire does not make sense.
12. Report on the event.
At the last stage, final documents are prepared, survey materials are processed and a report is compiled.
The report includes:
* introduction;
* exposition information: general quantitative indicators, industry and geographical structure of participants and visitors, etc.;
* report on the events of the business, competition, presentation program;
* report on advertising and information support of the event;
· results of the survey and sociological research;