Introduction - Every year there are a countless number of seminars and conferences going on for a number of purposes and it never seems to occur to those who attend that someone had to organize and arrange that seminar or conference so that it would run so smoothly.

The average conference or seminar is generally hosted by a busy person that is trying to balance the hosting of the conference/seminar with their regular jobs. That can be a very taxing thing to try to do. That is why this guide was created.

01. Getting Started - Your role when being responsible for the planning and follow through of the event is the event organizer.

As the event organizer, you are responsible for everything about the event. This means that if the speakers are late; the food is not good; the AV equipment is not working; or if the seating arrangements don’t work out, all of these things will fall on you.

02. Forming a Committee - One of the other aspects of planning a successful event is to surround you with people that can each play a part in helping that event succeed.

You have to delegate responsibility and let everyone use their own special skills to make the event a success.
         
The easiest way to delegate tasks is to divide the biggest task (organizing the conference) into smaller areas of responsibility and then assign individuals to these categories.

03. Good Budget - Every conference has a budget of its very own that has to be followed for the event to be a success. The budget is based upon how much income is expected from all sources set against the expenses that are anticipated.

In most cases you will have to be realistic about what is affordable within the limits of your budget income.

You will find that some things that you want will not be affordable and must be scrapped at one time or another. That is why you must always bear in mind that the price for services can almost always be negotiated.

04. Food & Beverages - Meeting the dietary needs of conference attendees is by no means an easy task. The attendee and the planner must be in direct contact with each other to make sure that all dietary needs are met.

To do this the planner should include a copy of the all menus in the agenda to be sure the attendees have ample time to respond.

The reason for this communication is to ensure that the attendees are as comfortable as possible during the conference, which in most cases are quite lengthy.

05. Food Requirements - Food and beverage functions are a major part of the conference program and are usually the most expensive budget item.

Therefore, thoughtful decisions need to be made to balance the food costs with the total cost for the event.

The conference committee should consider the following things beforehand:

06. Right Caterers - When you are thinking of having an event catered you should not limit your thoughts to the food only. Catering involves the food, drinks, table linen, and decorations.

You should always have a minimum and maximum budget in mind that you want to spend per person and try not to go over that amount.

Other costs to consider are:

• do you want your food in stainless steel or disposable chafing dishes
• plastic or stainless steel utensils
• cloth or paper napkins
• plastic or crystal drink ware and
• plastic, paper, or china plates.

07. Timeline - A good timeline is essential to keep you on track throughout the process. A timeline can be as simple or as complex as you want it to be.

The key is to make sure the timeline includes ‘hard’ deadlines, i.e. important dates for tasks that that you can’t afford to over-run.

The form on the next page provides a sample timeline which will give you some idea of the types of items to include in it.

Your timeline provides you with an overview of the tasks to be completed. You should assign a committee member to each task and have them sign off completed items.

08. Right Group Size - In any face-to-face meeting, the size of the group directly affects the amount of time that is needed to accomplish the task as well as the group’s ability to stay on track. The number of people in a meeting affects:

• The number of ideas and opinions that are generated and expressed by each participant.
• The degree of contribution that is possible for each and every individual.
• The amount of time needed to consider and reach consensus on each idea.

09. Professional DJ - Before your DJ plays the first song at your event, do you know what he (or she) has done to prepare themselves for it? The common misconception is that a DJ shows up, plays for 4-5 hours, and then goes home.

What most people don't realize is that the experience the DJ has from previous events, as well as the time he/she will dedicate to planning your event before even playing the first song.

10. Video Conference - Not all conferences are performed in the boardroom. That is why I had to include a section to assist those that have to plan a video conference.

There are many things that you have to take into account when planning a video conference if you want it to be a success. A successful video conference takes a great amount of planning and preparation.

This section is so that you will discover the secrets to conducting a terrific video conference.

11. Seminar - Seminars and conferences are relatively the same, but there are some key differences in a seminar.

For example, both are designed for the most part to make money, but conferences are generally used by businesses in order to woo a new client or advertisers that are trying to present a new campaign.

Seminars are a little bit less business-like and can be more laid back.

Some seminars are there to inspire attendants, some are to raise funds for a charity; some are to sell something; and some seminars are there to inform attendants.

12. Dos and Don’ts - Conference management is an exciting opportunity for personal and professional growth for the planner/organizer.

There are hundreds of details that are done in order to make a conference successful for the attendees that are often unseen by others.

The following is a summary of what conference attendees over the past several years want and don’t want. You should seriously consider them as you plan your conference or seminar.

13. Planning Mistakes - Not every one of us was born to plan meetings, tirelessly poring over details and taming the imperative minutia that threatens uncontrollability.

However, we often find ourselves in this very spot sooner or later. Suddenly we find ourselves charged with planning an important conference, education seminar, or incentive meeting that could be a critical component to your organization’s success.

14. Beat Stress - If you are expected to organize, plan or host a conference or seminar and have a serious case of the nerves, it is a great idea to know how to beat stress so that you can handle any and everything that may come up or go wrong.

The best and most successful events have a few glitches, and being able to conquer stress is a necessary component in keeping things running smoothly or at least appearing so.

15. Marketing - What is the point of organizing a seminar if nobody is going to show up? How can you guarantee that people will show up and that you will get the target audience that you want? Check out the top 25 tips that you can use to effectively market or promote your seminar.

• Build attendance at your meeting or seminar with all the proven techniques that seminar promoters have used for years. Use the Internet to look them up or ask around

16. Profiting - If you want to make some money for your company through hosting a seminar, there are a few things that you should consider first, such as:

• who will need your services or product
• how will you know who these people are
• where will you find them
• how can you invite them
• how you should present your information and
• how you can present your product or service to the attendees during the seminar that will leave people wanting more.

17. Summary - Now that you have read this guide, you will have all of the tips and information that you could need in order to organize a successful conference or seminar. This comprehensive guide has helped you learn how to:

• Plan your seminar or conference
• Organize a video conference
• How to utilize recording and presentation equipment
• How to dress and proper etiquette
• How to put together an organization committee to help you
• About choosing the right caterer
• Food and beverages for the event
• How to get a speaker/presenter

THE END