If you have decided to host a seminar or workshop, your main aim is to ensure the content for the day is beneficial and interesting to your delegates attending.
To make it a success, with maximum attendance, the planning of your seminar should be at least four to six months before the event. I would now like to share with you my checklist for a successful event.
Step 1 – Plan the details for the event
- Establish the purpose of your event and title.
- Select a date for hosting the event and research the preferred day for your delegates.
- Decide on a start and end time depending on location and content for the day.
- Agree the number of delegates you would like to attend.
- Identify good guest speakers, if you are having any.
- Budget and decide the delegate ticket price, if charging.
Step 2 – Venue
- Find your ideal geographic location for the venue.
- Appropriate room size to accommodate your numbers
- Appropriate room layout
- Facilities, such as a projector and Wi-Fi
- Breakout area(s)
- Transport links and parking nearby.
- Reserve the date, but don’t sign a contract until you have checked the cancellation policy.
Step 3 – Planning
- Finalise the agenda for the day including refreshment breaks and networking opportunities.
- Check dietary requirements of your delegates
- Don’t let the day go on too long. Most seminars end around16:00.
- When advertising your event ensure you include:
- Introduction for the day
- Speakers’ bios
- Brief outline
- Payment options
- In the delegate packs include handouts for notes to be written against each slide.
- Provide roller banners for the room.
- Promotional materials (pens, pads etc)
- Delegate badges with a registration list
- Plan when you are going to send out email shots for delegates to attend.
Step 4 – Two weeks before the Event
- Send delegates joining instructions, including a map for location, details of how to get there with precise timings for arrival.
- Confirm numbers with venue and check they have the updated agenda.
- Finalise the delegate pack for the day.
- Group the presentations for the day.
- Check stock for promotional items.
- Practise your presentation timing against the agenda so you don’t overrun on the day.
Step 5 – On the day
- Arrive at least an hour before registration of your guests. If you can stay the night before in the hotel, even better!
- Collect the contact numbers for your event organiser at the locations in case of any problems.
- Test run the presentation on the screen for sound and visual appearance. Ensure the font is readable
- Lay out your packs for delegates.
- Set up your roller banners in the room.
- Ensure everyone on the day is clear of their roles and responsibilities.
- Have an agenda with you at all times so you don’t overrun, as your delegates will know and will be expecting those breaks.
- Have a charging pack and charging leads for any delegates that may require it.
- Ensure delegates complete their feedback forms before they leave.
Step 6 – Post event
- Send an email thanking your delegates for attending.
- Thank your guest speaks for their participation.
- Review the feedback forms from the day.
Here are some useful links to assist with finding the perfect venue: