Conference organization

CONFERENCE ORGANIZATION – COM-PRO-009-B

Version: 1.0 | Last update: 31/10/2025 | Department: Communication & Events

🎯 Objective

Ensure the professional organization of conferences at DPMU, from planning to execution, guaranteeing logistical coordination, technical quality, and communication alignment.

👤 Who

Event Manager / Communication Officer / Quality Manager (L. Vessiere)

🧭 What

This process applies to all on-campus and online conferences, seminars, and round tables organized by DPMU or its partners.

📋 Steps – How

1️⃣ Planning

Create a new project in Zoho Projects with title, objectives, and deadlines.
Define team responsibilities (logistics, communication, audiovisual, hospitality).
Book room and equipment (via Zoho Bookings).

2️⃣ Communication

Design invitation materials in Adobe InDesign / Photoshop.
Validate content and speaker details with L. Vessiere.
Publish announcements through Zoho Social on Facebook, Instagram, TikTok, X.

3️⃣ Technical Preparation

Check sound, lighting, and camera setup one day before.
Coordinate streaming with Zoho Meeting or YouTube Live.
Prepare the post-production capture plan (see COM-PRO-010-B and 011-B).

4️⃣ Event Execution

Welcome guests and speakers; ensure registration tracking in Zoho CRM → Events.
Follow agenda and timing precisely.
Monitor audiovisual quality during the session.

5️⃣ Post-Event Actions

Upload recordings and photos to Zoho WorkDrive.
Share edited video on DPMU website and social channels.
Collect feedback via Zoho Survey.

🗂️ Tools

Zoho CRM / Projects / Meeting / WorkDrive / Social / Survey
Adobe Creative Cloud (Premiere Pro, Audition, Photoshop)
Office 365 – Word / Excel / Outlook

🕓 Frequency

Each time a DPMU conference is organized (academic or corporate).

📋 Quality Indicators

Zero technical failure during events
100% publication of conference recap within 48 h
Participant satisfaction ≥ 90%

Prepared by: L. Vessiere – Director
Validated by: L. Vessiere – Quality Manager
Approved by: H. Diaz – President

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