Seminars are one of the most common event that planners will organize. and most seminars are scheduled either as a one day or half day event. Organizing a successful seminar for a business is a much appreciated skill. We shall delve into seminar event management in this short article.
Confirm the purpose of the Event.
Before conducting any research into venue selection, make sure you are familiar with the basic objectives of the event:
Who is the audience?
What is the topic of the seminar?
Why will people attend?
When is the best time for the seminar?
These and other questions need to be answered.
Decide Who Will Attend
Knowing who will attend directly relates to your objective. For example, if your workshop’s goal is to develop a detailed solution to a problem, then you probably want 10 or fewer key attendees. If your goal is centered on education, then you might be happy with a much larger group, which divides into smaller groups for discussion.
Confirm and/or Develop the Agenda
It is critical for the event planner to work closely with the event organizer/host because the event agenda will frequently change from the initial conversation until the actual day of the event. The event planner must be ready to adjust the plan and work closely with the venue to make sure everything runs smoothly
Choose the Right Location
If you have 10 attendees, then the conference room down the hall will probably be just fine. But if you have 50 people, you may have to find an outside location that’s large enough.
Think about the logistics and practical details of your workshop when you choose the location. Will everyone be able to see your visual aids? If you need a certain technology, like teleconferencing, will the location support it? Are there appropriate facilities for breakout sessions? Will everyone be able to reach the venue? Will you need to organize accommodation for people who are coming from a long way away? And what catering facilities does the venue provide?
Create an Agenda
Now that you know your primary objective and who will attend, you can start to develop an outline of how you’ll achieve the workshop’s goal.
Main points – Create a list of main points to discuss, and then break down each larger point into details that you want to communicate to your audience.
Visual aids – List the visual aids, if any, you’ll use for each point. If you need technical support, this helps the people providing it to determine where they need to focus their efforts.
Discussions and activities – Take time to list exactly which group discussions and activities you’ll have at which point in the workshop. How much time will you allow for each exercise? Make sure your activities are appropriate for the size of the group, and ensure that your venue has the resources (for example, seminar rooms) needed to run sessions.
Develop a Follow-up Plan
The only way to find out if your workshop was a success is to have an effective follow-up plan. Create a questionnaire to give to all participants at the end of the event, and give them plenty of opportunities to share their opinions on how well it went. Although this can be a bit scary, it’s the only way to learn – and improve – for the next time.