A seminar is a presentation or a form of lecture, which is presented to the audience on a particular subject usually on educational topics. A seminar is conducted for a group of 10-50 people. This seminar is conducted in a hotel room or at the company conference room. Seminars can be offered for anything like professional or organizational purposes. The function of seminars is to bring small groups together for various issues where every member of the group has to participate.
The educational seminars are conducted to familiarize the students on specific subjects, which allow them to interact with the seminar leader. Compared to the academic instructions seminars are more informal. Most of the times, the term ‘seminar’ is used for describing a commercial event. Planning a seminar is a very easy job.
Here are some simple steps on how to plan a seminar.
Steps:
- Select your topic beforehand while you are planning a seminar. If you are a professional speaker or consultant, then you will be given a certain topic and asked to speak to a group of people. If you have your own business, then you should conduct seminar for promoting your business, which will interest your prospective costumers. For instance, an attorney will organize a seminar on estate planning.
- The next step in planning a seminar is to choose a venue for the seminar. Try to figure out the number of people coming to your seminar and select a place, which will seat everyone comfortably. Make sure that you consider the price while selecting the venue. Some of the venues can be expensive, while others will be reasonable enough. Try hotel banquets, they usually conduct many business meetings so it will be a good place for seminars.
- Start making invitations and mail them. The type of invitation depends on the size of the seminar. If it a seminar for small group, make simple invitations on your computer. Make sure that you mail your invitation to the participants several weeks before, so that they will make it to the seminar. Always remember not to mail the invitations far in advance, or people might forget about your seminar.
- The next step in planning your seminar is to decide on the food. If you have a long seminar, then it is best to have refreshments at the end of the seminar. If the seminar starts in the morning and ends at lunch, then you must have lunch organized for everyone. Most of the venues provide you with in-house caterers who will provide food according to your facility. Make sure that you have read the rules of your venue, so that you can order refreshments in advance.
- Get all the professional materials ready when you plan a seminar. Make several copies of all the paperwork you will need at the seminar. For the presentation, you will need some visual material as speaker. Make a hard copy of the presentation and hand it out to everyone at the seminar.
- Prior to your event, finalize the number of people attending the event based on the RSVPs you get. If required, then call some people for the reminder of the event and give them the last date of registration.
- Make a sign-in sheet and nametags for all the people. It will be nice for other people to meet others and interact with them. If you plan a seminar again in the future, then the sign-in sheet will help you in contacting them again.
- Make table packets for every desk and person. Add brochures, promotional materials, pens and notepad in that packet. If you are not able to get these items, ask the venue owners to provide you with stationery material.
- Call the venue incharge a few days before the event to give a confirmation of the event. Do not forget to get a confirmation from your caterer as well. Arrange the funds to pay the venue and caterer. Some people prefer payment prior to the event, while others on the day of the seminar.
Get early to the venue of your seminar and set up things out there. Make sure that the seminar hall is set up according to your needs. Walk around in the room to make sure that every person in that room will have a clear view of the speaker.
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I am planning a seminar to teach on effects of domestic violence. This is to take place feb. In nigeria. I learnt a lot from this.