Business events are now a proven method for companies, associations and public organizations to attract attention and deliver one or more messages to a targeted audience. Seminars are the ultimate direct marketing tool with proven impact and results
A must for many businesses, seminars are becoming more and more frequent and the challenge of creating events that will both attract and excite participants is getting greater. That’s why our offers have expanded considerably ! From sport workshops to wine tastings, as well as treasure hunts as fun side activities, there is something for everyone. It’s a perfect way to surprise your guests and maximize your event’s impact.
Whatever your budget, you have the ability to plan a memorable event. The possibilities are endless, and your imagination can run wild. Even on smaller budgets, if the event is well planned and offers interesting and fun activities, your guests will appreciate the quality of the offer.
12 indispensable steps to organizing your business event
When planning your seminar, you should keep in mind certain keys to success. Here is our advice for having the most successful event possible :
1. Determine the focus of your seminar and your needs
It’s important to frame your seminar’s primary objective before throwing yourself onto Google. Before starting your search, ask yourself the right questions : why am I organizing this seminar and for what purpose ? Is it for product training, product launch, or team building ? What messages are you trying to convey, and to whom ? When you’ve answered those questions, you’ll be in a position to choose a package with a certain budget, number of guests and an idea of the date or time period for the event.
2. Choose a suitable location
You should choose one or several types of locations that correspond to the needs of your event : availability, the look and feel of the facilities, audio/visual equipment, the number of seats available, etc. Keep in mind that these criteria should be related to the seminar’s objectives. Venue choice can also be made depending on the annex activities offered by such locations.
3. Offer lodging and meals
If your seminar requires meals, you will need to contact a catering service and provide them with a detailed list of needs. The same goes for lodging, if your event covers two or more days. The choice of hotel should be to the level and standing of your guest’s expectations.
4. Organize the intervention of the speakers
Keep in mind the goals of your company (brand awareness, increase of sales, market share gains, etc.) and always think of the participants : why are they coming to this event and what do they need to remember ? Thus, the presentations of the speakers are of paramount importance to ensure the impact of the seminar and pass on the right messages. In addition, it’s important to plan specific time periods which will be respected and which will include interaction time like Questions/Answers. To aid in timing, you can prepare in advance signs to indicate “5 minutes” or “1 minute” left to allow time to finish.
5. Create a schedule and program of seminars
If you are in charge of the program, be sure to highlight the main events of the seminar as well as the spare time and the side activities. It’s important to build in small coffee breaks or activities that will encourage conversation. Don’t overlook the networking aspect as this is a focus of your event. Finally, with printed programs, your participants will appreciate the fact that they can see at a glance the contents of your event.
6. Organize side activities
A seminar without activities could look boring or be a dull experience for the participants. It needs a good balance between work meetings and activities that are original and fun. Depending on the audience being addressed, you may offer them on-track driving courses, golf, relaxation, cooking classes, etc.
7. Personalize your invitations
This may seem trivial but a lot of companies forget to personalize their invitations. When you receive an invitation, wouldn’t you prefer that it adresses to you personally rather than just receive a generic one ? There are several approaches like personalized email, or invitation management online tools. Your registration form should be as simple as possible so that the process is quick and painless for the user. The prime objective for you is to only gather the most pertinent information.
8. On-site branding
Whether organizing a round table conference for 20 people in your office or a seminar for 200 people off-site, always ensure the visual impact of your brand. You can for example display your logo on your communication materials (Powerpoint presentations, programs of the event, badges for the guests, etc.). If your budget allows then don’t hesitate to dress up the place with kakemonos, banners or signage with your corporate image. The goal is to display your brand and at the same time let the guest mix in with the heart of your world.
9. Prepare a to-do list
On site everything is in a jumble and things move pretty fast. As the organization of your seminar moves forward, you will need points of reference and a chronological list of the tasks that you need to accomplish. It will allow you to optimize your time and increase your efficiency.
10. Encourage sharing and free exchange
During the event, the right atmosphere is essential for its success. Encourage your teams to be approachable, helpful and cheerful so that guests can enjoy themselves to the fullest. A seminar should stir conversation between participants ; you should create such an environment by being attentive and encourage interation between the various players in attendance.
11. Send thank you emails
It’s very important to send personalized thank you emails to potential clients who were in attendance but also, and more importantly, to the guests who were at the event. This can be an opportunity to share photos of the event with them, as well as PowerPoint presentation from the seminar and other comments that you deem important. You can also use this communication to request comments from participants via an online feedback form, for example.
12. Analyze the impact
You can finally take a breath, your event is complete ! Now, you must determine both your impressions and those of the guests. For your next event to be an even bigger success, take into consideration all of the comments to give you ideas on how to improve your performance
Need help ?
ORECA Events is an events agency that has been planning and organizing multi-activitied seminars for several year, primarily in the south of France. In association with the Paul Ricard Circuit, we respond to the needs of companies wanting to combine business meetings with exclusive activities and experiences. Thanks to our range of activities, you’ll have the tools you need to give your guests the seminar experience they will never forget !
To find out more about our seminar packages : click here.
Already have a list of requirements and you are interested in a driving experience to invigorate your event ? Submit your request here.