BT Seminar Checklist - Final

PLANNING YOUR SEMINAR - CHECKLIST

The following checklist can help you plan and run a seminar efficiently. Ensure you allow enough time to relax before the seminar and greet your guests as they arrive.

Seminar name:

Date:

Time: Venue:

8 WEEKS PRIOR
Confirm seminar objective(s) and identify target audience
Confirm date, time and venue
Get any quotes necessary (e.g. venue hire / catering if using an external venue)
Book internal / external function room
Book catering
Book equipment
Confirm and book speakers/presenters
Confirm who else will be attending as your support team (other Westpac staff
Decide on marketing effort for promoting the event
Inform Regional Managers and other stakeholders to maximise your support and to leverage opportunities and existing resources.
6 WEEKS PRIOR
Compile a mail and phone list (exclude customers who have opted out of receiving direct marketing)
Choose invitation and in-branch poster from the Local Area Marketing (LAM) portal
Create and order invitation and in-branch poster from the LAM portal
Notify security if the seminar will be held at branch
Book staging / audio visual equipment required:

Light pro
Screen
Whiteboard
Video
Other e.g. microphone, extension cord, lectern

Do you need additional tables and chairs if seminar held in branch?
Draft event run sheet
2-4 WEEKS PRIOR
Order marketing collateral i.e. flyers, brochures
Order pads and pens
Confirm room booking and layout
Confirm catering
Confirm equipment
Collate RSVPs
2 WEEKS PRIOR
RSVP cut-off date / Finalise RSVP list
Mail or email confirmations
Collate agenda
Print feedback forms
Complete briefing packs and send to Senior Executives, Staff and Suppliers
Rehearse presentation
1 WEEK PRIOR
Confirm attendees (by phone or email)
Follow up key guests who have not replied
Confirm final numbers for catering
Prepare name tags
Collate any handout material or attendee packs
DAY OF SEMINAR
Arrive at the venue at least three hours before start time
Brief staff
Decorate room, if required
Set up any signage (posters, banners etc)
Lay out name tags, collateral and attendee packs
Brief suppliers when they arrive
Supply all necessary staff / suppliers with a run sheet
Check equipment and test sound / screen
Greet guests and tick off names
Distribute seminar feedback forms to attendees (sample provided)
1 OR 2 DAYS AFTER SEMINAR
Collate feedback form information
Follow up any leads ASAP and respond to customer queries
Call attendees who wish to see you
Note attendees and non-attendees
Follow up non-attendees with attendee pack