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As far as your sit down menu is concerned; it can include light hors d oeuvres or a salad, meat selection and 2 sides dishes with a roll. Cover all of the expenses etc. Some advisors say that seminars and meetings don't work anymore. Consider a separate pitch for each major marketing segment. Practical, new and specific ideas. Offer buyer incentives such as extra free services with purchase, a prize for certain purchases or freebies of some kind as a reward for buying or ordering your services Let the advertisements show that you are only having this special for one day only or something to increase the desperation.


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Review equipment list with participants Start assembling ideas for the registration kits, badges, agendas, vouchers, timetables, leisure activity suggestions Put appropriate literature in each kit Finalize all menus Finalize decor and floral arrangements _______________________________________________________________ Rehearse format with the venue, and decide on room setups, podia, etc. 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. You will find that some things that you want will not be affordable and must be scrapped at one time or another.

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Event Management Process Resource

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.