How to Host a Youth Conference
All kinds of organizations host youth conferences to encourage the involvement of teens. From conferences on global warming to science-based topics to religious-themed conferences, youth conferences offer teens the chance to meet with other local, national and international young people to encourage each other in their focus.
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Instructions
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Before the Conference
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1
Ask committee members to join your team. Hosting a youth conference requires a lot of work; it is not a task that one person can accomplish by himself. Team members each take responsibility for different aspects of the conference such as finances, lodging, recruiting speakers and meal planning.
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2
Determine a conference theme based on the needs of your organization and the direction you feel the conference should go.
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3
Find a location and set dates and conference length. These factors need to be in place before further plans can be made. See if you can contract with a hotel for reduced rates for attendees. Confirm hotel accommodations two weeks before the conference so you can make any needed adjustments.
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4
Recruit a speaker. If you plan to use an outside speaker, consider the increased price for youths. Local speakers usually cost less because you will not have to pay airfare or lodging expenses, but out of town speakers can boost the anticipation and excitement level of the conference.
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5
Set a conference price. This will depend on the dates and conference location. If you need to include speaker costs in the conference, include those fees as well. Remember that youth conferences cater to youth, so keep fees reasonable, but ensure you cover your costs.
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6
Schedule the outline and topics for the conference. Include sufficient time for breaks and meals.
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7
Send out registration forms.
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8
Print a schedule for conference participants.
During the Conference
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9
Pick the speakers up at the airport, if they are traveling from out of town, and take them to the hotel. Make sure they are settled and that transportation arrangements are made throughout the weekend.
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10
Welcome conference guests and participants. Address any housekeeping rules, such as bathroom locations and cell phone policies during sessions.
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Inform attendees of a contact person to handle emergencies. Plan for the unexpected. The more participants you have, the more likely you will be to have emergencies.
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Tips & Warnings
Depending on the size of the conference, you will want to start planning six to 24 months ahead of time. A good conference length ranges from two to five days.
Planning and hosting a youth conference takes lots of time. Be prepared to be consumed with the process, until the conference ends. Keep a notebook with you to take notes so you don't forget important details you need to address.
References
- Photo Credit Cheerful youth image by Aliaksandr Zabudzko from Fotolia.com
