| Events have always been as a holistic experience to | | | | awareness of the upcoming event. |
| its participants. This is why, event management | | | | 4. Collaboration with sponsors |
| requires a thorough planning and preparation with | | | | Getting reputable sponsors to participate in an event |
| most work implemented at least a few months | | | | will help boost the creditability of the event, as well |
| before the actual event. Below are some steps that | | | | as reduce costs. Sponsors can also help with |
| should be considered and accomplished in order to | | | | marketing, as they also help publicize your event to |
| reach the successful event. | | | | their customers. |
| 1. Establishing the theme | | | | 5. Managing People and working with speakers |
| Each event follows a theme and purpose which will | | | | A seminar will not be successful without the people |
| drive the event set-up, the target audiences or the | | | | running it, as well as the speakers sharing their |
| participants, the guests and the marketing approach. | | | | knowledge to the participants. Invite speakers who |
| In general, a business event such as an international | | | | are of caliber and reputation to the event, and who |
| conference for a particular industry will appeal to | | | | will provide the participants with relevant information |
| participants conducting businesses within that industry | | | | to their work, industry or business. Prepare the |
| as well as sponsors who gain mileage out of | | | | speakers beforehand and work with them on their |
| publicizing their products during the event. | | | | Power point presentations as well as pre-inform them |
| Apart from that, the theme of the seminar will also | | | | of the logistics processes, timing as well as the |
| determine the type of marketing channels to be used | | | | expected audience size. |
| to for publicity. This also holds true for the event | | | | Event management process requires a good team of |
| management team who will need the event theme | | | | people handling tasks on ushering, registration, |
| to correctly identify target participants and | | | | customer service as well as handling financials. |
| companies to sell the event to. | | | | Familiarize the team with any required event protocol |
| 2. Selecting a venue of the event | | | | to eliminate the possibility of confusion or error. |
| Venue selection is highly dependent on the scale of | | | | 6. The Actual Day - registration, ushering, feedback |
| the event. Usually this is determined by the number | | | | All seminar planning and preparations, constituting |
| of participants, the presence of any guests of honor | | | | 80% of total work involved, cascade to the actual |
| (such as royalty or politicians) the activities during the | | | | event which may last only for a few hours or a few |
| event, or if there are additional floor space required | | | | days. On the day before the event, visit the venue |
| for exhibition purposes. | | | | to ensure that everything is in order according the |
| A typical seminar of about 100 - 200 can be | | | | requirements and specifications. Microphones, |
| comfortably implemented in a hotel seminar room, | | | | projectors, audio and video systems must be all |
| possibly in a theater style setting or classroom | | | | checked to be in excellent working order. |
| setting. However, larger scale events with participant | | | | On the actual day, staff should be present at the |
| numbers scaling between 500 - 1000 may require a | | | | venue at least 1 1/2 hours before commencement. |
| large hall, ballroom, auditorium or a convention center. | | | | Registrations must be made at the door to ensure |
| 3. Event Marketing and Publicity | | | | authorized access. Name tags, door gifts and event |
| Seminar marketing is by far the most critical and | | | | schedules or booklets will be given out at this point |
| often most challenging task in event planning, and is | | | | and ushers will show participants to their seats in the |
| often regarded as the most critical factor of an | | | | event hall. |
| event's success. The right marketing strategy and | | | | Staff will also be responsible for providing advice or |
| seminar positioning must be adopted in order to draw | | | | help to participants during the event. Feedback forms |
| adequate event sign-ups. | | | | should be distributed and then collected from |
| Most of the time, event organizers who have large | | | | participants to determine the satisfaction level on all |
| budgets will turn to above the line marketing such as | | | | aspects of the event experience. |
| newspaper and magazine advertisements as well as | | | | Finally, a turnkey event registration software will help |
| radio and television advertising to publicize the event. | | | | to ease and fasten the preparation stages - to |
| Press releases about the event may also be sent in | | | | announce seminar theme and venue, market online, |
| to major newspapers, in order to create the | | | | gain registrations and receive attendees' feedbacks. |