Training seminars provide employees and members of professional organizations with an opportunity to learn new business and industry practices. These events cost time and money to plan, organize and execute. However, they also can save a business money by increasing employee engagement and productivity. If you want to harness these benefits for your own organization, you can plan and host a training seminar to trim costs.
Send letters to prospective attendees, asking them to RSVP. Determine whether the seminar is mandatory for whether employees. Issue a follow-up mailing to confirm the participants who will attend. Keep a spreadsheet of all attendees and check the names of attendees off the list as they arrive at the seminar. Also, use the list as a record when booking the venue and as a resource from which to print name tags for each seminar participant.
Event planners can handle the logistics of preparing the venue in which the seminar takes place. If you handle the planning yourself, make sure to book a location, secure lodging, and food for attendees, ensure adequate parking and handle transportation to the event. Negotiate a discount with hotels for rooms and with local restaurants or catering companies for meals. Determine accommodations at least two months in advance of the seminar in order to book space and travel at a reasonable price. If management is involved in planning, allow extra time for approval.
Create a schedule of events that allows participants extra time to arrive in case of delays due to weather or traffic. Plan regular breaks so that participants retain smaller segments of information instead of losing focus. If you do not have enough time allocated for all of the training required, prioritize information on the agenda and remove less critical elements from the schedule.
Focus on a narrow topic that conveys the message you want to employees and present it in a way attendees can digest the information easily. Seminar material should contain bullet-pointed pieces of information, and attendees should receive a copy of the material covered. Break up information with humor and engage the attention of seminar participants. Learn seminar materials by heart and practice presentations in advance of the event. If you have little experience in public speaking, hire a professional speaker to deliver the presentation.