Planning any event is a daunting process, especially if it involves speaking in front of a large crowd of your peers and colleagues. A seminar is an event that caters to a typical subject, interest or business and is usually very corporate in nature. Seminars are expected to be well structured, suited to a full or half day, use up-to-date technologies such as WiFi solutions from specialists like  My Port, as well as provide unique insight to the topic or subject at hand. Ensure your seminar goes smoothly by following this simple check-list.
Understand the purpose of your seminar
Take a few minutes to identify the reason for your seminar. Who will be most interested? What information are you going to provide that they won’t already know? Plan out your seminar with these questions in mind.
Define which medium is best to showcase your seminar
Depending on your topic, your seminar may best be received through conventional forms such as a conference, or through more modern forms such as a webinar. It may even be possible to host your seminar through both these forms, this way you have the potential to reach a larger audience.
Write down the particulars of your seminar
Once you have a clear understanding of how you want to deliver your information, write down what you will require to create your successful event. Most venues are happy to give an estimated quote for your seminar as long as you provide enough information. To ensure you have everything covered, write down or investigate the following:
- The event profile (possible times, date, venue, guests, etc.)
- The amount of space required
- The style of setup you require such as classroom or U-shape
- Whether you require catering i.e. food and beverage
- What visual aids you will require such as screens, microphones, TVs, projectors, HDMI cables, etc.
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If you do require audio-visual aids, be sure to hire a professional A/V technician from the venue if possible. This ensures your room will be set up completely prior to conducting your seminar.
Create your seminar and marketing materials
This is a vital step in ensuring your intended audience is aware of your seminar/webinar. Create appealing marketing material such as brochures, e-newsletters, blogs and press releases to get the attention of your market. Make invitations, print out your seminar agenda or even conduct an attendee gift raffle.
Expect some issues to occur
Very rarely do events go flawlessly. If you factor in potential issues such as technological failures, system malfunctions as well as the late/early arrival of guests, you will be much more prepared and able to maintain your composure if an issue does arise. Always have a backup plan prepared and be sure to cater to the needs of your audience.
If you cover these fundamental requirements for conducting a high-quality seminar, you’re sure to make an impression on your guests, colleagues, clients and business affiliates. The more organised you are, the less you will need to think about once you’re behind that podium addressing your peers.