How hard could it be to organise a one-day seminar program? I’ve been writing about the meetings industry for 16 years. I’ve worked on conferences in media management, produced conference newspaper dailies, and written scores of stories for publications containing advice on how to efficiently manage meetings. So when faced with the task of running a one-day seminar for the Australian Society of Travel Writers, of which I’m a member, I thought it would be a no-brainer.

The seminar was to be held on a Sunday, the day after the society’s Annual General Meeting at the newly rebranded Sofitel Gold Coast at Broadbeach. Four months out, I jotted down a list of possible topics and set about recruiting speakers. After being turned down by a television presenter who had done a series on journalistic ethics (she would be giving birth around the time of our meeting) and the presenter of Media Watch (she would be wrapping up the show the same Sunday for the following day’s broadcast), salvation came from Winston Broadbent at Saxton Speakers Bureau who recommended adventurer and leadership coach Graeme Joy. Then it was on to compile a panel of speakers on the topic “Airlines: Expectations and Irritations”. It was to be an interactive session, moderated by a highly respected communications person in aviation. Airlines were approached and soon four had given the thumbs up to attend. Then one dropped out, followed by another and another. Fresh recruits were soon found, but then the reserves started bailing out too. Eventually we chose a representative of a carrier that doesn’t actually fly to Australia. A second panel was appointed to look at issues affecting the relationships between editors, writers, and public relations managers in travel writing. This went fairly smoothly apart from one member who refused to be on the same panel as another member. A lot of juggling of sessions went on when we realised several of our panel speakers had to leave early to catch flights home. Sound familiar?

The Sofitel event co-ordinator called a few days in advance of the seminar to go through the audio-visual requirements. I had the sense I was in capable hands. The two professional speakers arrived the evening before and moved easily among the delegates over a relaxed dinner at Moo-Moos in Broadbeach. Two of my airline people were flying up first thing on Sunday at a time of year when fog could slow down or close Sydney airport, adding to my ever-expanding list of concerns.

Despite my gloomy predictions that delegates would be too weary to make the keynote speaker’s session, we had an excellent roll up. Graeme Joy’s presentation was warmly received. The smooth segue between sessions are easier said than done, with the request to “talk among yourselves” being invoked several times when speakers would nip out for a smoke or coffee about 15 seconds before they were due on stage. And while everyone enjoys some interaction between the audience and the stage, I realised just how off-topic a conversation can end up. Even getting the roving microphone to a delegate in a hurry can change the dynamic of the room. Then I was bouncing around reimbursing speakers their taxi fares and hoping they hadn’t noticed my ham-fisted wrapping of their speaker gifts. Despite the issues, a good number of our delegates stuck around and the day was deemed a success. I hadn’t had the responsibility of organising accommodation, satchels, sponsors, transfers, social events, registration and budget, yet I was still a bundle of nervous energy by the end. So even with my sixteen years in the industry, I still don’t know how you all manage to do it!

<< Top