Activity

/ Responsibility / Completed by / Comments

Identify your target market

Consider the following:
  • Existing clients or new clients?
  • Age group?
  • Occupation categories?
  • High net worth/medium net worth?
  • Life stage?
  • Small business owners?
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(Should be completed 8 weeks before seminar date)

Decide your seminar topic

Consider the following:
  • Specific topic
  • Catch all
  • Obtain compliance approval from your dealer group
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(Should be completed 8 weeks before seminar date)
Decide on a format for your target market
Consider the following:
  • Breakfast
  • Lunch
  • Dinner
  • Morning/afternoon tea
  • Evening drinks
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(Should be completed 8 weeks before seminar date)

Select a date and time

Consider the following:
  • Tuesdays – Thursdays are generally the best days
  • Avoid weekends and public holidays
  • Avoid school holidays
  • Avoid Christmas and Easter holiday periods
  • Avoid major sporting events
  • Avoid election days
  • Avoid local events
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(Should be completed 8 weeks before seminar date)

Decide the seminar venue

Consider the following:
  • Hotel
  • Conference centre
  • Local club
  • Restaurant
  • Hall or community centre
  • Parking and public transport
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(Should be completed 8 weeks before seminar date)

Confirm logistics

Consider the following:
  • Confirm agenda
  • Seating arrangements, U shape, Circular tables (known as ‘cabaret’) or rows (known as ‘theatre’)
  • Ensure the venue will supply water, notepads and pens
  • Confirm if a lectern is required
  • Confirm AV and equipment requirements
  • Plan menu (ensure vegetarian options)

Plan food service start and finish time

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(Should be completed 8 weeks before seminar date)
Organise marketing materialConsider the following:
  • Invitation and envelopes
  • Work books, brochures and other seminar material
  • Take home packs inc brochures
  • Feedback forms
  • Newspaper advertising

Signage for the venue

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(Should be completed 8 weeks before seminar date)

Staff training

Consider the following:
  • Answers to common questions
  • Key prospect information to obtain
  • Overview of seminar
How to handle objections / Insert name of staff member responsible / Insert date
(Should be completed 8 weeks before seminar date)

Send invitations

Consider the following:
  • Mail

E-mail

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(Should be completed 4 weeks before seminar date)

Attendance confirmation

Consider the following:
  • Mail confirmation letters

Call to confirm

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(Should be completed 2 weeks before seminar date)

Check supplies

Consider the following:
  • Supplies of marketing material
  • Sign-in list
  • Printed name cards and blank spares
  • Pens and pencils
  • Business cards
  • Feedback forms

Supplies of take home packs

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(Should be completed 2 weeks before seminar date)

Rehearsal

Consider the following:
  • Video tape the presentation
  • Ask a colleague or a BDM to provide feedback

Get your staff involved by acting as participants

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(Should be completed 2 weeks before seminar date)

Final preparation

Consider the following:
  • Send confirmation e-mail or SMS two days before

Confirm final catering requirements with the venue

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(Should be completed 3 days before seminar date)

On the day

Consider the following:
  • Air-conditioning temperature
  • Name tags in alphabetical order
  • Brief function staff on timetable
  • Ensure sufficient signage to function room from foyer areas

Feedback forms to be distributed

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(Should be completed 2 hours before the seminar)