The seminar is likely the most popular type of event that event planners coordinate, and most meetings are planned for either a half-day or a full day. Those interested in constructing a checklist for preparing a seminar will find the following information useful in developing a high-level structure for planning and implementing a conference.
Confirm the purpose of the event by contacting the organizers.
Before beginning any study into venue selection, make certain that you are aware of the event’s primary objectives:
- Who is the intended audience?
- What exactly is the subject of the seminar?
- What kind of location should it have?
- What is it that will draw people to the event?
- What is the schedule for the workshop?
Review the Apex Event Specifications Guide for more information.
When it comes to preparing events, the Convention Industry Council has developed several tools that should be regarded as a good source of best practices that will assist the event or meeting planner in keeping track of the specifics. It will help any event organizer compile a comprehensive collection of pertinent information using free download resources. This includes, but is not limited to, the following:
- Profile of the event (date, times, location, contacts, etc.)
- Contact information for the event’s organizer/host
- Information about how to reach the supplier
- Attendees’ personal information
- An ample room is required.
- a variety of foods and beverages
- Requirements for audiovisual equipment
- Setup for a function or a room
Create an Event Profile for your event.
Once a meeting planner has answered some of the most fundamental questions concerning the event, it’s time to look into suitable locations for the gathering. It is important to collaborate closely with the event organizer/host to decide the sort of venue and location that will be most convenient for both the organizer and the guests (the list of possibilities is virtually endless):
Hotel in the neighborhood
Describe the seminar’s requirements and solicit proposals for the venue.
The majority of venues are glad to offer an estimate for a potential seminar or conference. The caterer or sales representative will require the following BEO information:
- Date(s) for the event that may be considered
- Attendees in the thousands
- The layout of the space in terms of style (classroom, u-shape, etc.)
- Time of the event (take into consideration set up and tear down)
- Requirements for food and beverages
- Requirements for audiovisual equipment (including screens, mics, etc.)
- Setup of the room