Ask specific questions to the planner while beginning to prepare for a seminar, such as "Who is the target audience?," "What do we hope to accomplish and on what topic?," "In what city should the conference be located?" as well as creating a rough agenda draft. The specifics of the seminar must be brainstormed and decided on prior to proceeding with event planning. Listing definite goals for the convention is a helpful task in ensuring success.
Potential vendors may be asked to develop a comprehensive quote for services. Convention centers that accommodate all potential registrants as well as seminar needs (a podium, ample seating, guest parking, etc.), catering companies and audio-visual equipment rental firms are among the necessary vendors to contact. Optional event specifics include any entertainment, floral centerpieces, a photographer and signage companies which may add to the seminar appeal. Vendors must be selected with ample time for preparation, as opposed to last minute decisions. Present the quotes and references of the vendors to other members of the planning committee for approval.
Invitations, seminar materials outlining the agenda, mailing lists, reminders and name badges are a few of the materials that meeting planners may find necessary or helpful. Contact a printing company for a collective quote for services. Arrange the seminar materials in an appropriate order to avoid registrant confusion during the convention and to prevent taking added time fielding questions when the answers are available in the communication materials. Include an evaluation form for participants to complete upon the finish of the seminar to aid in future planning.
Adequate preparation will promote a smooth-running conference so when executing, keep as close to the prepared agenda as possible. Ensure that registrants are urged to cease conversation to confirm a prompt start and that key-note speakers or presentations are running on schedule. Check with the catering staff prior to the lunch break to make certain that they are on time and prepare photographers and disc jockeys to begin their optional time with registrants.
Reflect on the event with the planning committee to discuss the positives and negatives of the convention progression to aid in future seminar preparation. Thank you cards or blank note cards are an effective method to extend gratuity, either verbal or monetary, to those vendors who have helped make the seminar a success. Follow-up with each contractor for their take on the seminar's agenda and ask for any methods to help each vendor improve for the following year.