Seminars and field trips ITS301/

CSC301
Guideline for planning and conducting Seminar

Seminars are the most important training device. When properly designed,
they are a time and cost efficient method of producing active involvement of
learners compared to individual training activities. Seminars are learning and
teaching arrangements which allow for active participation of participants, and
they are usually conducted in small groups. Seminar concentrates on delivering
the information and discussion of the pertinent issues.
Objectives of Seminar

In general seminar has following objectives:

• To promote and encourage sharing of information amongst attendees

• To provide attendees with educational sessions and sometimes
technological displays encompassing the best and most current
information in the particular field.
• To generate activities of professional association
Activities involved in organizing a seminar

The activities can be organized in following stages:

1. Preparation

2. Implementation

3. Evaluation
 UNIT II – SEMINAR
PLANNING / PREPARATION
PHASE
PREPARATION PHASE

Write a few lines in answer to these questions.

 What is it that you want to share with people?

 What is your purpose in conducting this seminar?
 What is it that you want people to learn?
 How can you help them to know that?
 PREPARATION PHASE
Preparation phase involves planning for the event. Some significant elements which
must be considered in the planning stage to ensure the success of event are following:
 Theme/Topic
Formulate and define theme/topic and specify learning objectives. The selection of the
topic should naturally lead to the seminar objective. The objectives in turn will
determine the scope of the seminar and should deal specifically with those areas that
are pertinent to the achievement of the seminar objectives.
 Identify target groups/participants
Knowing audience is very important as the characteristics of participants will
influence the structure, content and activities undertaken in a seminar.
 Set date and time
The date and time of the seminar should be decided taking into
consideration the various factors that could reduce the attendance. An
Event Timeframe Calendar should be prepared to observe proper
sequence of all the things needed to do along the way.

 Budget Preparation
Funding is an integral part of any event, since the amount of funding
available for the hosting of the event will determine a number of
factors in planning the event. This determines the type of seminar
whether small, medium or large event. Upon planning a seminar
there should be a budget proposal that should be agreed by the
working committee.
 BUDGET PROPOSAL
no. PARTICULAR QTY UNIT COST AMOUNT
1 Site: Function Hall and catering (package includes dinner, chairs and tables) 1 25,000 25,000
4 Sound System 1 1,000 1,000

5 Photography: Paprinta (with Photo booth/Photoshoot/Presentation) 1 2,500 2,500

6 Printing of invitation Cards, Certificates, Program, etc. 200 10 2,000

7 Decorations 1 1,000 1,000

11 Speaker 1 2,000 2,000

GRAND TOTAL: 30,000

***sample only***
 SAMPLE EVENT TIMEFRAME (CALENDAR)
MONTH OF JANUARY 2021
SUNDAY MONDAY TUESDAY WEDNESDAY THURSDAY FRIDAY SATURDAY
1 “PLANNING” 2 3 4
MEET UP:
working
committee

5 6 7 8 9 10 11
Inquiry and Inquiry and Inquiry and Meeting of the Sending formal
booking at site Booking for light Booking for working letter to the
and sound Photographer committee Speaker

12 13 14 15 16 17 18
Meeting for Printing of hand Final Mailing of
finalizing Event out and materials Seminar Details

19 20 21 22 23 24 25
Meeting of
Working
Committee:
Progress
Checking

26 27 29 30
VENUE SET UP/
FINAL MEETING
“SEMINAR”
 Site Selection
The type of seminar being organized will influence the venue that is chosen.
The facilities of the venue should be able to comfortably accommodate the
participants while taking into consideration the needs of the Presenter and the
budget.
 Select and contact Working Committee
The success of the seminar greatly depends upon the quality of the
Presenters, therefore, should choose speakers whom are appropriate for the
topic chosen. This is usually initiated by “Call for Abstracts”. Request
keynote speakers to send their short curriculum vitae in advance for their
introduction.
 WORKING COMMITEE

Leah Pileo
Andrea Wilson Sofia Mendez
PROJECT LEADER/Chair
Budget Planner Working Staff
Person

***Add more committees if needed***

Howard Philips
Speaker
 Send formal invitations to Guest Speaker
 Send invitation to press (if needed)
 Finalize event details
 Determine the duration of the seminar
•Mode(s) of deliverance
•Equipment needs of Presenter
•Prepare Handouts and other learning material for participants
•Prepare Banner and Brochures
•Secure caterer
 Registration Forms
Design registration forms and confirm method of registration (normally by email or
registration in reception)
 Prepare final list of participants and guests
The final list of those persons attending the seminar is prepared. All relevant persons
are notified of the number of participants (Caterer, Presenter, and Facilitator).
 Accommodation for outstation Guests
Booking of hotels and guest houses for guests.
 Transport arrangements
Arrange transport for to and fro airport and railway stations and also intercity tours.
 Final Mailing
Contents of final mailing: 
 Seminar title, dates, location;
 Description of seminar venue (facilities);
 Postal address, telephone and fax numbers, e-mail address of lead contact;
 Reception arrangements and registration desk opening hours;
 Hotel and other accommodation details and locations relative to seminar venue –
a map is always useful;
 Any off-site seminar venues and arrangements for local transport etc.
 Follow up and reminders to reconfirm attendance
Ascertain the potential participants who are attending the seminar and remind them
of start date.
 Preparation of Program agenda with all sessions and time allocation
 Progress Checking
Complete Schedule for each day of seminar listing what is needed and at what
time. Refer to the “Event Timeframe (Calendar)”.
 Acquire all resources required for seminar and prepare EVENT CHECKLIST
All the resources such as audio-visual equipment, communication equipment and
stationeries should be in place. Seminar checklist should be prepared including the
following elements:
• Projectors, Laptop
• Camera  Flipcharts
• Display Boards
• Stationery – markers, pens, pencils, clipboard, notepads, tape, scissors etc.
• Handouts
• Nametags
• Event bags
 EVENT CHECKLIST
NO PARTICULAR QTY PERSON IN CONTACT
CHARGE
1 VENUE BOOKING: Aroma Beach Resort, Campuyo, Manjuyod, Negros Oriental 1 Andrea Wilson 0906-122-0000

2 CATERING SERVICE DINNER: Aroma Beach Resort (250 PERSONS) 1 Andrea Wilson 0906-122-0000

4 ROOM ACCOMODATION : Aroma Beach Resort 4 Sofia Mendez 0908-122-7856

5 SOUND SYSTEM: Cuepoint Production 1 Cuepoint Production Coordinator 0915-455-688

6 PROJECTOR, LAPTOP, 2 Sofia Mendez 0908-122-7856

STATIONARY

7 CAMERA, FLIPCHARTS, 1 Sofia Mendez 0908-122-7856

78 Invitation Card and Program (handouts, nametags, event bags) 250 Paprinta Coordinator 0975-122-1818

9 Master of Ceremony: Chairperson 1 Leah Pileo 0906-701-4344

*End*