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Plan to organize scientific workshops with 7 steps

Ngày đăng: 08/03/2022

Want to consult plan to organize scientific workshops? Want more information on how to organize a conference? Need advice on planning a scientific conference? Let the event company Hanoi AIT Group answer those questions for you through the article below!

1. What is the plan to organize a scientific conference?

1.1 Organizational purpose

The organization of scientific conferences and seminars will serve many different purposes. Usually, these seminars will be an opportunity for people to discuss and discuss a certain topic or issue. In addition, this is also an opportunity for experts to come together to cultivate and learn from each other. Many seminars are organized to integrate brand image advertising and sales programs into their organizational plans.

A scientific conference is a special event (Illustration image)

1.2 Requirements of the workshop

A workshop is considered successful when it meets the requirements set out in the plan sheet. These requirements are considered both in terms of content and organizational form.

About the content: The conference must ensure the original purpose is set, maintain healthy debate. In addition, the conference must provide the guests with useful and correct scientific knowledge
In terms of form: The seminar must be held in the spirit of serious professional work. In addition, the items must also be carried out following the planned plan.

Scientific conferences should be held in a serious working spirit (Artwork)

1.3 Workshop content framework

The content framework is one of the important factors leading to the success of a seminar. Typically, the content will include things like:

Topic: This is the part that mentions the main issue that the workshop will focus on. These topics will usually be selected from issues that are pressing as well as controversial in society.
Content: The overview is a summary of the main parts of the seminar. You can present this section with brief bullet points so people quickly get the full idea. of the event.
Preliminary scenario: In this section, you will present the activities that will take place at the workshop. In addition, for each activity, you should also list the attached content as well as the time it takes place to make it easier to organize and implement the event.
Contingency scenario: To ensure improvisation, to anticipate possible situations during the event, you should build a backup scenario for the conference. In this scenario, you should set out possible situations and measures to overcome them, avoiding affecting the effectiveness of the workshop.

1.4 Time and place of the workshop

As for the time of the conference, you should consider finding the most suitable time for the guests as well as the event organizers. Usually, to facilitate people to attend, seminars will be held on weekends. In addition, you should also pay attention to choosing the right venue for the size of the conference. If your conference has a large scale, it can be held in hotels or venues with large capacity.

Scientific conferences can be held in hotels with large capacities (Illustration image)

1.5 Participants of the workshop

Depending on the content as well as the purpose of the event, the participants of the conference will be different. If it is an internal event, the guests attending will usually be employees, leaders, officials, businesses… Conversely, if it is an open event, the participants can be spontaneous guests. do. However, you need to note the limit of attendees to ensure the best and most successful seminar.

Conference attendees are a prerequisite for the success of the event (Artwork)

In addition, the most important thing to decide the success of a conference is the prestige and qualifications of the guests or speakers, so you need to have really reputable and qualified guests to have been able to convey all the information to the attendees.

1.6 Organization of program implementation

Before organizing the workshop, you should build a table of work content in advance and assign it to each specific department. Based on that assignment, you will easily monitor the progress of the items as well as coordinate the program more easily.

Besides, if a situation arises when organizing the implementation of the program, the implementing departments need to quickly inform their superiors to promptly overcome and offer the best solution. You also need to send the program content and issues to be discussed in advance to the guests and speakers so that they can best prepare for the seminar.

1.7 Organizational expenses

Funding for the conference will be built based on the budget of the event and the actual situation. Usually, the budget table will include the necessary items and the appropriate amount to implement that item. And like any other event, you should have a budget for the items that will arise as the program runs.

2. Sample plan for organizing a detailed scientific conference

In order for the conference to be successful, the planning stage plays a very important role. If you still have questions about this stage, you can refer to the two detailed scientific conference plans below:

Sample plan for organizing a scientific conference program (Source: EVN)

A detailed plan of events for scientific seminars (Source: National Hospital of Odonto-Stomatology

Above is a plan to organize scientific workshops that you can refer to. Hope the above knowledge will help you in the process of organizing a scientific conference. If you need advice or learn more about this organization process, please contact AIT Vietnam using the information below.

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