Have you been tasked to organise a seminar, function, or training session? Planning a business function or conference can sound intimidating sometimes, especially if the event holds a lot of weight. Even organising a training workshop for your company’s employees can be nerve-wracking if it is your first time planning such an event.
To ensure that the session goes smoothly, it is imperative to get everything planned out to a T beforehand so that there are no hiccups on the day itself. From sourcing for a training room rental to promoting your seminar, here is a quick guide that may help you in the planning of your next event:
1. Choose a theme
Usually, the purpose of having this conference will give you an inkling on what topics should be discussed. Is it a function for industry insiders, the general public, or current employees? Depending on the purpose and your audience, you should pick a subject topic for the event that your speaker will expound upon, and for your event to be marketed accurately.
2. Set your budget
Before you do anything else, it is essential to do a break down of your budget. Deciding how much to spend on each element will help you narrow down your options later on to choose the most suitable venue, speaker, and so on. It will also help you not to overspend the company’s budget.
3. Source for a venue
One thing you definitely need to decide on is where the event will be held. If you are fortunate enough to have a huge office space, you might be able to hold the conference in the comfort of your own office building. However, in some cases it might be more feasible to hold the function at an external venue. That’s where looking for a function room rental in Singapore comes in. There are plenty of function rooms for rent that are fully equipped and suitable for various corporate events and trainings you can take your pick from.
4. Look for speakers
For seminars or conferences, it won’t be complete without a speaker. In the case you want to go panel discussion style, then you will need a few speakers. Depending on your topic and the nature of your event, you might be able to select speakers from your own organisation, or you might have to source externally. Do keep in mind the schedule of the speakers you invite, their subject of expertise, as well as their rates for hire.
5. Contact sponsors
The costs of organising a large-scale conference can be exorbitant. One way to alleviate the cost burden is to source for sponsors. These may be companies that want to increase their brand awareness through having some products featured during your event, or companies that align with your event purpose. Look out for companies who are willing to sponsor your event by exploring similar past events and their sponsors.
6. Promote your event
Once your venue, date, theme, and keynote speakers are settled, you can begin to publicise your event. Promoting your event to the right audience is key to ensuring your efforts won’t go to waste. Consider your target audience and reach out to them through suitable channels. These could be through online social media, news or broadcast media, e-mail networks, or poster ads.
With that, all that leaves you is the actual execution on the day itself. Once you have the details settled beforehand, running the programme on the day of the event usually won’t present too much of a problem. As they say, ‘fail to plan, and you plan to fail’ – if you have put in the work to plan the event well, then you will have nothing to worry about!