Careers Business Ownership Seminar Planning Checklist Share PINTEREST Email Print Business Ownership Industries Event Planning Retail Small Business Restauranting Real Estate Nonprofit Organizations Landlords Import/Export Business Freelancing & Consulting Franchises Food & Beverage eBay E-commerce Construction Operations & Success Becoming an Owner By Rob Hard Rob Hard LinkedIn Twitter Western Illinois University DePaul University Rob Hard is a former writer for The Balance SMB. He is a communications professional and an experienced meeting and event planner. Learn about our Editorial Process Updated on 12/06/19 The seminar is perhaps the most common event that planners will organize. And most seminars are scheduled either as a 1/2 day or a full day. For those interested in creating a checklist for planning a seminar, the following offers a high-level structure for planning and executing a seminar. And for those who are planning a multi-day or multi-session conference, consider taking a similar approach. However, your seminar planning checklist will be longer. 01 of 10 Confirm the Purpose of the Event Morsa Images / Getty Images Before conducting any research into venue selection, make sure you are familiar with the basic objectives of the event: Who is the audience?What is the topic of the seminar?Where should it be located?Why will people attend?What is the seminar’s agenda? 02 of 10 Review the Apex Event Specifications Guide The Convention Industry Council has established a series of tools that should be viewed as an excellent source of best practices that will help the event or meeting planner to keep track of the details for planning events. With free download tools, it will help any event planner to create a list of relevant details. This includes, but isn’t limited to: Event profile (date, times, location, contacts, etc.)Event organizer/host contact informationSupplier contact informationAttendee profileSpace neededFood and beverageA/V requirementsFunction/room setup 03 of 10 Create an Event Profile Once a planner has some of the basic questions about the event covered, it’s time to research possible venues for the meeting. It’s important to work closely with the event organizer/host to determine the type of venue and where the seminar may be most convenient for both organizer and guest (the list of ideas can be endless): Local hotel Local conference facilityPrivate restaurant spacePrivate club museum/art gallery 04 of 10 Outline Seminar Needs and Reqeuest Venue Proposals. Most venues are happy to provide an estimate for a possible seminar. The catering or sales contact will need the following BEO information: Possible date(s) for the eventNumber of attendeesStyle of room setup (classroom, u-shape, etc.)Time of the event (account for setup/tear down)Food and beverage requirementsA/V needs (including screens, mics, etc.)Room setup Tip: Hire an A/V technician to be dedicated to your event from the hotel. 05 of 10 Confirm and/or Develop the Agenda It is critical for the event planner to work closely with the event organizer/host because the event agenda will frequently change from the initial conversation until the actual day of the event. The event planner must be ready to adjust the plan and work closely with the venue to make sure everything runs smoothly. 06 of 10 Confirm the BEO Agreement Once the planner knows the targeted number of attendees and logistic requirements for the seminar, they should secure the event space and related requirements. Most agreements should allow the planner an opportunity to reduce/increase food and beverage requirements up to a certain number of days before the event. However, many agreements will cap how much they will allow a group to reduce quantities, so estimate well. 07 of 10 Create Event Communications and Materials This is an item that some planners may be involved with, while others may not. Essentially, some meeting planners will be responsible for each of the following: Creating event invitationsPrinting agenda and other materialSecuring attendee gifts/rafflesProducing name badgesShipping event signage and displays 08 of 10 Work Closely With Event Host to Finalize Logistics Before the event, there are a couple of important steps that a meeting planner completes before the event. This includes confirming the following: Event speakersEvent A/V requirementsEvent attendee countHost roles and responsibilitiesEvent materials needs (check multiple times) 09 of 10 Event Setup Be sure to allow time in the BEO schedule for event setup, and it’s recommended to arrive approximately two hours before the event. Tip: If the seminar is scheduled in the morning, ask the venue sales contact to allow your group to set up the night before (but do not leave anything valuable in public site). All event materials, handouts, signage, displays, gifts, registration tables, name badges and more must be ready for the event. Warning: Speakers sometimes change slides the night before and provide new presentations that need to be added to the powerpoint 10 minutes before the event. 10 of 10 Event Execution After you’ve prepared, it’s time for the seminar. Expect the following: Some attendees will always arrive early.Some attendees will always arrive late.There is frequently some technical glitch.