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Seminar Planning checklist


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Seminar Planning checklist This Seminar planning checklist is composed to help and guide administrative specialists on organization of any seminars. This checklist works as an effective guide that comprises a big number of items to consider and effectuate in order of arranging a well-planned event.

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Seminar Organization:

  • Set up and approve your Seminar’s profile, scope, duration, business objectives, official theme, target audience, desired number of attendees, prospects, appointments, sales, revenue, etc;
  • Assemble Seminar management team/committee of people who have sufficient leadership skills, and are skillful enough in logistics, media relations, partnership development, composing programs/agendas of public events, and have authority to raise funds (each direction of seminar preparation can be assigned to special sub-committee, depending on a size of your team);
  • Consider and compose the Seminar plan template including the following elements:
    • Venue for the seminar (define appropriate facility and convenient physical location);
    • Staffing (what kind of specialists should be engaged into organization of the seminar);
    • Proper business time for the seminar (favorable date range, season, etc);
    • Guests and spokesmen (those who add great value to your seminar);
    • Business processes necessary to launch the seminar (ex: registration of attendees, logistics, bookings, promotion, engaging and contracting speakers, etc);
    • Rationale and business strategies (determine Seminar evaluation criteria for organizational and financial success, and clarify the ways on how to meet them);
    • Create a form to outline event’s risks, success factors, goals and benefits for the organization;
  • Create abstract of the seminar (elaborate the seminar topics, prepare the details on dedicated themes to highlight, outline key points and messages to be communicated to attendees, prepare materials);
  • Set up your timeline: determine the start and finish dates of your seminar, allocate time periods to accomplish all the necessary pre-arrangements as appropriate;
  • Plan the seminar supplies such as stationery, chairs, tables, etc;
  • Establish a realistic Seminar budget which is comprised of costs for supporting the attendees, guests (speakers), staff, seminar facility, refreshments, advertisement, and handouts;
  • Clarify if your organization possesses an appropriate budget or you need to raise external funds to hold the event (engage sponsors);
  • Clarify if your organization possesses an appropriate resources such as manpower, facility, etc, or something should be engaged externally (via partnerships and contracts);
  • Define what kinds of business partnerships, collaboration and organizations can be engaged to facilitate the endeavor;
  • Involve representatives from the partnering organizations as early as possible in the planning to ensure their proper engagement and understanding of the seminar’s strategy and mission;
  • Design, examine and gradually finalize the seminar’s agenda;
  • Select and reserve appropriate venue for the seminar. Make sure that the location and facility match your seminar’s scope, format and needs (ex: all audiovisual equipment is available, there are particular rooms for workshops, presentations, or interviews with event spokespersons);
  • Plan logistics, and make sure that parking facilities and transportation routes are effective;
  • Reserve lodging and transfers for speakers and other attendees as appropriate;
  • Plan and reserve catering, sub-events, and entertainments;
  • Describe administrative, organizational and technical roles to include into staffing;
  • Recruit necessary personnel, volunteers and vendors to serve the event as appropriate (publicity, catering, technical, administrative and supportive staff);
  • Contact, negotiate, contract and train/instruct all...

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