Event Planning & Seminar Planning | Anaheim
Seminar planning is a tricky task. There are a lot of moving parts and even more considerations that must be balanced. Whether you’ve planned dozens of seminars or none at all, it can be helpful to brush up on the common practices.
Building a timeline of events is critical to ensuring everything gets accomplished in a timely manner. Having a concrete timeline reduces stress and makes it harder for important details to slip through the cracks.
Start Early
The second you know that you are going to be throwing a seminar, there are some things that need to be done. First and foremost, establish some goals. Think through what you want to communicate through your seminar and what kind of audience you hope to attract.
With this in mind, set a date that will be most optimal for the largest amount of your audience. Be sure to have a backup date just in case your first choice is unavailable.
When you have your goals figured out, you can begin thinking about costs. Create a profit goal and decide how you intend to get that profit. You can then start setting ticket prices by looking at comparable events and filling in any holes with your best guesses.
Now you can start finding the meat of your event. Research the venues, vendors, and visitors that will elevate your event. Make sure the space you choose can accommodate your group and has the infrastructure needed to host your event. The venue might also have preferred vendors, so make sure they can serve your group as well. The Business Expo center offers multiple venues under one roof.
From there, you can find speakers and sponsors who will make your seminar attractive to the audience. Make sure these people are on-brand for your event and can speak intelligently on the topics being covered.
Work out the kinks
Roughly three months before your event, you should begin nailing down the details. Seminar Planning lives and dies based on how efficiently things come together in this phase.
First and foremost, finalize your speakers and financials. Make sure everything is in order before it gets too late. If you overlook something now, it won’t be as detrimental as further down the line.
When these details are finished, promotion can begin. Build a website and social media accounts that can consistently spread the word and draw in potential visitors. There are a number of articles and applications that can assist you in creating a successful marketing campaign.
When promoting, make sure your content aligns with your vision and brand. Also, use a variety of formats to promote, videos, pictures, ads, anything that gets the word out there is useful. Distribute your event across Facebook Events and other online event calendars.
Next, finalize all your venue and vendor details. Make sure the menu is appetizing and all special equipment is secured. You can also begin drafting an agenda for your seminar. Outline a schedule and send it to the higher-ups for approval.
Finalize Details
Roughly one to two months out, you should begin putting the last few details into place. Finish your marketing campaigns by sending out emails to people who are still on the fence. One last email may be the push they need to attend.
Finalize your schedule and scripts, distributing them to the necessary parties. Make sure you also keep your sponsors and stakeholders up to date with any necessary information. Finally, confirm the timings with your vendors. This includes caterers, A/V people, decorations, and, most importantly, the speakers.
Finish Strong
Sit back and relax. If you have successfully planned everything in a timely fashion, there will be no last-minute scrambling or stress. You can rest easy knowing you have done everything possible to plan your seminar.
For further information on Seminar Planning, check out this article by ORECA.
