What is a seminar? A seminar is defined as an event that offers its attendees a chance to be trained and informed on a particular business topic affecting the relevant industry. Two functions are then identified here, which would be for the seminar to inform and train. Knowing this, it can then be said that, when planning a seminar, the decisions made in the planning stage of this event should aim to execute these two functions. But what are the decisions that define this planning stage? This blog post will answer that exact question by listing the 5 steps to executing the perfect seminar.

1. Define the goal and/or objective of your seminar.

As with any planning process for an event, the first and possibly most important step in your journey is to define the goal or objective of your event. In this case, you would need to ask yourself what it is that you’d like your seminar to achieve. As previously discussed, the function of your seminar is to train and inform. Knowing this, ask the question what it is that you’d like to train your attendees in? Secondly, what is the information that you’d like to share or convey?

The answer to these two questions will then make it easier for the rest of the decision-making that will go into organising your seminar. Answering these questions will provide a guideline for the rest of your planning process. 

2. Who are your attendees?

Your attendees are not only those who will be trained and informed, but they also include the individuals who will train and inform. This is where your seminar goals defined by step 1 will come into play. When one considers the industry that is being spoken about and the subject matter being discussed, it is then easier to define who it is that you’d like to educate and train your audience. It is also important to note that both your speaker(s) and audience are of equal value.

3. Plan your budget.

At this point, you have successfully planned the why (objective), what (training and information) and who (attendees) of your seminar. Now comes the planning of the how. Your how can be defined by the budget of your seminar, in that your budget will determine your format. In this, one can then see a relationship formed between your seminar’s budget and format in that both factors influence one another. This step asks you what means you must go by to make your seminar a success. This means making the necessary resources for your seminar a priority. With that in mind, you should then ask yourself “What are the details of my seminar and how can I make sure that they come to life?”. It is important to note that the format of your seminar includes factors such as the date that your event is being hosted as well as the venue in which it is taking place. These factors are vital in determining the success of your seminar.

4. Define the schedule and activities of your seminar.

As informative and educational as your seminar might be, remember that your participants are human beings who, (1) love order and (2) do not want to be kept in a certain environment for too long. It is then important to plan the intricate details of your seminar. At this step, you will be focusing on two aspects of your seminar, (1) its schedule and (2) its activities. Let these two aspects complement each other in that your activities should occur in a chronological sense, i.e., each activity should take place at a sensible time. Your activities should include conference activity timeslots, lunch breaks and some room for unexpected occurrences. 

5. Communicate!

Communication is key for both you and your participants. During your planning stage, communication will assist you in keeping a record of who will be attending your seminar which will influence potential decisions that would have to be made. In the same breath, communication is also an essential factor for your attendees as it is an aspect which could determine their enjoyment of your seminar. It is therefore important for you to communicate, the who, what, where, when, why and how to your attendees ahead of time. It is equally as important for your attendees to communicate their experience of your seminar after it has taken place so that you are allowed to determine whether your seminar was successful and achieved its intended goal. You can communicate via email, a website, or even social media.

There you have it, 5 simple steps to planning your seminar! Planning any event can be stressful, simplify your experience by contacting us to take a load off of your back. What you are doing is important and the purpose of your seminar should never be a hassle to execute. 

Planning a seminar can be a daunting task, but Urbantonic is here to help you every step of the way. From defining the seminar’s objectives and identifying the target audience to planning the budget, schedule and activities, our expert team ensures that your seminar is a resounding success. We understand that communication is key, both during the planning stage and throughout the event, and we take care of the intricate details so you can focus on delivering a memorable and impactful seminar. Let Urbantonic handle the logistics, while you concentrate on sharing valuable knowledge and insights with your attendees. Contact us today and let’s make your seminar a seamless and stress-free event.