Workshops and events have always been the overall experience of the participants.
Therefore, organizing an event requires extensive planning and preparation, and most of the work is implemented at least a few months before the actual event.
Most of the time, the workshop seems to work like a clock, and all the activities go smoothly according to the schedule.
However, in reality, in addition to the experience that is beneficial to the party, a lot of basic work has been done to develop the right atmosphere.
Each event follows a theme and purpose that will drive the event set-
Target audience or participants, guests and marketing methods.
In general, a business event, such as an international conference in a particular industry, will attract participants in the business in the industry and sponsors who promote the product during the event.
In addition to this, the theme of the workshop will also identify the types of marketing channels used for promotion.
This is the same for the workshop marketing team, who need the event theme to correctly identify the target participants and companies that sell the event.
The choice of venue depends largely on the size of the event.
Usually, it depends on the number of participants, the attendance of any Honored Guest (
Like royalty or politicians)
The event during the event, or if additional floor space is required for the exhibition.
Typical workshop for about 100 people
200 can be implemented comfortably in the hotel workshop room, possibly in a theater-style environment or classroom environment.
However, the larger number of participants is! tween 500 -
1000 a hall, ballroom, auditorium or conference center may be required.
The location and quality standards of the venue are also important, especially if the event involves the participation of VIPs.
With this, a reputable place is essential, including good quality and extensive workshop facilities.
It is always wise to explore the possibilities of several venues and check their location suitability, level of service, atmosphere and cost before making a decision.
So far, workshop marketing is the most critical and challenging task in the event organization and is often considered the most critical factor in the success of the event.
This is because the number of participants in the seminar depends largely on the intensity of marketing activities and publicity.
Whether the event has achieved its goal or whether the organizer will return home with profit and loss depends largely on the marketable nature of the event.
This means that the right marketing strategy and seminar positioning must be adopted in order to attract enough event signsups.
Most of the time, budget event organizers turn to online marketing such as newspaper and magazine ads and radio and television commercials to promote the event.
In order to raise awareness of upcoming events, press releases may also be sent to major newspapers.
In addition, large advertising media banners and posters can be purchased to advertise events in areas with high traffic.
When using print ads, the specific magazine or newspaper used must be based on the target audience of your campaign as their primary reader.
In addition, all print media should make copies in an attractive way, emphasizing the broad benefits of participation.
However, if the budget is a problem, then offline marketing may also have a miracle.
If the event is for a specific industry, it is feasible to make a large-scale fax to a company that belongs to the industry.
Telemarketing is a very effective marketing channel to create awareness in the right group of participants.
In addition, it is an ideal and effective strategy to send sales staff to meet the needs of large groups of participants.
Mass-mailing has become one of the most costly things.
An effective way to reach a large target audience.
This will be very useful if the event organizer already has an existing database.
Otherwise, a list can be rented from the database company to get the same result.
Getting a reputable sponsor to participate in the event will help improve the credibility of the event and reduce costs.
Sponsors can also help with marketing as they can also help promote your campaign to customers.
In addition to this, some sponsors can plug in on the venue lease in exchange for exhibition space or their own promotion.
Some sponsors also asked participants to send text messages from their company during the event.
Others give sample products or door-to-door gifts to participants.
Without the person who hosted the seminar, and the speaker who shared the knowledge with the participants, the workshop would not be successful.
Invite qualified and reputable speakers to participate in the event and provide participants with relevant information about their work, industry or business.
Prepare the speakers in advance and work with them to complete their Power point presentation and pre-
Inform them of the logistics process, time, and expected audience size.
Verify with them on any special request, such as asking for a Q & A using a projector or additional microphone.
All activities require a good team to handle tasks regarding reception, registration, customer service and financial processing.
Familiarize the team with any required event protocol to eliminate the possibility of confusion or error.
Everyone should be familiar with their personal roles to ensure smooth implementation.
This can be ensured by preparing a detailed schedule of activities and the roles and responsibility of each person.
Ideally, the project manager should control the entire team to ensure that everyone performs their duties effectively.
In addition, the project manager has the authority to deal with venues management and sponsors and event exhibitors.
The planning and preparation of all workshops, accounting for 80% of the total amount of work involved, is associated with actual activities that may last only a few hours or days.
Visit the venue the day before the event to ensure that everything is carried out in an orderly manner as required and standardized.
The microphone, projector, audio and video systems must be checked in full to work properly.
In the office, prepare a packing list and get all the items that need to be transferred to the actual site the day before the event.
The day before the event, the event personnel should be dispatched to the site to prepare the work, including setting up booths, decorations and posters.
On an actual day, staff should be present at least 1/2 hours prior to commencement.
They should report to their place of work and must be ready to receive participants half an hour before scheduled check-in.
Registration must be made at the door to ensure authorized entry.
Name tags, door gifts and event schedules or brochures will be issued at this time, and the usher will show the participants their seats in the event hall.
During the event, the staff will also be responsible for providing advice or assistance to the participants.
Finally, feedback forms should be distributed and then collected from participants to determine satisfaction in all aspects of the activity experience.
This is to get pointers, ideas and suggestions for future improvements.
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