How to: Organise a Seminar
Helpful Hints & Tips for Organising a Seminar
By Sarah Wilson, HSE
Introduction
Good planning is essential for the success of any event whatever the size and subject matter.
This guide aims to provide question bullet points for consideration when planning and delivering an event.
Preparation & Planning
What is the reason for holding your event?
- Are new Regulations due to come in to force?
- Are certain priority topics being focused on due to high numbers of injuries, accidents or fatalities? E.g.Slips & Trips
- Do you want to target specific industries outside the group’s membership or is the event for members only?
Agenda
Are you going to cover several topics or focus on just one?
- Take in to consideration the length of your event, will the audience benefit from having various short presentations or does the topic require a more in depth talk?
- A benefit of covering more than one topic is you will be able to appeal to a wider audience.
Speakers
Who is going to speak at your event?
- Try to think of contacts made in the past, have you attended any events which had particularly good speakers?
N.B. Remember they may charge though so this needs to be taken in to consideration when planning your budget.
- Contact local Government Regulators to see if they can help by providing free speakers,
e.g. If your event is covering the New Fire Regs contact the fire authority to see if they could provide a speaker. - You will need to brief the speakers on what you require them to include in their presentation, as you do not want any of the talks to overlap.
N.B. Always request copies of their presentation before the event.
Budget
Where is the money coming from to finance your event?
Charging
Charging people to attend (in the region of £25-£75pp).
N.B. Collecting the money can be resource intensive so this will need to be considered carefully
Partnerships
Involving other organisations (e.g. HSE, LA’s, FSB, ROSPA, SGUK, IOSH, Business Links). Thus spreading the cost.
Exhibition Space
Charging for exhibition space (e.g. If your event was concentrating on Working at Height involve companies which provide safety equipment etc)
Sponsorship
Asking large companies to host the event on their premises (your selling point to them would be lots of free publicity!)
Date & Venue
When and where are you going to hold your event?
Date
- When considering a date for your event, take in to consideration school holidays, religious festivals and day of the week i.e. avoid Mondays and Fridays
- Does it clash with other similar events
Time of Day
- Most businesses have very little or no time to spare so when thinking about the length of your event take this into consideration. Keep the event short and snappy and it will be easier to attract delegates.
- Consider holdiing your event in the early morning or evening.
Size
How many delegates do you anticipate attending? This will then give you an idea of the size of room required.
Venue
- Do you require space outdoors for display equipment etc?
- Is there enough parking?
- Check audio/visual provisions?Will you incur extra costs to hire their equipment?
- Easy access links rail/motorway
- Is there a lift for moving heavier equipment?
- Always carry out a Risk Assessment (RA) at the venue. See example RA.
N.B. Always visit your venue before confirming your booking.
PUBLICITY AND PREPARATION OF DELEGATE LIST
How are you going to pull together your potential list of delegates?
- Some topics may be more industry specific than others so it will be easier to target your audience.
- Search engines that can be used include, but you must check any conditions concerning producing databases from them:
www.b2bindex.co.uk/index/Listings
www.alibaba.com/catalogs/28/Business%20Services.html
www.businessmagnet.co.uk/town/l.htm
- You may already hold a database of your own through the companies you work for, so seek permission from the MD/CE etc to utilise the data.
- If you are holding the event in partnership with other stakeholders pull potential delegate lists together.
- Another good incentive for delegates to attend is to offer an attendance certificate, as registered safety professionals may be able to acquire CPD points.
Invitations
How are you going to invite people to your event?
- You could do a flyer drop but in the past this has proved to be a little hit and miss so the best way is to actually write to companies.
- It is best practice to send your invitation letters out 6 weeks prior to your event.
N.B. Always send a confirmation email once you have received their booking form and then a further reminder email a week before the event to jog people’s memories, attaching to this email the agenda and a map to the venue.
- Once the invitation letters have been sent out if after 3-4 weeks the response is poor take the time to do a ring round to encourage companies to attend.
- Please see ‘Event Guide’ which will help you to plan when each phase of the process needs to be done.
How are you going to publicise your event?
- Ask as many stakeholders as possible if they can include details of the event in e-newsletters, on websites and at any exhibitions they may be attending.
- Get the local press involved by giving them a local slant on the event.
Confirmation
- Check with speakers that they know what is expected of them. Provide good briefing to avoid overlaps, gaps, over (or under) running.
- The Chair will need to know domestic arrangements, where the assembly points are and if there is a planned fire alarm that day. Seek this information from the venue.
- Determine whether, if using PowerPoint, speakers will be bringing their own laptop with them.
N.B. Always request that presenters send you an electronic copy of their presentation and load them all on to a CD or memory stick so you have them on the day. Make sure they all work.
The event
N.B. Always take gaffer tape to cover trailing leads!!
- Arrive early so you can check that the audio-visual equipment works and the room layout is as you requested. Also use this time to distribute information packs and display any additional free leaflet
- Gather all speakers and facilitators to brief them on the day’s activities.
- Have someone available to register and welcome delegates as they arrive.
- Finally… If you have covered all the bases as stated in this guide you should be able to sit back and watch all your hard work pay off!
Example Risk Assessment
Event Guide
How to: Organise a Seminar - Event Guide ( pdf document)