How to Plan & Manage Events, Conferences, Functions & Parties.

Event Management: How To Organize A Seminar

Events have always been as a holistic experience to its participants. This is why, event management requires a thorough planning and preparation with most work implemented at least a few months before the actual event. Below are some steps that should be considered and accomplished in order to reach the successful event.

1. Establishing the theme

Each event follows a theme and purpose which will drive the event set-up, the target audiences or the participants, the guests and the marketing approach. In general, a business event such as an international conference for a particular industry will appeal to participants conducting businesses within that industry as well as sponsors who gain mileage out of publicizing their products during the event.

Apart from that, the theme of the seminar will also determine the type of marketing channels to be used to for publicity. This also holds true for the event management team who will need the event theme to correctly identify target participants and companies to sell the event to.

2. Selecting a venue of the event

Venue selection is highly dependent on the scale of the event. Usually this is determined by the number of participants, the presence of any guests of honor (such as royalty or politicians) the activities during the event, or if there are additional floor space required for exhibition purposes.

A typical seminar of about 100 – 200 can be comfortably implemented in a hotel seminar room, possibly in a theater style setting or classroom setting. However, larger scale events with participant numbers scaling between 500 – 1000 may require a large hall, ballroom, auditorium or a convention center.

3. Event Marketing and Publicity

Seminar marketing is by far the most critical and often most challenging task in Event Planning, and is often regarded as the most critical factor of an event’s success. The right marketing strategy and seminar positioning must be adopted in order to draw adequate event sign-ups.

Most of the time, event organizers who have large budgets will turn to above the line marketing such as newspaper and magazine advertisements as well as radio and television advertising to publicize the event. Press releases about the event may also be sent in to major newspapers, in order to create the awareness of the upcoming event.

4. Collaboration with sponsors

Getting reputable sponsors to participate in an event will help boost the creditability of the event, as well as reduce costs. Sponsors can also help with marketing, as they also help publicize your event to their customers.

5. Managing People and working with speakers

A seminar will not be successful without the people running it, as well as the speakers sharing their knowledge to the participants. Invite speakers who are of caliber and reputation to the event, and who will provide the participants with relevant information to their work, industry or business. Prepare the speakers beforehand and work with them on their Power point presentations as well as pre-inform them of the logistics processes, timing as well as the expected audience size.

Event management process requires a good team of people handling tasks on ushering, registration, customer service as well as handling financials. Familiarize the team with any required event protocol to eliminate the possibility of confusion or error.

6. The Actual Day – registration, ushering, feedback

All seminar planning and preparations, constituting 80% of total work involved, cascade to the actual event which may last only for a few hours or a few days. On the day before the event, visit the venue to ensure that everything is in order according the requirements and specifications. Microphones, projectors, audio and video systems must be all checked to be in excellent working order.

On the actual day, staff should be present at the venue at least 1 1/2 hours before commencement. Registrations must be made at the door to ensure authorized access. Name tags, door gifts and event schedules or booklets will be given out at this point and ushers will show participants to their seats in the event hall.

Staff will also be responsible for providing advice or help to participants during the event. Feedback forms should be distributed and then collected from participants to determine the satisfaction level on all aspects of the event experience.

Finally, a turnkey event registration software will help to ease and fasten the preparation stages – to announce seminar theme and venue, market online, gain registrations and receive attendees’ feedbacks.

A sample of a similar solution is PG Events (http://www.eventsoft.pro). No special knowledge and programming experience is required. It’s easy and clear for everyone. Don’t miss an opportunity to launch your Event registration web-site!

About the Author

Pilot Group Ltd focuses on developing, selling solutions for e-business and technically supporting its customers.

We develop solutions in different business fields: real estate, dating, job board, e-learning, and others. Check our online event management software at http://www.eventsoft.pro

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Financial Times Management Briefings: Organising the Finance Function $33.73 Used – Pressure to survive in business has resulted in new ways of doing things, and the finance function is no exception. This briefing looks at the impact of events on the structure of the finance function and provides you with a sound benchmark against which to measure the organisation of your finance function. This report complements ‘The Role of the Finance Director’ and the two should be read together.

Financial Times Management Briefings: Organising the Finance Function $9.66 Used – Pressure to survive in business has resulted in new ways of doing things, and the finance function is no exception. This briefing looks at the impact of events on the structure of the finance function and provides you with a sound benchmark against which to measure the organisation of your finance function. This report complements ‘The Role of the Finance Director’ and the two should be read together.

Gone with the Wind Scarlett O’Hara in the Novel and the Film $29.97 Used – 1.Introduction to the topicThe following paper tries to introduce one of the most remarkable American novels of the 20th century and its most outstanding character Scarlett O’Hara. Gone with the Wind was written by Margaret Mitchell and was published in 1936. It is a novel that combines the events of the 19th century American Civil War with the story of Scarlett O’Hara, her family, her friends and her foes. It was followed by a film that was released in 1939 and two authorized sequels whi

Hands across the Water: Wings Tour USA $109.56 New – Presents a photographic account of the people, places, and events that make up a rock “n” roll group’s nationwide tour.

Hands across the Water: Wings Tour USA $34.5 New – Presents a photographic account of the people, places, and events that make up a rock “n” roll group’s nationwide tour.

Hands across the Water: Wings Tour USA $109.56 New – Presents a photographic account of the people, places, and events that make up a rock “n” roll group’s nationwide tour.

Harry Potter and the Goblet of Fire: Heroes, Villains and Creatures $1.99 Used – 32 fantastic Harry Potter postcards to keep or send, each including key facts about the heroes, villains, creatures and events from the movie Harry Potter and the Goblet of Fire!

Hidden Secrets of a Christian Woman $8.41 New – “Your appeared Image is not your identity; for it is what’s inside you that shows your character and brings you reality.” Samantha D. Williams”Hidden Secrets Of A Christian Woman” is about a young woman you was raised in church but has experience some of life’s most detrimental events. The Young lady does not know how to deal with them so she turned from God and lost her identity even the more. She then came in contact with an old lady who tried to encourage her and after the lady’s consis

Hidden Secrets of a Christian Woman $8.41 Used – “Your appeared Image is not your identity; for it is what’s inside you that shows your character and brings you reality.” Samantha D. Williams”Hidden Secrets Of A Christian Woman” is about a young woman you was raised in church but has experience some of life’s most detrimental events. The Young lady does not know how to deal with them so she turned from God and lost her identity even the more. She then came in contact with an old lady who tried to encourage her and after the lady’s consi

I Am Not Master of Events: The Speculations of John Law and Lord Londonderry in the Mississippi and South Sea Bubbles $20.5 Used – Two of the greatest financial fiascos of all time took place at the same time and were instigated by two acquaintances: the Mississippi Bubble, on which John Law at first made a vast fortune and gained sway over French finances; and the South Sea Bubble, launched by Law and Thomas Pitt, Jr., Lord Londonderry, his main partner in England. This book tells the story of these two financial schemes from the letters and accounts of two leading personalities. Larry Neal, a distinguished economic

I Am Not Master of Events: The Speculations of John Law and Lord Londonderry in the Mississippi and South Sea Bubbles $41.55 New – Two of the greatest financial fiascos of all time took place at the same time and were instigated by two acquaintances: the Mississippi Bubble, on which John Law at first made a vast fortune and gained sway over French finances; and the South Sea Bubble, launched by Law and Thomas Pitt, Jr., Lord Londonderry, his main partner in England. This book tells the story of these two financial schemes from the letters and accounts of two leading personalities. Larry Neal, a distinguished economic

Illustrated London News Great Events of the 20th Century $1.99 Used – An illustrated account of major events between 1890 to 1990, such as the World Wars and developments in science, communications and transport. A listing of events for each year is included, covering topics such as sport, entertainment, the overthrow of communism, and the changing roles of women.

Jane Eyre Book/CD Pack: Level 5 $22.36 Used – Classic / British English Jane Eyre, a poor orphan, grows up in misery until she becomes the governess in the house of wealthy Mr Rochester and falls in love. But mysterious events take place in the house at night, and Mr Rochester appears to be hiding a terrible secret. Can Jane even hope for happiness?

Jane Eyre: Level 5 $6.62 Used – Classic / British English Jane Eyre, a poor orphan, grows up in misery until she becomes the governess in the house of wealthy Mr Rochester and falls in love. But mysterious events take place in the house at night, and Mr Rochester appears to be hiding a terrible secret. Can Jane even hope for happiness?

Led Zeppelin Songs: Dazed and Confused $19 Used – An illustrated examination of the stories, events, places and characters that inspired the songs of Led Zeppelin. The book features the inspiration behind songs such as “Stairway to Heaven” and “Trampled Underfoot” and includes studio tales and the social and cultural impact of the group.

Lemony Snicket’s A Series of Unfortunate Events: The Bad Beginning, The Reptile Room, The Wide Window $11.54 Used – Like school, prison or an enormous cake with a spyglass baked into it, this collection of puzzles and games will keep you ‘out of trouble’, a phrase which here means ‘far away from distressing books and movies’. Lemony Snicket has spent many miserable years researching the lives of the Baudelaire orphans, but you can always do something much cheerier with your time.

Lemony Snicket’s A Series of Unfortunate Events: The Bad Beginning, The Reptile Room, The Wide Window $23.29 New – Like school, prison or an enormous cake with a spyglass baked into it, this collection of puzzles and games will keep you ‘out of trouble’, a phrase which here means ‘far away from distressing books and movies’. Lemony Snicket has spent many miserable years researching the lives of the Baudelaire orphans, but you can always do something much cheerier with your time.

Lemony Snicket’s A Series of Unfortunate Events: The Bad Beginning, The Reptile Room, The Wide Window $2.05 Used – Like school, prison or an enormous cake with a spyglass baked into it, this collection of puzzles and games will keep you ‘out of trouble’, a phrase which here means ‘far away from distressing books and movies’. Lemony Snicket has spent many miserable years researching the lives of the Baudelaire orphans, but you can always do something much cheerier with your time.

Lemony Snicket’s A Series of Unfortunate Events: The Bad Beginning, The Reptile Room, The Wide Window $12.34 Used – Like school, prison or an enormous cake with a spyglass baked into it, this collection of puzzles and games will keep you ‘out of trouble’, a phrase which here means ‘far away from distressing books and movies’. Lemony Snicket has spent many miserable years researching the lives of the Baudelaire orphans, but you can always do something much cheerier with your time.

Lemony Snicket’s a Series of Unfortunate Events: Behind the Scenes With Count Olaf (Series of Unfortunate Events) $11.53 New