Public Relations



An educational seminar is a gathering of people interested in the same informaion llasting from 30 minutes to several days. Either opened to the public or private.

Seminars are a great way to get your message across to a captive audience. Creating and hosting a seminar is easier than you may think, but you will likely want to team up with one or two other companies to make it happen. Some reasons for this:
1) You can split costs, planning time and tasks,
2) You will attract a wider audience when you combine contacts from all three companies,
3) Content – you will more robust and relevant content that will appeal to a wider audience,
4) Credibility – a seminar sponsored by three companies certainly looks like a more important event. Here is one way to set it up.

Look at the goods or services you offer. Are there other companies locally who are not your competitors, but offer compatible goods and services – things that compliment what you do?

For example, if you are an advertising agency, consider doing a seminar with a business consultant company and the local media (the newspaper and radio station for instance). You can invite local small businesses.

The seminar can consist of the business consultant demonstrating how to get a business started and going down the right path, you can demonstrate how to market and advertise and the media can discuss their advertising packages and value. Everyone benefits and you have a select, captive audience seeking the very help you provide.

Take the time to plan your seminars. Your seminar success is in the details. Almost every detail are important for your seminar to be fully attended and run smooth as silk.

Here's a seminar preparation and timing list.I wish I knew where I got it from to credit the author. It's one of the best I've ever found.

Your Personal Seminar Checklist
Use this customized checklist to stay on track while organizing your seminar.

Whether it’s your first or your fiftieth, the following checklist is a helpful little tool you can’t live without. Make several copies of this list for yourself and three-hole punch them. Put one in your seminar binder, file the others for next time, and get started.

Two Months Prior to Your Seminar
1.    Set date
2.    Reserve site and equipment
3.    Make arrangements for refreshments
4.    Select topics
5.    Select speakers
6.    Host lunch for speakers
7.    Obtain continuing education approval (i.e., if event is for CPAs, lawyers)
8.    Decide on size and target market of audience
9.    Develop list of prospects

Six Weeks Prior
1.    Print invitations and reply cards
2.    Obtain speaker bios and testimonials
3.    Prepare agenda
4.    Send invitations
5.    Check out seminar site (look for acoustics, lighting, temperature problems)
6.    Arrange for proper seating (schoolroom style, gallery style, etc.)

Three Weeks Prior
1.    Distribute list of potential attendees to assistant
2.    Call those who did not respond by mail
3.    Create publicity campaign

Two Weeks Prior
1.    Send letter to confirm attendance
2.    Obtain AV materials for presentation
3.    Create seminar evaluation sheet or checklist for attendees
4.    Create name badges for attendees, if needed

Three Days Prior
1.    Reminder call to attendees
2.    Go back to site and determine where signs will go

Day of Seminar
1.    Check AV equipment (if you brought your own) or have hotel AV people check if it belongs to them
2.    Have extra materials/handouts/supplies available
3.    Provide copies of outlines, agendas, bios, etc.
4.    Assign a person to take notes or hire a AV company to tape it and duplicate on site so you can send to those who didn’t attend
5.    Set up registration table and assign work duty

After the Seminar
1.    Send thank-you letters
2.    Contact those who couldn’t attend—ask to send follow up material or tapes
3.    Review evaluation sheets/checklists
4.    Hold luncheon for speakers as thank-you and to assess seminar

Budget: $500 - $1,000 per quarter.