Any theme you choose for a conference or seminar should be carefully incorporated into the program so that it doesn’t detract from or diminish the subject matter.
When choosing an appropriate theme for a conference or seminar, pay particular attention to:
• where the conference will be held,
• who will attend the event, and
• what issues will be discussed.
If the subject matter of the event is quite serious, you may not go with a theme but schedule a themed activity during meal breaks or at some specified time during the conference. For
example, you could include performances by local musicians and entertainers or trips to landmarks and places of historical significance.
Finding the perfect venue
When you begin searching for a venue you will quickly see that an event can be held almost anywhere. To help you with your search you should develop a venue checklist and an order of
proceedings—what I call the event running order. The check list below will help you book the right venue for your event.Working out the event running order at this stage may at first glance seem
out of place, but believe me, it’s very helpful.
More than likely you will look at several venues; make a short list of the three or four you prefer, and investigate them in greater detail so that you make a final decision based on the venue that
can provide the service and equipment you need. If this is the first time you have planned an event it is probably best to research about five different venues, then break this down to a short list of
three, before making your final choice.
Venue checklist
A venue checklist will help you obtain consistent information from each venue you are considering for your event
Name of event:
Proposed venue:
Venue criteria
Can the venue provide:
A space that complements the event theme
A booking on the required date
Access at the required times
Catering services, e.g. food/beverages, wait staff
Business administration services, e.g. phone, fax, Internet
Room capacity for the expected number of guests
Access to public transport
Disabled access and facilities
Easy access to the office
Audio-visual equipment
Sufficient power points for equipment
Accommodation for guests (if appropriate)
Additional rooms for workshops (if appropriate)
Separate rooms for meals (if appropriate)
Transport services (if appropriate)
Contact information for room decorations,
costume hire, etc. (if appropriate)
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