20 Steps To Running Successful Seminars, Roadshows, Workshops And Events.

Running an event like a seminar, roadshow or workshop can be a complex project. Improve your chances of success by following these 20 steps drawn from the experience of professional event managers. 1. Be clear about the purpose of your event

What are you really attempting to do by running this event? Are you going for increased business, heightened awareness, referrals, cross marketing, skill improvement or team building. Maybe you are hoping to do all of the above in one hit. Take time out at the beginning of the project to write down exactly what this event is supposed to deliver and keep referring back to your Purpose Document throughout. 2. Assemble a great team

Surround yourself with excellence. Make sure that everyone who contributes to the research, design, marketing, delivery and follow-up of the event is the best you can find. Don’t accept mediocrity otherwise it will reflect in every aspect of the event. 3. Find the perfect venue

Decide what you need a venue to provide in some detail before you start your search. Also consider what the choice of venue needs to say about the event; is it extravagant or cost-conscious, business-like or relaxed? 4. Pay attention to venue details

Book your chosen venue as early as possible; the best places are always popular. Get to know the venue team and contact them regularly to update them on changes to your agenda. Collect their marketing material to use in your own communications. Be

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7.and under-running sessions. Make the event flow Consider the event through the senses of your delegates. anything that gets details of your event in front of your potential audience at the point when they may be deciding about such things. local and national press media. sponsorship. Give your delegates time out to refresh themselves. Design the proceedings to keep them interested. advertising in all media (including broadcast). Design a hook line that gets the reader or listener saying “Yes” and feature this prominently in your marketing material. Consider personal invitations. flyers. Decide if you want the venue to supply audio-visual equipment or whether you will source this elsewhere. © InfoTec Communications 20011. posters. to network and to reflect on the event itself. need. 6. If there is a human interest angle. 5. Food and refreshments catering can be a minefield. make sure your venue can cater for your delegates’ varied requirements. build this in to your story. entertained and awake. Make sure your text recognizes their needs. Tell the story of your event Every event has a story to tell.pedantic about small details as well as the big issues. Most events are connected to current trends and will resonate with people. . Produce a timetable to fill the time available and have contingency plans to deal with over. Market your event actively and attractively Very importantly. Write the story as a press release and get yourself some free advertising by winning editorial space in trade publications. All rights reserved. make sure you are offering something that they Use as many marketing techniques as you can to make your potential audience aware of what you are offering. the features and the benefits of your event.

Use your network to maximize attendance You already know people who will either be potential delegates or who can refer you to others. 9. Decide on your rules up front. Your registration process is probably the first point of human contact for your delegates and it needs to reflect the professionalism of your organization. Be tenacious and professional Set up a process that is capable of pursuing every enquiry that is made to ensure that you don’t lose delegates through pure apathy. Online booking services can provide this complex function as well as offering a 24 hour telephone booking service. This process should include sending a reminder to delegates just before the event. don’t disrespect prompt payers by being lenient with the tardy. This will improve attendance by virtue of the fact that people rarely like to waste money for no reason at all. Your network of contacts and those of your colleagues is more extensive than you realize and nothing sells better than a personal recommendation. © InfoTec Communications 20011. 10. Use a slick. This is particularly important where attendance is free. 11. Have an error-free customer relationship database that any of your team can use to avoid embarrassing and unprofessional duplication and to keep subtle pressure on delegates to book a date. Be tough on payments The best way to give your event value is to charge a registration fee. answer questions. collect money and provide immediate booking confirmations. .8. professional registration process First impressions are deadly serious. Take an interest in reasons people may have for not booking themselves into your event. It should efficiently collect information. If your event is worthy you won’t shy away from inviting people who know you well. All rights reserved. There could be sufficient interest to run additional sessions on different dates. However charging an entry fee means that you have to be robust when it comes to non payment or late payment.

12. Stick to the timetable You owe it to your delegates to stick as closely to your published timetable as is possible. bolt. almost a ritual. Have additional material available to fill any gaps that open up in the timetable and know what material can be cut out without removing value from the event. All rights reserved. Under. 15. © InfoTec Communications 20011. which allows your delegates to get through the door and to find their seats. Be supremely organized on the day Plan and prepare for the day of the event down to the last nut. be motivated and motivational. Everything from the smiling administrator to the name badges and preevent coffee chat will put your delegates at ease and prepare them for the ordeal to come. Fax or text. arrive early. 14. post-it note. 13. Email. Have checklists for everything conceivable. Maintain customer relationships Your delegates are like any customers and should be treated as such. Throughout the event consider techniques to bring the timetable back on track. . Agree what your standards are well in advance so that delegates receive a consistent response whether by telephone. pencil. most of all. mail. however if the event does not finish on time you may be inconveniencing people more than you can guess.and over-running on various sessions is unavoidable. Design a familiar arrival ritual Events can be scary places for some people so it’s useful if you have a recognizable arrival process. teaspoon and name badge. give your team a breather before the delegates arrive and. Every interaction they have with your event team should reflect the standards and beliefs you operate by.

noisy climax. That’s why big public events end with spectacular fireworks displays. These are emailed to delegates immediately after the event. If you can’t organize a few rockets and sparklers then make sure your event has a colorful. Make sure your participants leave the event feeling energized. Keep the venue team sweet The conferencing team at your chosen venue will have been working just as hard as you and your team. The alternative is to use automated post-event questionnaires which are offered by some online booking services. While the response can be slightly lower. Your delegates will remember how the event began and ended before they remember the content. Collect Instant feedback If you ask your captive audience for their immediate thoughts on the quality and value of the event. they just won’t come back. you will get close to a 100% response. to give feedback and to lavish praise on the good service you received. All rights reserved. However. If you hold regular events. stimulated and happy and their recollections of you and your colleagues will be positively colored. Leaving the feedback any later reduces the response to less than 20%. the majority can be persuaded to tick a few boxes on an evaluation form. . Don’t forget to meet with them after the event. This will allow you to act quickly on any issues that arise and your reputation for responsiveness will be reinforced. Close the event with a bang Human memory does not store information in straight lines. you want to be welcomed back with open arms.16. the advantage is the results are automatically complied for you. 17. however a massive 95% of people with a complaint about dissatisfaction or poor service will just not bother. 18. Some would say that considered thought is of more value. © InfoTec Communications 20011. Be prepared for some understandable requests to “think about it”.

authors should be notified of intent to publish. Study the feedback and decide what to keep and what to improve. If there were operational problems.com is a product of InfoTec Communications. researching data for new events or offering additional coaching on the topic.com provides a comprehensive do-it-yourself online booking service. MyBookingManager. professional.19. MyBookingManager.com Purchase the complete manual “How To Successfully Conduct Seminars. Roadshows And Events Like A Pro” at eventmanagementfreetips. Formally review the results and celebrate success Meet with your event team to review every detail of the event. © InfoTec Communications 20011. Most of all measure whether you met your original objective and celebrate your team success with chocolate cake or champagne (perhaps both?). Articles cannot be used in spam communications. The convenient. bookings & payments for your next seminar. 2) Articles must be published with the author's bio paragraph (resource box) and copyright information included. trade display or membership event. decide how to avoid them in future. InfoTec Communications prohibits the use of copyrighted material in a manner that violates the copyright owner's rights. You may be looking for referrals. The subject matter is less important than reinforcing your network connection. 20. Follow up to guarantee repeat business Take an interest in your delegates. Disclaimer The content of this report are provided for information purposes only and for redistribution as outlined in the Copyright Notice above. 3) URLs in the resource box should be set as hyperlinks. Email and postal enquiries about relevant topics. Whenever possible. building trust and establishing you and your organization as the first choice for repeat business. All rights reserved. Publishers who violate copyright law are legally liable and subject to possible fines. . time saving & cost effective way to manage registrations. workshop. Copyright Notice Copyright 20011 by InfoTec Communications Pty Ltd All rights reserved. Published by MyBookingManager. Publishers are encourage to publish this report as free content resource in accordance with the following guidelines: 1) Articles must be published "as is" (unedited). InfoTec Communications does not accept any responsibility or liability for the use or misuse of the content of this report or reliance by any person of the publishers contents. Follow up the event with telephone.com.

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