As an event management service, if you cater to corporate, there is a high chance you will find yourself handling a large number of seminar requests. Seminars are an essential part of all corporate organization and something that they allocate the right amount of resources to. However, because of the diversity and options in types and purposes of seminars, it can be hard to put down an exact checklist that can be used for setting up seminars every single time. However, below, we have put together the basic framework to get you started. Since seminars last for around half a day to an entire day, this focuses on a one-day event but can be easily modified to accommodate more extended seminars.
- PURPOSE AND SPECIFICATIONS: This point holds for almost any event you organize, not just a specific seminar. You cannot begin planning the event until you have as much information as you can gather about it. This includes the purpose of the event, the audience, the topics and conversations that are to be expected, the number of people and the social classes that are expected, and the main agenda of the event. Further, you will have to look into specifications regarding the venue, the date and time, the other parties who may be involved in the planning, catering services, and the necessary equipment. You will have to know which elements of the event you are expected to handle and which ones your employer will be providing. Moreover, if the seminar planning and execution are going to be a collaboration between more than one party, all of them will have to be familiar with each other well in advance.
- VENUE: After you have gathered the initial details, you can begin processing them and start looking into venue options. This will depend on the magnitude of the event, the people who are expected to attend, the agenda of the survey, and so on. If there are going to be attendees from out of town, you will need to factor in accommodation as well. If there are going to be presentations, you will have to choose a location that can house serious conversations. When you have shortlisted your options, you can begin asking different venues for their proposals by sending them the details and asking for a quotation. If they can meet your needs and you find yourself satisfied with the reviews, you can look into negotiations.
- COMMUNICATION: If your job as the event manager also includes inviting people to the event and creating awareness, you will also have to begin looking into these matters. For a seminar, your work can consist of making the invitations, printing out agenda, forms, placards, and material, and confirming guest lists.
- OTHER PARTIES: A seminar will not involve simply presentations and speeches for the entire day. You may also have to look at different entertainment options, or the very least, the catering services that will be providing food and beverage throughout the event. For more details about how to find a good caterer to match your event, take a look at our article about choosing event caterers.
- LOGISTICS: This is one place where you will have to work in close collaboration with the hosts of the event, to determine how the podiums and displays will be set up, the seating arrangements, and the feel of the event. You may also have to look at getting equipment such as projectors and speakers, microphones, podiums, and so on.
- SET-UP AND EXECUTION: This is probably the most stressful step of the entire process since this is the day all your efforts come together. Make sure you have all the necessary permissions and agreements done so that you can begin setting up the night before, or at the very least, early on the morning of the event. Double check all the materials, handouts, speakers and mics, and the lighting for the day. Try not to panic when things go wrong, which they invariably will, and learn to think on your feet. Events are always a little unpredictable and seminars are no different. So on the day, if a speaker shows up a little late, the caterers miss a dish, or people keep losing their handouts, try to take it all in your stride and power through the event.