Being in charge of planning a seminar for corporate executive groups or other at your company on top of your existing work can be quite a demanding task. You will need to make sure that you are going through the process of getting everything ready in the right order or you will end up pulling at your hair at the last minute. To make sure that you are getting everything ready properly, here are some steps that you can note down and follow.
Getting your objective down
If your superiors have not already given a theme and requirements for the seminar then it is up to you to confirm an objective and theme. If the whole thing is your idea then it will be easier for you to specify what you want to accomplish through this and what the outcomes you hope to obtain at the end of the seminar proceedings. It is imperative that you know what exactly the objective and outcomes for the whole event is so that you can plan for it in advance and you can let relevant groups know.
Identifying the groups and attendees
Once the objectives are understood then you can decide and confirm that different groups to invite for the event. You will need to make a short pamphlet/ information form for advertising the seminar across the groups and letting them know about the venue and time as well
Selecting the proper notifications going
Once the pamphlet has gone through some may call back for more information and such. so be prepared to answer additional questions and have a FAQ section going for the people who call for clarifications. Get the email addresses and other contact details of the attendees and have a list going and circulating through other people involved in the planning. This will be needed for getting the venue, food/ drinks and other requirements for the event. You will need to call back and confirm the event at least week before the date of the event as a reminder.
Developing the content for the program
Decide on the different people/ speakers for the event and the key note speaker. You will need to develop a short theme/ scope of presentation for each speaker and formally request them to present at your event.
Selecting the venue or business centre
Whether you decide to go for a hotel or a meeting room rental will depend on your budget and whether you can host it at your own company. After deciding on the time and venue, confirm the catering services, decorators and other groups who are involved in the setup and implementation.
Have a checklist going within the different people involved in the event to make sure that actions are not repeated. Keep the superiors in the loop and have an update email chain going.