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They make a very special offer that's available that day only. Link speakers to to/pics - avoid general "speakers include" lists. Be sure to look at the portfolio of the catering company and ask about reference letters from customers Developing the Timeline A good timeline is essential to keep you on track throughout the process.


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Regular meetings are the best way to keep your entire committee in the loop. During these meetings your entertainer should ask many questions about you and your guests. You should always have a minimum and maximum budget in mind that you want to spend per person and try not to go over that amount. Not committing to a defined planning timeline When you create a timeline that works, you will alleviate your own stress by avoiding last minute, unforeseen challenges, complete tasks in a realistic time frame, and create a seamless and positive experience for all which will make the whole process a lot easier. Because of this, you must budget conservatively, estimating expenses high and attendance low, while focusing on keeping the event affordable for members.

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Introduction - part 1

Every year there are a countless number of seminars and conferences going on for a number of purposes and it never seems to occur to those who attend that someone had to organize and arrange that seminar or conference so that it would run so smoothly.

The average conference or seminar is generally hosted by a busy person that is trying to balance the hosting of the conference/seminar with their regular jobs. That can be a very taxing thing to try to do. That is why this guide was created.

This will be your comprehensive guide to planning a successful conference or seminar. I know that it can be very difficult to try and balance organization duties with your job. That is why it is important to have a step-by-step guide on hand to help you to make your seminar or conference a success.

For many people that have these duties to do, it can be a matter of maintaining a job or getting that much coveted promotion.

In this guide, you will have to:
1. Make the final confirmation of selected speakers with committee.
2. Contact speakers to request participation.
3. Send follow-up letters to confirm speaker commitment, program agenda, title and description of session.
4. Request speakers' biographies.
5. Prepare descriptions of the speakers' profiles for program and promotional material.
6. Send letter to confirm the exact wording to appear in the program description.
7. Request and prepare photocopies of handout materials, required A/V equipment, room setup, travel, and accommodations.

8. Contact a resource person just prior to conference for last-minute arrangements.