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Steps Involved In Planning A Seminar

Whenever a major seminar, festival, concert, conference, convention or other public event is underway – issues arise surrounding the management of the events. Event management is an overarching term referring to the techniques and actions used in the research, planning, preparation and execution of an event.

Intergage MarketingJourney Illustration 10thThere are event management teams and individual event managers that oversee these events from start to finish, ensuring that the event runs smoothly and has as few setbacks as possible.

My time at Intergage has given me the opportunity to help plan events and even run a seminar from start to finish. Of course I received a lot of support, because who wouldn’t want help?

The preparation for the event started months before the due date. The first step was to find the location where we would have it. Normally companies who run regular events, have a portfolio of all the recommended venues they would like to work with.

The next step was to ask ourselves questions like:

  • What is the aim of the seminar?
  • Who do we want to invite?
  • Will it be local to our offices?
  • What is the budget available?
  • How many staff do we have available to help on the day?
  • What do we want to deliver on the day?
  • What’s the one thing the guest will learn from the seminar

The questions are endless, so to simplify the task, we produce an event plan. The plan will have all the det

ails needed for the day and for larger events, we use  a Gantt chart.

The event Gantt chart is a really clear way for you to keep track on all the event activities that need to be actioned. The bigger the event, the more there is to do and the more precise you will need to be.

You can be as specific or general as you would like, the great thing about an event Gantt chart is it gives you the freedom to decide how you would like your event to be run.

10th GanttChartAnatomy

The plan works like a checklist, but can also be sent to attendees to inform them of the event agenda, or perhaps other event hosts – This is especially useful if you have guest speakers as it will give them information regarding their presentation times and who else will be speaking also, it will help to allocate time to tasks ensuring you plan your time wisely.

The plan is as follows:

  • Date and Time of the event
  • Venue/ Address
  • The message we want to deliver
  • The number of staff attending
  • Allocate role on the day
  • Budget
  • Social Media
  • Competition
  • Pre Event
  • Event
  • Post Event

Post event actions are just as important, as they include social media updates and thanking your attendees.

With great organisation and knowledge of your audience you can plan and host a perfect event.

If you would like help in planning an event do not hesitate to contact us or visit our Facebook Page to see our past events.

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