How to Organize a Seminar

Organizing a seminar requires extensive planning and preparation. You have to a lot like months to make sure that everything will happen according to the plan. Most of the time, seminars seem to run like clockwork with all events flowing smoothly according to schedule. In reality however, much groundwork has been worked on with the purpose of developing the right atmosphere in addition to a beneficial experience to partipants. Of course, you want to give your participants what they truly deserve so you may want to consider the following tips on organizing a seminar.

Establish a theme.
A seminar follows a theme and purpose which will drive the event set-up, the target audiences or the participants, the guests and the marketing approach. Before doing any of the following steps, we have to make sure that we have established our theme for this will determine everything.
Choose a venue
Choosing a venue is highly dependent on the nature of the event or the seminar. Usually this is determined by the number of participants, the presence of any guests of honor (such as royalty or politicians) the activities during the event, or if there are additional floor space required for exhibition purposes.

Promote the event
Events promotion is by far the most critical and often most challenging task in event organizing, and is often regarded as the most critical factor of an event’s success. This is because the number of participants turning up for a seminar is highly dependent on the strength of marketing activities and publicity.  Thus we really need to figure out the best marketing strategy that would certainly contribute to the event’s success.
Collaborate with sponsors
Getting reputable sponsors to participate in an event will help boost the creditability of the event, as well as reduce costs. Sponsors can also help with marketing, as they also help publicize your event to their customers. Apart from that, some of the sponsors can chip in on venue rental in exchange for exhibition space or publicity for themselves. Some sponsors also require a short message of their company to be given to the participants during the event. Others give away sample products or door gifts to participants.
Manage people and work with speakers
Invite speakers who are of caliber and reputation to the event, and who will provide the participants with relevant information to their work, industry or business. Prepare the speakers beforehand and work with them on their Power point presentations as well as pre-inform them of the logistics processes, timing as well as the expected audience size. Check with them on any special requests, such as the requirement for an overhead projector or additional microphones to be used for question and answer sessions.
6. Actual Day – Preparation, Registration, Ushering, Feedback
On the day before the event, visit the venue to ensure that everything is in order according the requirements and specifications. Microphones, projectors, audio and video systems must be all checked to be in excellent working order. Over at the office, have a packing list prepared and get all require items transferred to the actual venue at least a day before the event. Event staff should be dispatched to work on site preparations, including setting up booths, decorations and posters, the day before the event.

On the actual day, staff should be present at the venue at least 1 ½ hours before the program starts. They should report to their duty stations and must be ready to receive participants half an hour before they are scheduled to file in. Registrations must be made at the door to ensure authorized access. Name tags, door gifts and event schedules or booklets will be given out at this point and ushers will show participants to their seats in the event hall.

Staff will also be responsible for providing advice or help to participants during the event. Finally, feedback forms should be distributed and then collected from participants to determine the satisfaction level on all aspects of the event experience. This is in order to receive pointers, ideas and advice for future improvements.

 

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Batangas Bloggers Grand Eyeball at SM City Lipa

Batangas Bloggers Grand EyeBallHosting an event alone could be quite challenging. Of course, there would be no one to talk to except for the audience. Adlibs would also be hard for there would be no one who could share and talk something about an idea. There will also be no time for pausing and thinking, because this ONE host is the only one who would fill the dead air.

This is what I have experienced during the Batangas Bloggers Grand EyeBall at SM City Lipa. All alone, I did the entire introduction, raffle, and all the “off the cuffs”. It was a great experience though. I was able to fish out all my hosting and entertaining skills during this event.

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Internet Marketing for SMEs and Micro Businesses

Event Hosts BatangasInternet Marketing for SMEs and Micro Businesses is a seminar organized and hosted by us, Gerlie and Dyan. This seminar is the first event of Likha Internet, an internet solutions provider based here in Batangas. The said event was held at Teachers’ Conference Center, Batangas City, Sept. 11.

For the participants, we invited and coordinated with the different schools and universities in the province that offer business and marketing programs. Two hundred fifty (250) participants attended the seminar, as expected.

The country’s top bloggers and internet marketers, Jr Cantos, Marhgil Macuha and Abe Olandres, the father of Philippine blogging, served as the resource speakers. They gave superlative discussions on Basics of Internet marketing, Search Engine optimization and social networking respectively.

Since we have several sponsors like Hersheys, Smart, Guitartutee and WOWBatangas, we were able to give away prizes and giftpacks among the participants.

Despite the hassles and stressful loads of organizing major events like this, your girly emcees and organizers were able to manage the entirety of the event succesfully.

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