Thread: Steps to organize events successfully

In a conference, meeting, workshop, seminar or training event, in spite of big or small, there is necessary to prepare carefully. So, what can you do to hold an event successfully?
Do refer this information about steps below with us:

1. Making subject of program

Content decides the objectives of holding conference of organizers and participants. Content of program is very important because it will decide how many guests join. You should make a survey to find the content which participants care much about.

1. Working with speakers and guests

Before holding event, organizer should work with speakers or guests to control time of event better. In a big conference, if you invite a famous speaker, you should consider about treating him/her carefully. If speaker comes from other provinces, you should arrange accommodation and traveling for him in a hotel near place of event.

1. Looking for suitable place

You should hold your event in a suitable place with your aims. For example, if you have a big conference, you should hold in a big hotel or conference center, or a small workshop in a café. You shouldn’t select a place larger than participants, because of being more empty space.
You need to check the advantages of that place, and negotiate about which items can be free, and which items must be paid to estimate suitable expenditure. You should notice about that place, is it suitable for holding your event?

1. Necessary items

You should prepare full of necessary items for your event. You should know more about speaker’s needs that during event, which items they need. For example, speaker want to hold a game, or a small exercise for participants, you need to provide some items such as: papers, pens…or sometimes, it is a flipchart, a loudspeaker…You should ask speaker for this point first.

1. PR for event

If it is a customer’s conference and sources of customers are available, you don’t care much about PR for event to invite participants. However, for conference or paid class, you should spend more time on PR if you don’t want to your event being empty.

Some PR’s channels consist of: email, media, forum or social internet… For conference with high fee, you should use strong forms of PR: direct calls. Conference for VIP people such as: managers, bosses, you should need some people to support you in calling directly to participants.
You should consider about PR’s time, you should choose a suitable time (not soon and not late)

1. Register

You should consider about the form of register, you should require to repay or pay at event, register online via or messages; if you collect money, you should require customers to transfer or your staff directly collect.
When someone register to join, you should give a confirm for them, it also reminds participants not to forget event’s day. You can confirm via email, messages. And near event’s day, you should message or email for participants to remind joining event.

If you hold a conference with fee, you can encourage people join by discount according to registered time.
You should consider about situations of over people or few people to change event’s place. If you want to keep contact with participants, do require them put their card-visits on the table or complete personal information about name, address, email, phone number… in your form. You can have a promotion for this part to give small gifts for people who fill in full of information.

If you are hesitating to organize an event, direct call us via email: [email protected] or phone: (+84) 943356080 (Ms. Vân Anh)

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