Improving the conference process (Part #1)

Originally version printed in Transnational Associations, 1980, 1, pp 27-35 [PDF version]. This version contains additional case studies of computer-enhanced messaging in conferences in the 1990s. For current information on the compterized applications, check the site maintained by Robert Pollard -- including examples under the name Dazibao. 

The problem

Despite the sophistication of conference organization, there is an increasing sense of malaise (1). Even in well-organized events, something seems to be missing.

There are a variety of symptoms of this, including:

• participants preferring coffee table exchanges to formal sessions,
• participants simply bored with preplanned sessions and finding excuses to leave the conference site (whether for business engagements or tourism),
• participants intimidated by the proficiency of those who frequently participate in such events,
• small group sessions failing to bring together the people who could fruitfully interact,
• participants frustrated in their efforts to present ideas to others, possibly because of discussion time constraints,
• participants irritated by the formality or informality of the conference process (e.g. style of chairperson, protocol arrangements, etc.),
• experienced participants 'holding back' from active involvement in discussion sessions in order to give inexperienced newcomers an opportunity,
• speakers frustrated in their inability to continue a dialogue with participants after their presentation (and possibly on other topics),
• participant irritation at use of discussion time by some to publicise their interests and views in order to make useful contacts,
• participants and speakers unable to correct misunderstandings which appear to have arisen from their interventions,
• pre-planned topics preventing discussion of spontaneously emergent topics or those of interest to a participant minority,
• participants with several interests unable to communicate ideas to sessions organized in parallel with the one corresponding to their major interest or obligation,
• ideas distorted by poor simultaneous interpretation,
• participants having difficulty in determining the people with whom discussions would be most fruitful.

Much of the interest of a conference lies in the unforeseen communication between those present. This is necessarily unplannable and independent of the conference programme. The challenge is to find ways of stimulating and facilitating it.  

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