Steps for Planning a Seminar and Training Event

As we head into 2011, most organizations prepare to plan their goals. Included in this is continuing professional development.
Corporate meeting planners are busy this time of year planning seminar, convention or training event (s).

Here is a really simple list to Consider in building effective continuing professional development events:

1) Decide on your Goal. Will the event be for skill building like leadership, inspiration, or training like new advances in technology, compliance training, etc? Brainstorm first and plan each of your seminar, training or conventions into specific available dates in your calendar. Create a focus and theme for each meeting or convention.

2) Organize the key players. For each meeting or event, decide who needs to be a part of the seminar. If you are looking for specific skill training, consider what experts need to speak. If you are looking to build rapport and create motivation, than hire a motivational speaker. If you need after dinner entertainment, hire after dinner humorous keynote speakers. From here you create the agenda.

3) Decide on meeting space. For a smaller event, a boardroom may be sufficient. Larger convention space is available through hotels which also provide lodging accommodations for out of town delegates. You may need to create a request for proposal for different potential venues to get the best rates and service for your meeting.

4) Create a list of potential participants. Who needs to be at each seminar, meeting or event? Is it leadership? middle management? technical support? front line professionals?

5) Determine logistics. Some professional, guest or seminar speaker require PowerPoint, and others don't. It is best to equip each room just in case. Standard set up are microphones (lapel, handheld and/or podium), power point projector, computer, screen. Will you have internet access for presentations? You may need to hire an AV technician Company

Remember food and beverage and room set up.

Convention Industry Council has established a series of tools that should be viewed as an excellent source of best practices

6) Create your promotion strategy. How will you let people know about the event? Consider the audience. Some ideas:
A company or association newsletter, email promotion blast, social media, mass media, company website.

7) Create your specific promotions. Once you have decided on and coordinated the key players, leadership expert, keynote motivational speaker, seminar speakers, etc. It is time to get the word out about your event. Promote the keynote and seminar speaker, continuing professional development goals, and your theme

8) Set up a registration list. How will you handle payment? in advance or at the door, online? Coordinate and streamline the registration efforts.

9) Prepare signage. For specific rooms. Meet many times with the hotel or special event manager to organize and coordinate the fine details. Be clear on who does what. You many need to reduce or increase food and beverage, chairs, tables, number of rooms etc based on registration numbers.

Prepare name badges, the convention meeting agenda, keynote and seminar speaker bios and handouts.

Get all PowerPoint presentations and set up all last minute logistics. Be prepared that speakers may change their slides, last registrations may be high, you may have last minute room changes, AV challenges.

If you go through this list and are prepared your Continuing Professional Development event, speaker, and agenda will be an inspiration and success.