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A Definite Guide to Organizing Seminars and Conferences

By: Victoria Hill


Definite Guide to Organizing Seminars and Conferences

Organizing a seminar is a tall order, but it can also be a highly rewarding process. There are many details that go into executing a well-received workshop and the organizer must be extremely prepared. If you’re interested in learning more about how to plan a successful seminar, this article is for you! Here are some things to consider during the planning process:

Establish a Budget

Setting a budget for the event is a critical first step when planning seminars and workshops. Your budget will be your guiding source throughout the rest of the process and will help you make positive decisions when it comes to food, lodging, venue and other seminar-related expenses.

Select a Time Frame

The date and time of your seminar is the next step in the planning process. When choosing a time frame for your webinar you’ll want to consider your audience. Their lifestyles and work schedules may dictate when and where you can host the workshop. You’ll also want to consider the attention span of the audience. Can you complete your workshop in a few hours, or do you need to extend it to multiple days? These are both things to consider when organizing seminars and conferences.

Additionally, investing in event registration software makes it easier to design custom invitation emails, build custom templates for declined invitations and RSVPs, and send automated emails, notifications, and event reminders. It makes your event’s registration seamless and integrates any event marketing tools you have, automatically syncing data and saving you valuable time.

Pick the Right Venue

Workshop facilitators thrive on the energy and participation of the audience. You want your seminar to draw a nice crowd and you’ll want to provide a setting that will keep your participants engaged throughout the day. Venue selection and room setup are critical in making this a reality. Your workshop will likely contain a wide range of personalities, skill sets and interests. With this knowledge, you can decide the seminar room setup style and choose a layout that will foster the best experience possible.

Set Your Objectives

You’ll want to enter the planning process with a specific set of goals for the workshop. Think critically about what you’re trying to accomplish and what you hope your audience gains from the experience. This process will help you craft a meaningful agenda to share with participants in advance.

Invite Guest Speakers

Once you’ve identified your meeting objectives it’s a good idea to invite a panel of quality speakers to address some of the topics. Guest panels are a great way to add credibility to your event as well as break up the day. Your audience will appreciate the variety and will take well to learning from various experts in the field.

Schedule Accommodations

If your conference is scheduled to last through meal time or is expected to span several days, you’ll need to consider meals and lodging for participants. Work with local vendors to provide discounted rates and consider any special needs of your participants.

Build a Registration Platform

You’ll want to create a quick and easy way for participants to register for your event. A formal registration helps you determine how much food to order as well as other logistics like seating and supplies. Formal registration also allows you to collect contact information so you can communicate with participants leading up to the event.

Order Gifts & Supplies

When conducting seminars and workshops it is a good idea to order items like notepads, pens, name badges and other office supplies. You should also consider ordering a gift for participants as well as a nice gift for your presenters. These little details make the experience more enjoyable for participants and show your appreciation for their attendance.

Test Your Technology

The day of your seminar it’s always a good idea to test your technology. Make sure all your equipment is charged and ready to go. This final step will give you the comfort and confidence you need to kick off your big day!

These simple steps offer an excellent guide for planning your next conference or workshop! If you think critically through each of these details you’ll be well on your way to hosting a winning seminar!

Published: October 12, 2018

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Victoria Hill

Victoria Hill studied communication arts and worked with the magazine editorial team in Sydney before joining an art team at another ad agency. She has been writing as a ghostwriter ever since she was in college. Her favorite topics covered human development, business communication, modern and pop art, minimalism, and self-development.

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