Conference and Overcome Excellence As an Entry and Show Secretary2

"An Conference and Show Secretary, for any event, is usually the first person the participants will come in contact with. This contact, however, is not where the job starts."

Becoming an exceptional Conference and Show Secretary does not happen overnight; however, through experience and assisting positions the road to excellence can be attained. Occasionally, it is not possible to work up the ladder to success as sometimes the top rung position is attained through an immediate need by the organization or people hosting the event. In either case, it is important to acquire as much information as possible about the proposed event, the stakeholders and participants.

A competent Secretary will start gathering data months in advance to ensure she/he is in a position to fulfill the expected job description outline for the specific circumstance.

Show Secretaries can follow some simple rules to garner recognition of their skills by the stakeholders and organizers of the event. In doing so, it should provide an ongoing future relationship between the two.

1. Learn about the producers or stakeholders.
   • Who are they?
   • Using word of mouth where a smaller event is concerned will be of benefit.
   • What do they want to achieve from the event?
2. Learn as much as you can about the event.
   • What type of event is it?
   • Ascertain who will be attending. For example will there be competitors, speakers, corporate and the private sector?
   • Locate available historical information about the same previous event on the internet or through media archives.
   • Ask the producer for any historical data such as programs, results or other information.
3. What is the purpose of these attendees?
   • Will the event have various levels of competition culminating to a specific outcome?
   • Is it a gathering of like-minded individuals who will share their passion in life with each other?
   • Are those entering doing so for some sort of recognitions such as at a fall fair or dance competition?
4. At all times, be professional in your inquiries.
5. At all times, be organized and on time for meetings.
6. Is there a job description in place for the position?
7. Is there a communication plan in place that outlines the chain of command?
8. Is there specific time lines that need to be adhered to in completing specific tasks?
9. If a communication out line or time line is not available, show initiative and create one for reference. Make changes as needed.

Anyone who attends an event will benefit when a Secretary that continues to meet and exceed excellence has been hired.

Ann Edall-Robson has over fifteen years experience as a Show and Conference Secretary. Thirteen of those years were with the Canadian Team Cattle Penning Association at their Canadian National Finals. She currently owns her own business DAKATAMA, consults as an event manager/planner as well as offering seminars on Arena Management Software and How to Become an Excellent Show and Conference Secretary.

An Conference and Show Secretary, for any event, is usually the first person the participants will come in contact with. This contact, however, is not where the job starts.

Becoming an exceptional Conference and Show Secretary does not happen overnight; however, through experience and assisting positions the road to excellence can be attained. Occasionally, it is not possible to work up the ladder to success as sometimes the top rung position is attained through an immediate need by the organization or people hosting the event. In either case, it is important to acquire as much information as possible about the proposed event, the stakeholders and participants.

A competent Secretary will start gathering data months in advance to ensure she/he is in a position to fulfill the expected job description outline for the specific circumstance.

Show Secretaries can follow some simple rules to garner recognition of their skills by the stakeholders and organizers of the event. In doing so, it should provide an ongoing future relationship between the two.

1. Learn about the producers or stakeholders.
   • Who are they?
   • Using word of mouth where a smaller event is concerned will be of benefit.
   • What do they want to achieve from the event?
2. Learn as much as you can about the event.
   • What type of event is it?
   • Ascertain who will be attending. For example will there be competitors, speakers, corporate and the private sector?
   • Locate available historical information about the same previous event on the internet or through media archives.
   • Ask the producer for any historical data such as programs, results or other information.
3. What is the purpose of these attendees?
   • Will the event have various levels of competition culminating to a specific outcome?
   • Is it a gathering of like-minded individuals who will share their passion in life with each other?
   • Are those entering doing so for some sort of recognitions such as at a fall fair or dance competition?
4. At all times, be professional in your inquiries.
5. At all times, be organized and on time for meetings.
6. Is there a job description in place for the position?
7. Is there a communication plan in place that outlines the chain of command?
8. Is there specific time lines that need to be adhered to in completing specific tasks?
9. If a communication out line or time line is not available, show initiative and create one for reference. Make changes as needed.

Anyone who attends an event will benefit when a Secretary that continues to meet and exceed excellence has been hired.

Ann Edall-Robson has over fifteen years experience as a Show and Conference Secretary. Thirteen of those years were with the Canadian Team Cattle Penning Association at their Canadian National Finals. She currently owns her own business DAKATAMA, consults as an event manager/planner as well as offering seminars on Arena Management Software and How to Become an Excellent Show and Conference Secretary.

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