Planning a seminar or any event for that matter takes immense work. The reputation of your organization or institute lies in your hands and there are plenty of people under your care that you have to satisfy. To avoid the simplest mistakes ruining your seminar, here’s a simple checklist you should use to check that everything is flowing smoothly and in the way you need it to be.
Goals And Objectives
The first step is to outline what exactly you need to accomplish at the end of the day. Pick out a clear profit that you intend to make out of it and also make sure to decide your target audience and how many people you will need to create the impact you want.
If you’ve organized seminars before then half your work will already be done for you. Use the figures you’ve outlined for your previous seminars to act as a base and then fill in any other gaps with educated guesses calculated by using how many people you intend on inviting. Always remember to increase your budget by a small percentage from whatever you calculate so you aren’t caught off-guard by any unpleasant surprises.
If you want your event to end successfully, the most important thing you need to consider is the location and venue. If your venue has an established sense of professionalism and etiquette, then there is no doubt that all your guests will be beyond satisfied. Because after all, a stunning venue creates a killer first impression. For example, Geelong conference centre with accommodation is perfect for hosting foreign visitors. When visiting the venue, you need to have a rough idea of how many people will be attending your seminar so you judge the capacity of the space. Some general things you need to inquire about are the Wi-Fi and infrastructure as well as if they have any preferred local vendors.
What makes a seminar interesting is the quality of the research speakers you reach out to. So do your own research well- watch similar seminars that have been organized and make your top list of the research speakers. From there onwards it’s up to you to make the best choice and reach out to them with all the relevant information (day of the week, recompence, and type/length of talk).
Your next step would be to identify what kind of sponsorship activations you can offer. Then once again you need to do your research. By checking the previous seminars you can identify sponsors that you would be able to partner with as well as other brands that would cater to the audience you’re trying to get through to.
Once all the details have been finalized, from finances to speakers and the venue, move on to the aspects of the promotion. Create high impact promo videos that you can upload on your social media. Make sure to send e-mails to your target audience. Start an event page and regularly post up until the day of the event!
These are some vital steps you need to check off the list if you want to have a successful seminar planned!