Helpful Tips for Running a Successful Seminar

Here are some points to consider when planning and arranging a seminar

Seminar Venue and Location

  • Preparation of the venue to suite your needs
  • Suitability of rooms for your needs (size and layout)
  • Service levels or conference and banqueting staff at your venue.
  • Cost of hiring the venue (day delegate rates or room charges)
  • Choose your menu, if half day seminar the cheaper option would be to go for a breakfast briefing (think about having tables and chairs if more than a simple finger buffet)
  • Layout of your presentation area (theatre, classroom or award style)
  • Look at branding the venue with posters, banners, portable displays etc
  • Ease of access at the time you want delegates to arrive
  • Local to your target audience, easy to get to by road and public transport. Parking
  • Power requirements for any demonstration equipment

Seminar invitations

  • Mailers, advertisements, telemarketing, e-blast.
  • Sounds obvious but must include what, where and when
  • State value proposition of the event to your delegates, how the event will benefit their business.
  • Include an agenda with speaker names in advance to increase demand.
  • Make it easy for delegates to register (reply card or web site registration)

Confirmation Process

  • Confirm to every delegate that you have their registration
  • Provide maps and directions to the venue
  • Re-confirm the agenda to registered delegates

Seminar Registration

  • Provide direction signs appropriate to the venue (make it easy for the delegates to find you)
  • Position the registration desk in an obvious location and brand it
  • Have delegate name badges pre-printed (and be prepared to accommodate additional/replacement delegates on the day)
  • Make sure whoever is registering delegates knows the format of the day, location and content of the presentation sessions and at what time, also is familiar with the layout of the venue, where the toilets are etc
  • Ensure you have adequate number staff available to discuss business/sales opportunities with delegates

Seminar Delegate Packs Include:

  • Latest agenda
  • Speaker details
  • A copy of the presentations or details where to obtain them after the event
  • Literature relevant to the event
  • Notepaper and a pen
  • Supply the delegate pack in a package convenient for the delegate (you do not want delegates dropping bits of paper everywhere)

Seminar Presentations

  • If possible prepare a staff briefing prior to event and appoint an event manager on site.
  • Where possible have all your speakers run through a rehearsal (with multiple speakers it is surprising how much duplication you can encounter if you do not check presentation material prior to the event)
  • Be prepared to make last minute changes to the presentations (it always happens)
  • Decide on front or back projection and plan your layout accordingly Decide on a master slide layout and if appropriate have all speakers use the same master
  • Decide how presenters will move the slides forward (themselves or your A/V team)
  • Consider tie mikes and a PA system even in small events (these can be hired from the venue in most cases)
  • Consider using a lectern
  • Consider the height and size of the screen so that all delegates can see it (with larger audiences, if necessary invest in plasma screens to ensure good viewing from the back of the room)
  • Try to run all presentation to time.