The main components of training
So, what and in what chronological order does the organizer need to think about in advance:
- When and where will the conference be held? Set a date and think about whether your office can accommodate the expected number of guests or whether you need to look for another venue. It’s best to decide on a venue six to seven weeks before the event.
- Who are your speakers? Negotiate with people outside your company and confirm all candidates six weeks before the event.
- Promotion in social networks. If the guests of the conference are not just employees of the company, you need to let other people know about you. It is advisable to start inviting participants four to five weeks before the proposed date.
In this article, I will talk in detail about the nuances of each block and what to do if you run into difficulties. After that, I’ll tell you what you need to take care of at the event and afterwards.
Date and site
Think about how many rooms you need. Is just the main part hall enough, or will you need separate rooms for the workshops? If your space can hold at least 30 people, consider that you have the space.
If your company office is not suitable and you are looking for space, keep in mind:
- transport accessibility;
- free passage of participants;
- the availability of running water and toilets.
Tip for finding a venue: Look for recently opened venues, such as event lofts. Ask for space in exchange for advertising on social media and at the event.
Here it’s appropriate to talk about coffee breaks. If there is no budget for it at all, a good way out is to invite private culinary projects: enthusiasts with burgers, falafel, ice cream, coffee, whatever. They set up their counter at the event site, and guests can buy treats or drinks from them. Food for money is a normal practice for events where you don’t have to pay admission. But you need to make arrangements with the “food” at least a couple of days in advance to have time to tell the group about it and to warn guests to bring cash with them.
Speakers
Ask people you know to speak. If you don’t know the speaker personally, look for mutual acquaintances and ask them to introduce you.
Why look for commonalities? Giving a presentation at an event is a matter of 15 minutes, but you have to prepare a report, or even a presentation, before it. When someone you know asks you to do it, it’s harder to refuse or ignore the request than when a stranger asks. So don’t hesitate to ask for help.
What should be in the message to a potential speaker:
- introduce yourself: write down who you are and what organization you are from, attach a link to the corporate website – that way you save the interlocutor’s time;
- state the crux of the matter: what the conference is about, when it will be, what you want from the person in connection with it;
- End your message with a question. For example, ask if he wants to meet and discuss the format of the presentation. Of course, you should do this if you are better at persuasion verbally;
- Tell how that person’s performance will help your guests pump up their skills. As a rule, people are pleased when they get attention and interest in their favorite business;
- Write briefly. A couple of paragraphs of two or three sentences is enough.
As part of the follow-up communication, give the speaker a timeframe for his or her presentation, a deadline for the preparation of the material, including the presentation. Think about the format of the presentation: whether it will be an experience story, a master class, or some other form of activity.
If it is a workshop, find out if any equipment, special programs, or props are needed. Ask the speaker who will benefit from the workshop: a general audience or specialists. All this information should be obtained from the speaker before you start promoting the event. You need to understand what benefits you are offering your guests.
If your speakers have dutifully sent you presentations several days before the conference, review them on your projector and make sure that the text and images are readable. This will help you avoid the situation where the presenter draws the audience’s attention to a presentation in which nothing can be seen.
Find out if you can include the presentation in the newsletter after the event or post it on social media. Announce before or during the presentation that materials will be available later. That way, guests can listen quietly and think about questions, rather than stressfully photographing the slides. When the conference is over, remember to keep your promise and post the presentations.
