Each workshop (usually 2-4, according to the magnitude and complexity of the event)
have a moderator or president, chosen from the most representative personalities of the
particular field. He or she makes sure that everyone with a paper will have a chance to
present it, moderates the discussions, sums them up, and write a report of the workshop.
The organizers are responsible for providing each workshop with the technical facilities
requested for presentations (video-projector, computer with special presentation
programmes, overhead projector, flipchart, etc.). A technician is in charge of the
equipment: sound devices, mobile microphones, desk for simultaneous translation,
computers (with the software requested for presentations), copy machine, video-projector,
video, photo and audio recording devices, etc.
Assurance all this equipment available throughout the event is recommended.
Exhibitions
Professional congresses and conferences are excellent opportunities for various categories
of persons and institutions interested (publishing houses: organizing publication
exhibitions, tests, questionnaires, counselling software; agencies specializing in printing
educational materials, video resources, etc.).
If there is an exhibition organized, it will be introduced by the President of the organizing
committee in the first plenary session, and included in a special leaflet.
The location of the exhibition must be in the immediate vicinity of plenary session or
workshop rooms and its hours must be synchronized with those of the main event.
The organizers decide (function of their financial needs) if the exhibition space is free or
it is for a charge.
Social programme
Establishing a social programme is desirable and represents a good opportunity for the
participants to get to know each other and/or the organizing country / institution.
Usually there is an opening reception (on the first evening the participants arrive) and a
final one. It is desirable that these receptions be free, since it is a sign of hospitality on the
part of the organizing country / institution, the costs being covered either by the
registration fee or by the higher authority or a sponsor.
The social programme includes visits to cultural sights (museums, historic sights, art
galleries), tourist sights (that should give participants a significant image of the specificity
of the country / region / city / area), shows (theatre plays, concerts) or formal and
information visits to certain educational institutions, centres or associations, etc.
Beforehand, during the event or afterwards, a half-a-day trip may be organized (usually
by a tourist agency and for a charge); it is recommendable for congresses or conferences