6 Keys to Planning a Successful Seminar Or Conference

Were you aware that seminars are the most favored kind of function? They’re way more frequent than trade shows, merchandise unveilings, fundraising events, and award events. For this reason, it is essential for event coordinators to understand the planning process to ensure you will be ready to carry out a productive seminar.

This article will provide six steps to planning and executing a successful seminar. Whether you’re organizing a half-day event or a conference that will last throughout the week, the following can improve the chances that attendees are left happy with the experience; the more satisfied they are, the greater the chances they will go to upcoming events.

#1 – Identify the Goal of the Conference

Before you can choose somewhere to hold the event, you will have to establish the purpose of your conference. By way of example, are you trying to coax participants to employ your company? Is the objective to boost gross sales or increase revenue? What’s the incentive for individuals to come?

These particulars will play a role in deciding the purpose of your event, and impact whether a particular venue is able to host it.

#2 – Determine What You’ll Need From the Venue

Venue choice is an essential piece of making your conference a success. The obstacle is figuring out whether a location can meet your demands. Think of each and every element that may impact your decision to select one venue above another. For example, think about audio/visual gear, internet access, and room size. Consider room decor, catering options, and access to hospitals and various other healthcare solutions.

Generating a checklist of these particulars ahead of time will certainly make it easier to interview prospective sites. Those that won’t be able to fulfill your needs will be able to be checked off your list.

#3 – Identify Preferred and Secondary Dates

If you’re having your seminar during a peak time for the conference sector, you may not be able to book a site on your desired dates. Have a backup plan set up. Decide on a second and third list of dates when you can have your event; that way, when you start meeting with establishments, you’ll have alternate days in front of you.

#4 – Confirm RSVPs And Then Book An Establishment

If your conference is a regular event, look over past attendance figures to determine the number of individuals you expect will attend. This can help to slim down your number of prospective venues. Those with too little capacity can be dropped from your checklist.

Next, begin getting in touch with potential host sites. Talk to the administrator at each facility, employing the list of demands you made earlier (ref. step 2). Find out whether or not they’ve the equipment, services, and total capacity you will need. Furthermore, ask about available dates.

Your list of potential locations may dwindle to a few prospects. If you have never before organized a conference at the venues, plan to visit them before reserving the space, even if they’re found in another state. Location selection is critical, and could be the difference between a conference that motivates guests to return, and one that can also drive them away.

#5 – Promote Your Seminar

Advertising of your event ought to be considered a priority for two good reasons. First, if people are unaware the conference is planned, they won’t sign up. Second, if few people are registered to attend, your presenters will be less than eager about speaking. This may become a downward spiral; as speakers drop out, fewer individuals might be willing to show up.

Advertise your seminar early on. Make sure those who are likely to be interested in attending know about it far in advance. You could also consider hiring an event management company to handle your promotion efforts for you.

#6 – Be Sure To Address Logistics Of The Seminar

With the venue set aside and advertising underway, you will have to tackle a number of things in advance of your seminar. First, make certain all required materials are printed; this includes catalogs, leaflets, name badges, and signage. Second, work with the host venue and organize equipment accessibility, room preparation, and the duties of the staff. Keep the supervisor well informed regarding any modifications. Third, make sure the caterer is aware of the conference schedule so meals may be offered at the appropriate times.

Organizing a successful seminar is more complicated than it seems. It calls for consideration of a laundry list of details along with collaboration with numerous parties. Use the guide above to help ensure your event leaves participants eager for future seminars.

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