Planning and Staging are the Keys to Hosting a Successful Seminar

Image by Bonnie Taylor, EdD from Pixabay

Preparing for a seminar is not only hectic and time-intensive, it can also be incredibly stressful for the organizers. It's inevitable that something will go wrong. But you can stay ahead of the game and maximize the number of things that go right with some careful planning.

This article includes a checklist of action items, an overview of potential problems that might occur, and a list of pro-active measures you can take to nip some of those problems in the bud. Review the checklist ahead of time to work out the details, deal with all items that can be accomplished prior to the date of the event, delegate as many tasks as possible, coordinate the accomplishing of those tasks, and your next seminar should proceed smoothly and (almost) stress-free!

Event Checklist

1. Date(s), time(s) and location(s) of event - for booking facilities and promoting the event in local/national/international media.
2. Estimated number of attendees (for each day, if the event runs over 2 or more days) - facilities must be adequate.
3. Facility contact information - booking coordinator, security personnel, catering, maintenance.
4. Security provisions for presentation equipment (A/V, digital, sound, etc), materials, attendees.
5. Ingress / egress to the facility - emergency exits, disabled access, etc.
6. Wireless coverage, cellphone reception in the venues.
7. Presenters (speakers, coordinators, other participants)
   • CVs of each speaker for promotional materials
   • travel and accommodation arrangements
   • topic to be covered
   • any special requirements for presentations
8. Presentations:
   • purpose and content of each speaker's presentation
   • length of presentation
   • equipment and connections required by presenter (computer hardware and software, display monitors, internet access, etc)
   • other requirements for speaker (any specialized tools or equipment, wheelchair access, etc)
9. Conference rooms:
   • diagram of layout and furniture arrangement for each venue
   • layout for stage/dais area
   • electrical outlets and voice/data/cable jacks on stage and throughout the room
   • video equipment installed (if segments are being taped), in locations which will not be blocked by attendees or staff
   • quantity and arrangement of seating, provisions for extra seating if required
   • podium, tables, seating and equipment required for stage/dais
   • microphones, sound system and lighting for stage/dais
   • heat and air conditioning controls
   • tables for registration forms, handouts, information pamphlets, coffee, water
   • registration and pre-event meeting area
10. Personnel required:
    • operation of computers, displays, audio-visual, sound systems
    • registration and distribution of seminar materials
    • clerical and administrative
    • security
    • event photography/videography
    • information and support
11. Materials for Attendees and Personnel:
    • registration forms, name tags, security ID tags
    • handout materials  - notebooks, pens, carry-all, seminar agenda, venue map, etc.
    • coffee, tea, bottled water, etc
    • brunch, lunch, other food (if catered)
    • tickets/passes to special events (after hours mixer, trade show floor, etc)
12. Transportation and Accommodation for Presenters:
    • travel dates, departure and arrival times, pickup locations
    • transportation to and from airport/train station and facility (availability and time required)
    • accommodations arranged for speakers and personnel
    • ticket pick-up arranged, if required (whom, where, when)
    • directions to hotel and venues, for presenters who are driving themselves
    • clearances, as required
    • shipment of materials and equipment (carrier, date of shipment, pickup or delivery to facility)
13. Any special requirements by building security
14. Location for mid-morning, mid-afternoon breaks
15. Meals – times and locations (if catered)
16. Meal options for persons with food allergies

Heading Off Potential Problems

Even the most careful and thorough planning isn't guaranteed to prevent all problems, but the more prepared we are, the more control we have over the situation. Some of the most common problems that occur in a conference or seminar setting are:

• Delays in delivery of equipment or materials.
• Problems with or breakdowns of equipment, hardware and software.
• Inadequate or incorrect equipment, hardware or software provided.
• Last minute cancellations by speakers.
• Delays in transportation due to weather or other factors.
• Speakers arriving late due to missed flights, traffic, etc.
• Excessive or inadequate air conditioning or heating.
• Inadequate lighting.
• Insufficient seating, materials, or refreshments.
• Presentations running overtime, impacting the schedule.

Some of these scenarios (like problems arising due to the weather) are out of your hands. But let's take a look at the issues we do have control over, and come up with a plan to avoid them.

1. Technical Problems. Test, test, test all computers, audio-visual, sound, video and other equipment in advance. Make sure it is all properly set up and that you have the right people on hand to operate and troubleshoot everything.

2. Security. Make sure the venue has adequate security personnel on duty to prevent theft of any of the equipment. If the building will not provide security for this purpose, have your own people present at all times or make sure that the conference area can be secured to avoid loss of or damage to the equipment.

3. Microphones. Again - testing is everything. If at all possible, have your presenters test the microphones in order to check the levels of their speaking voices. It is important to test the microphones at various areas in the room if the presenters will be moving about with them, in order to avoid feedback. Also, if a microphone will be used in the audience for Q&A sessions, a sound check should be performed with that microphone, (a) to avoid feedback and (b) to ensure that the level on the mike is high enough that the participant’s questions can be heard.

4. Loose or Malfunctioning Connections or Wiring. Make sure all plugs and jacks are working. If speakers are using wireless devices during presentations, check the coverage ahead of time to ensure adequate connectivity and speed.

5. Time Over-runs. Remind all speakers of the time allotted to them. Encourage them to do a run-through of their presentation, using the digital equipment they'll be using, so they can time it and make any necessary adjustments.

6. Delivery Delays. If equipment is being delivered by an outside carrier, schedule the deliveries well ahead of the event's start time. Whenever possible, have equipment delivered the day before, test it, and store it overnight.

7. Venue Comfort. Check the lighting, heat and A-C in all venues to ensure that they're working and that there are separate controls which can be re-set if necessary.