Seminar guide
How do you organise a seminar?
To organise a seminar, first set the goal, the format, the dates, the number of participants and the budget, then book the venue four to six months ahead. The following months go to the programme, travel and invitations, the last fortnight to final numbers and checks. One week after the event, a review prepares the next seminar.
Downloads
Two files to open in Excel, LibreOffice or Google Sheets.
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Seminar timeline
The steps from M-6 to D+7, with columns for the date, the person in charge and follow-up.
Download the timeline (CSV) -
Brief template
The questions to settle before asking venues for quotes.
Download the brief template (CSV)
The steps, from M-6 to D+7
For a seminar of a few dozen people. A large group or a busy period means starting earlier; a day meeting can move faster.
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M-6 6 months before
Frame the project
Set the goal, the format (day meeting or residential), possible dates, the number of participants and the budget. Decide who approves and who organises.
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M-4 4 months before
Choose and book the venue
Write the brief, ask several venues for quotes, visit if you can and compare like for like. Place a hold, then sign the contract.
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M-3 3 months before
Build the programme
Alternate work sessions, workshops and team moments. Book the speakers, the activities and the room equipment.
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M-2 2 months before
Book travel and send invitations
Book the train or coach, send the invitation with the programme and collect registrations, dietary requirements and accessibility needs.
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M-1 1 month before
Confirm the logistics
Approve the menus, the room allocation, the room layouts and the evening. Prepare the presentations, badges and signage.
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D-15 15 days before
Give the final numbers
Send the final headcount to the venue and suppliers by the date set in the contract. Send participants the timings, directions and a contact. Plan a fallback for outdoor activities.
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D-Day on the day of the seminar
Manage the day
Arrive before the group, run through the day with the venue, keep to the schedule and keep someone reachable for the unexpected.
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D+7 1 week after
Review
Send participants a questionnaire, share the presentations, check the final invoice against the quote and note what will help for the next seminar.
What budget should you plan?
The budget depends mainly on the format, the region, the length and the size of the group. Start from the venue's package per person, day meeting or residential with the night, then add travel, activities, the evening event and options. Our guide to seminar prices gives median prices by format and region, with an estimator.
How much does a seminar cost?Frequently asked questions
How far in advance should you organise a seminar?
Ideally four to six months ahead to book the venue, and earlier for a large group or a busy period. A day meeting can be organised in a few weeks if the venue is available.
Where do you start?
With the goal, the format, possible dates, the number of participants and the budget. Together they make up the brief, which you use to ask venues for comparable quotes.
What goes into the brief?
The goal, the format, the dates, the number of participants, the region and access, the budget, accommodation, rooms, catering, activities and who approves. The downloadable brief template covers these topics.
How do you estimate the budget?
Start from the venue's package per person, then add travel, activities, the evening event and options. Our seminar price page gives median prices by format and region, with an estimator.
How can you reduce the seminar's carbon footprint?
Participants' travel is often the largest share: a venue that can be reached by train from the departure cities makes a big difference. Our guides to train-accessible and eco-friendly seminars explain these choices.
Can Alfred Meeting help me find the venue?
Yes: describe your project and a project manager selects suitable venues, checks their availability and sends you their quotes, free of charge and with no commitment.
Let us find the perfect venue for you - it's free!
- Benefit from a personalized venue search for your professional event. An event expert will guide you from the initial briefing to offer negotiations.
- If you are organizing an event that combines multiple criteria (meeting rooms, team-building activities, accommodations, evening events, etc.), Alfred Meeting conducts a custom venue search for you.