Meetings and conferences are both gatherings of people with a shared purpose - normally that of sharing or disseminating information. However, they serve distinct roles and have different characteristics, particularly within a business context. There are key differences between meetings and conferences, including format, purpose and scale.

This guide explores their objectives, scope, structure and outcomes, and how these can be enhanced through team building activities.

What is a Meeting?

A meeting is a gathering of people with a shared purpose. It is typically held within an organisation or team to discuss specific topics, make decisions, or address issues. Meetings can be formal or informal, and they may take place in person, remotely, or through a combination of both.

What is a Conference?

A conference is a larger-scale gathering of people who share a common interest or field of expertise. They are often held to facilitate knowledge sharing, networking and industry advancement. Conferences can bring together experts, researchers and practitioners from various organisations to discuss current trends, share best practices and explore emerging ideas.

Purpose and Objectives

Meeting: Meetings are typically focused on a specific project or set of tasks. They are often held within an organisation or team to discuss progress, address issues, or make decisions. The primary goal of a meeting is to achieve a particular outcome: finalising a plan; resolving a conflict; providing updates.

Conference: Conferences tend to be broader in scope and aim to facilitate knowledge-sharing, networking, and industry advancement. A conference aims to bring  together experts, researchers, and practitioners from various organisations to discuss current business trends, share best practices and explore emerging ideas. Conferences are typically designed to inspire, educate and stimulate collaboration within a particular field, industry or wider organisation.

Scope and Scale

Meeting: Meetings are generally smaller in scale and involve a limited number of participants. A meeting can be held in person, remotely, or through a combination of both. The scope of a meeting is often confined to a specific topic or project.

Conference: Conferences vary in size, ranging from a few hundred to several thousand attendees. They are often held on a larger scale, with multiple sessions, workshops, and keynote speeches. You might break out into smaller groups or have to choose between speakers and topics to engage with. Conferences can cover a wide range of topics within a particular field or industry, providing a platform for diverse perspectives and ideas.

Structure and Format

Meeting: Meetings typically have a structured agenda, with specific topics and time allocations. They may involve presentations, discussions, and decision-making. The format of a meeting can vary depending on the purpose and participants, but it is generally more informal than a conference.

Conference: Conferences often have a more formal structure, with keynote addresses, panel discussions, and breakout sessions. They may also include networking events, exhibitions and social gatherings. The structure and format of a conference is usually designed to maximise knowledge sharing, networking opportunities and attendee engagement.

Outcomes and Benefits

Meeting: The outcomes of meetings are normally definite, including decisions made, tasks assigned, or plans finalised. Meetings will often result in actions for some or all of the attendees to complete afterwards. Meetings are often minuted so a full record is kept of the key decisions and action points A meeting is often a single instance in a series of meetings involving many of the same people over a period of time. They can be a useful tool in stimulating cohesion within your team.

Conference: The benefits of attending a conference are often more intangible, such as gaining new insights, expanding professional networks and staying up-to-date with industry trends. Conferences happen infrequently, often annually. Conferences can inspire innovation, cultivate collaboration and enhance personal and professional growth. Conferences are useful for inspiring your team, providing professional development and exposing them to new ideas. This can increase their engagement and job satisfaction.

Company Conferences

Company conferences are somewhere in the middle of the definitions of meetings and conferences provided above. Often held annually or bi-annually within larger organisations, or in organisations where staff are spread around geographically. These internal staff get-togethers and company-wide conferences share characteristics of both meetings and conferences.

Being internal events, the goal of a company conference is often to diseminate information: around company results, changes in company drection or leadership, or to celebrate successes. 

However an internal staff conference also allows the opportunity for employees to enage in person with colleagues that they rarely have chance to meet, to share information and best practices in a way that a typical conference might.

There might also be physical similarities - at a staff conference you might be wearing a name badge, have to check in, or be staying overnight. A meeting will normally not require an overnight stay for most participants.

Where a ticketed conference could have break-out sessions or an exhibition, an internal company conference is much more likely to invove team-building activities or collaborative tasks.

Choosing Between Meetings and Conferences

The choice between a meeting and a conference depends on the specific goals and objectives of the gathering. If you need to make quick decisions, address specific issues, or coordinate team efforts, a meeting is likely the best option. However, if you want to learn about new developments, connect with industry experts, or generate new ideas, a conference may be more suitable.

Meetings and conferences are both valuable tools for bringing people together and achieving common goals. While they share some similarities, they serve distinct purposes and have different characteristics.

Understanding the key differences between meetings and conferences can help you choose the most appropriate format for your needs and maximise the benefits of these gatherings.

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Meeting vs. Conference: A Comparative Analysis

Key Differences Between Meetings and Conferences