What is a conference organization? Process & timeline for organizing a sample conference
Do you want a workshop, a conference for your company? Do you want to learn about the process and timeline for organizing a sample conference and have a need to find a reputable conference service provider? AIT Group can help you with these. Let’s find out information about conference and seminar organization services below!
>>> For more information: Company Hanoi event organization AIT Group is professional and reputable
1. What is a conference organization?
A workshop is a gathering for people to discuss an issue, have a dialogue, or share professional knowledge and experiences. The seminar not only helps to improve the image of the brand but also can create trust for customers. Besides, seminars will help businesses promote products and services and solve outstanding problems.
Organizing seminars and conferences
2. Popular forms of organizing conferences and seminars today
Do you know about the popular forms of organizing seminars and conferences today? If not, please refer to the forms below!
- Scientific conference: Scientific conference is a form of conference to announce or discuss issues and results of scientific research. For that reason, scientific conferences will not bring too much meaning to business promotion.
- Workshop: The main purpose of the workshop is for everyone to share their work experiences. In addition, the workshop also helps participants understand information about the company as well as its products.
- Study abroad seminar: At the study abroad seminar, participants will be answered all questions about studying abroad. Besides, the seminar also helps companies providing study abroad services find potential customers.
- Training workshops: Training workshops are usually larger in size than workshops. This form of seminar will be organized by the company for its employees to improve their knowledge and experience.
- Symposium – Expertise: This is a seminar that revolves around only one main issue and only one speaker presents. This issue often revolves around the practice of the theoretical basis for business activities.
3. The process of organizing a workshop through 5 detailed steps
To organize a good seminar, we need to go through many steps. Below is the conference organization process that you can refer to.
The most popular forms of organizing conferences and seminars today
3.1 Step 1: Determine the theme of the conference event
First, you need to determine what the topic of the conference is. Identifying the right topic will help you to build and plan the conference more carefully.
Determine the theme of the conference event
3.2 Step 2: Plan the workshop program
Next, you need to plan specifically for the program of the seminar. A workshop program plan will include the following:
- What is the goal of the conference?
- What the conference is about
- Time and place of the event
- Funds need to be prepared to organize
- Determine the unit that will organize seminars and conferences
- Build a guest list
- Build a conference program
Plan a seminar program
3.3 Step 3: Conduct preparatory work for the workshop
To prepare for the conference, you first need to prepare the space and the services that will accompany the conference. In addition, the printing of documents, sending letters to the guests also need to be completed before the seminar takes place.
3.4 Step 4: Conduct the workshop program
When the conference is taking place, you must pay attention to the reception of guests and attendees of the conference. In addition, you also need to manage and coordinate the organizing departments to ensure that the seminar takes place according to the intended scenario.
Conduct seminar program
3.5 Step 5: End of the seminar program
At the end of the seminar, you should organize souvenirs for guests and attendees. This will help customers have a better impression and sympathy for the business. In addition, you should also record the minutes of the workshop to draw lessons for the next time.
4. The experience of organizing conferences and seminars to know
Organizing a successful seminar, achieving good results is quite difficult for many businesses. So, come to the experience of organizing conferences and seminars below to own yourself with useful knowledge!
4.1 Set up the topic and objectives of the seminar program
The topic and goal of the conference program are important tasks. Therefore, to do this job well, you should pay attention to building the topic short but still contain enough implications for the discussion.
Set up the topic and goal of the conference program
4.2 Choosing the right guest
Experts and guests at the conference are the factors that contribute to the prestige and success of the event. Therefore, you should choose suitable and famous guests in the industry, profession, or field that the content of the conference is aimed at.
Choose the right guest
4.3 Choosing a reasonable venue
The space and venue for the conference must be appropriate to the size of the conference. Besides, you also need to pay attention to the facilities that come with the organizer room such as Stage, lighting, projection screen, sound equipment…
Choose the right venue
4.4 Plan the event communication
Communication activities are one of the decisive factors for the success of the conference. However, the communication time should not be too early or too late. The most suitable time to communicate for the event is about 1-2 weeks before the event takes place.
Make the event communication program
4.5 List of attendees at the seminar
The main purpose of the seminar is to build and find relationships with customers. Therefore, you can use forms such as filling out forms, surveys, etc. to get information more effectively.
4.6 Package event program timeline template
An equally important thing in the organization of conferences and seminars is to create a timeline for the program. Below is a sample of the full conference event program schedule that you can refer to.
Timeline template of the event program and the conference package
5. Which conference organizer should choose a good conference in Hanoi?
Hanoi AIT Commercial and Industrial Advertising Company is a reputable unit in the field of providing event and conference services. With more than 25 years of experience, AIT is proud to bring you the best and most satisfying experiences. Coming to AIT, you will get:
- Enthusiastic, highly professional staff with detailed, free advice
- Support to build the whole plan in detail
- Provide customers with quality venues, events, and conferences
- Satisfy all customer requirements
- System of advanced and modern equipment
- Help customers choose cultural performances as required
- Solve problems that arise when organizing events and seminars
Professional conference organizer – AIT Group
Contact Info
- Address: 5th floor – AIT Group Building, 109 Tran Quoc Hoan, Dich Vong, Cau Giay, Hanoi
- Factory: Kim Chung, Hoai Duc, Hanoi
- Website: https://aitvietnam.com/
- Email: aimbuilding@aitvietnam.com
- Hotline: 0983 027 448 – 0913 318 464
6. Conference programs organized by AIT Group
With many years of experience, AIT Group is a partner of many famous domestic and foreign enterprises. Some of the conference programs that AIT organizes can be mentioned such as the Honda sales competition conference 2019, BIDV customer conference, Honda NHC Asia – Pacific conference… The following are pictures of the chapters. The process that AIT did:
Honda NHC Asia Pacific Conference Event
BIDV customer conference
Honda’s 2019 sales competition conference program
7. Quotation of the program of events, conferences, seminars
The cost of organizing a conference event program depends on the size of the event and the requirements of the customer. Therefore, this cost will not be fixed but fluctuate according to requirements, organization form, scale, time… Therefore, please contact AIT immediately via hotline 0983 027 448 – 0913 318 464 for more information and a detailed quote.
Workshop It is a job that requires a lot of experience as well as thorough preparation. Therefore, hiring a specialized event organizer will help your program take place more successfully. If you need advice or learn more about the service provided byAIT Vietnam supply, contact us now!
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