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Build attendance at your meeting or seminar with all the proven techniques that seminar promoters have used for years. Consider, however, that most professional event marketers don't measure response in percents; they measure it in response per thousand because, by and large, they only get fractions of a percent to attend. You should design collateral material and plan activities that support your meeting objective and dont deviate from this focus. You need to get creative with topics and speakers. Your hotel sales manager is usually your best partner in planning your event however check all potential charges before congratulating yourself on the fabulous room rate you were able to negotiate. He will perform as Master of Ceremonies, making announcements, working with your other vendors, and keeping the sequence of events flowing properly for you.


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And it will happen not because you invested money in marketing, but because you invested your time, energy, imagination, and expertise. As a final thought, one of the most overlooked ways to increase event registration is by delivering great events and by providing information or tools that will be of significant value for the attendees. This comprehensive guide has helped you learn how to: Plan your seminar or conference Organize a video conference How to utilize recording and presentation equipment How to dress and proper etiquette How to put together an organization committee to help you About choosing the right caterer Food and beverages for the event How to get a speaker/presenter The common mistakes to avoid. The easiest way to ensure that your committee does the best job possible is to keep in constant communication with each other and make sure to share any and all vital information about the tasks being performed, even if all things are hunky dory.

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Planning for a Video Conference

Not all conferences are performed in the boardroom. That is why I had to include a section to assist those that have to plan a video conference.

There are many things that you have to take into account when planning a video conference if you want it to be a success. A successful video conference takes a great amount of planning and preparation.

This section is so that you will discover the secrets to conducting a terrific video conference.

Planning a video conference

Plan video conferences no longer than 1 to 2 hours. Long sessions mean tired participants and that means it is a boring failure

Prepare the agenda, teaching materials, graphics and visual aids and distribute these early on or at before you even begin.

Plan the seating arrangement and prepare identification plates and/or name tags with suitably large fonts - Arial 24 points or higher

Inform CIT about the video conferencing session at least 2 months in advance so that all is ready to go when you need it

Make early contact with overseas counterparts that you will need to work out the details of the session.

Attend test link-up sessions so that you can familiarize yourself with the video conferencing session and equipment.

Hand any and all materials for transmission to the video conferencing site technician at least two days in advance so that he/she can get familiar with it. For optimum readability, use large and clear fonts. Use a wide margin as the sides will be slightly cut off on screen. Keep to the landscape format, with simple pictures and few words.


Arrange for participants to assemble at the video conferencing venue 10 minutes before the session begins so that you will have time to hand out all materials.

Prepare a list of questions for use during the question & answer period of the presentation.