The main notion of conducting any conference or seminar is to educate the audience with new information and also ideate with the experts. It’s a sure shot serious event. For the smooth functioning of a conference, careful planning has to be carried out well in advance. It’s better to maintain a checklist and follow them accordingly so that you don’t miss any important aspect. This will also ensure your work to be more organized and easier.

Following is the list that needs to be ensured while organizing any conference or a seminar:

Establish the purpose of the event

Conferences can be conducted for various purposes such as academics, business, arts, etc. The first and foremost step for organizing a conference or seminar is to be clear with the aim behind doing this event. Who will be attending the event and how they will get benefitted from this conference. Based on these factors, establish the importance and purpose of the event and finalize with a particular topic.

Define the budget

Before you start planning any event ask yourself one simple question: Does all this come within your budget? The most important element for conducting any event is to plan your budget first based on the needs. List down the essential requirements for organizing the conference and calculate the budget for each. When the budget is fixed, you can plan accordingly at your best.

List event specification

It is highly advisable to make a checklist on what all are required for arranging a conference. Some of the event specification details you need to make a note of are as follows: 

• Contact information of the supplier, host, attendees and participants
• Date and time of the event
• Schedule of the agenda
• Venue confirmation
• Speaker itinerary
• Food arrangements

Having a list always helps reconfirm if the needs are met on time and the process is running in a smooth way. This will guide you towards the effective planning of the event.

Detailed venue requirements

According to the number of participants, the venue has to be decided. There may not be all facilities in the venue that you are looking for. So, it is important to list down what the requirements are that one might need at the location while the conference or seminar is going on.

• Fix the venue according to space required for total number of participants
• Arrange food and beverages
• Ensure technical support by providing A/V requirements
• Function/room set up such as banners, signage and backdrop settings

The more detailed your list is, the easier it would be for you to identify a good venue for the seminar location.

Develop the event agenda

To organize a conference or a seminar, one must definitely coordinate with several other people for the event to function smoothly. Teamwork matters a lot for conducting any event! But do make sure you work closely with your host, venue managers, and speakers as there will be frequent changes along the way to the items in your event agenda prior to the actual event itself. Set an outline of your event agenda and be flexible to make changes as per requirement. An event agenda should consist of the programs in the seminar or conference, speaker times and topics as well as any other activities such as workshops and discussion groups.

To initiate and manage the whole process of organizing a conference or a seminar, it does take a lot of time and energy. For a perfect execution, make the potential use of conference and seminar event organizer and your event will be conducted at ease!