Whether it’s your first or your hundredth, planning a successful seminar is always easier with a list of practical steps. Want to create a seminar that’s out of the ordinary? Then you need to find creative ways to make the event impactful! Keeping it simple by keeping it fun makes it easy for any corporate event to stand out from the crowd. To make sure nothing slips through the cracks, here’s how to create the perfect seminar entertainment in 8 easy steps. Let’s go !
To begin with, a seminar is a special business event with its own organizational principles.
It aims to educate and inform participants on a specific topic or theme. And it is an ideal way to promote your company!
Despite the specificities of such an event, organizing one is always a good idea… It’s all about planning and anticipation.
The perfect seminar animation is the one that manages to combine :
If you don’t know where to start to make sure everyone has a good time or to find an idea for an original corporate event, follow these steps…
Once you have the green light to create your seminar entertainment (at least 4-6 months before your event), it’s time to start the tasks below…
The sooner you can check these tasks off your planning list, the better!
Defining your seminar objectives is a crucial first step.
You should be able to clearly answer the question, “Why are we holding this seminar?”
Then you should know what you want from the event…
Based on these elements, you will develop a concrete action plan.
Defining the objectives of the event in advance will allow you to know exactly what type of seminar to organize, and therefore to successfully organize it.
Some seminars, for example, will have team building as their main objective, others will be used to train new recruits or celebrate an increase in revenue…
From the main objective, several secondary objectives will follow – you must then prioritize them in order to manage them best one by one.
There are several stakeholders to consider when organizing this type of event.
First, you will need to determine your target audience. This step will be decisive in the planning of your event.
However, when we talk about participants in this particular case, they are not limited to those who attend the seminar, but also include the speakers.
Once you have identified the information to be conveyed and who will convey it, it is time to find the people who will share that information.
It is often advisable to select only one speaker to ensure a good flow and logical continuity in the way ideas are presented.
Once the substance of your event has been defined, it is now time to figure out how the available resources will be used to shape the format to your liking.
This is where the budget forecast comes in!
The budget is based on the first two steps as well as various financial constraints.
Once you have prioritized your goals, you need to assess the resources needed to achieve those goals.
Each one will need financial resources. You will need to make sure that all planned expenses do not exceed the income allocated to them.
Our final budgeting tip is to always allow for a margin of error for possible unexpected expenses.
It’s time to set the perfect date for your seminar!
The different date options should be carefully evaluated to avoid guest unavailability.
It is important to choose a date when the majority of participants will be present.
Avoid periods when your guests are likely to be on vacation…
The location of an event must be chosen according to several criteria:
Capacity
That is, the number of people the room can hold, leaving the room airy and not too crowded.
The location
If you are organizing an event for your seminar, it is not necessary to choose the most remote place in town even if you want to be original…
Access to the seminar should just be easy, without having to search for hours, wandering from floor to floor or building to building.
Once you have found a place that seems appropriate, you must visit it at all costs!
A few pictures or brochures will not show you the real state of the place at that moment. It is better to be careful…
Using an online registration solution will help lighten your workload.
It will allow you to easily manage seminar registrations.
The importance of an online registration solution is paramount to the success of your seminar…
That’s why you need to make sure that the online registration solution you choose is easy to use, quick to deploy, and has many features to help you manage your registrations.
When organizing a seminar, always think about the originality of your animation and the chronological planning of the activities that will take place during the event.
Detailed planning should be done days or weeks in advance…
To ensure that the plan is executed correctly, you will need to do some rehearsals and all the necessary checks before the event itself.
You will also need to plan for breaks with delicious food, wine and refreshments – including a margin for error for all activities to avoid being caught off guard by any unforeseen circumstances.
Communication will determine the image and reach of your event.
The larger the event, the more communication you will need.
You should follow up with your audience (your online registration solution may allow you to do this automatically) at least once before the seminar.
A follow-up should be sent at least one week before the seminar – it will give you a better estimate of the number of attendees at the seminar (through the responses collected), as well as remind attendees of the upcoming event.
You can communicate via your website or social networks, for example.
However, your communication work does not stop there!
Indeed, after the seminar, it will be essential to send a report of the seminar – as well as emails to thank the participants, and collect their feedback.
A company seminar is an opportunity to share, exchange, transmit… and generally ends with a decision or commitments.
Are you still wondering what the objectives of a seminar are? Here are some of them:
In concrete terms, seminar animations stimulate general motivation!
Teams feel more dynamic – often ready to redouble their efforts to achieve your company’s new goals.
In a few words, the objective here is to bring a bit of freshness, of lightness by giving a new breath to your company.
You now have the essential tips to organize a successful seminar animation.
Plan, schedule and always have a good event management solution at your side to facilitate your tasks, as well as those of your participants.
At INVINO Event, we believe that it is essential to create links and strengthen the cohesion of your teams, in a friendly and warm atmosphere, during your corporate events.
This is why we offer you our oenological animation for company seminars.
This workshop around wine and gastronomy is an ideal vector of good atmosphere, where relaxation, reflection, amusement are mixed… and allows to tighten the bonds from the beginning of your event.
You want to create a perfect seminar animation where a festive atmosphere reigns within your teams? All this can be organized with the help of INVINO Event. Contact our team today!
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