The 7 keys to a successful business seminar

How to organise a successful business seminar?

Physical seminars have largely resumed since the COVID crisis, but the climate crisis is calling into question our habits.
Events are by nature ephemeral and polluting: over 80% of the carbon impact of an event is linked to the travel of participants, so what can we do?
Some companies have opted for the all-physical approach, but many are opting for hybridization, or even the complete digitization of their business seminars.

In all cases, there are practices to ensure the success of your in-house event.
Let’s take a closer look:

Upstream: gather and inform your participants

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KEY 1: Create a showcase for your event.

A critical point, often underestimated by organizers, is the universe communicated to your target audience. An event, even an internal one, must reflect an impeccable brand image!

Create a visual universe dedicated to your event through a platform or mobile application, for example, and offer your participants a unique experience. Careful design, a detailed description of the event and images and videos will help to engage your guests.

Your participants will also be able to use this showcase as an anchor point to find all the information they need about their seminar: program, dates, schedules, documents, transport, hotel… Helping them plan ahead will make all the difference!

AppCraft’s little plus: Thanks to the modularity of our product, you can reveal your showcase as you go along. Opt for the opening of new pages/modules over several days or weeks to keep the teasing going right up to the big day.

The other AppCraft plus: Our in-house design studio can help you create customised mock-ups that look just like you, allowing participants to immerse themselves in your brand universe.

KEY 2: Communicate innovatively.

Having a shop window is great, but it’s not enough. The most important stage of any pre-event is the traditional (but innovative) personalized invitation. This moment makes your event official.

Formerly a paper version, the digital version offers many advantages. More design possibilities, more customization, more automation, more flexibility and, above all, more tracking!

By importing a file of guests, the organizer can now send an e-invitation containing not only the guest’s first name, but also information specific to him or her, such as flight, table or room number, or the time of a meeting or workshop in which he or she will be participating.

The more personalized your invitation, the more your attendees will feel involved and valued.

AppCraft’s little plus: Our tool centralizes your mailings and allows you to view the status of your mailings in real time, as well as reporting delivery errors. Organizers can improve their return rate with targeted reminders, adapt your logistics and reduce your costs in the run-up to the event. It also saves you a lot of time, allowing you to concentrate on tasks with greater added value for your event!

KEY 3: Create a community to support your event.

One of the things we’ve noticed in the various seminars we’ve organized is the benefits of having a strong community for communicating your event. The latter can be a real lever for creating a lasting bond with your employees.

More than just a source of information, your showcase should be a place for your internal community to exchange ideas.

To promote this gathering, it’s a good idea to provide a directory of participants on your showcase (platform or mobile solution). Coupled with a fluid networking module, it facilitates and encourages exchanges between everyone. Other modules that also work well for this are the social wall, chats and forums.

During : Vary formats and formal/informal moments

💥 KEY 4: Gain time and agility

On the day of your seminar, there will be several moments in quick succession, and you’re going to need a solution to save you time and make you more agile. For example, a check-in/check-out module can let you know in real time where each of your guests is. Is someone missing from your cocktail party? Has a guest gone to the wrong workshop? Has your VIP arrived at your reception venue?

Once you’ve made sure everyone has found their way around, you need to find a way to get them involved in the event.

One of the challenges of your seminar is to capture your audience’s attention and create a bond with them. To get your guests in the mood, don’t hesitate to interact with them and engage them in what will become THEIR event. To do so, don’t hesitate to :

  • Launch quizzes on subjects specific to your organization
  • Set up Q&A sessions to take their questions into account
  • Use chat to make exchanges more fluid and more or less formal

💥 KEY 5: Alternate work and festive times

The most eagerly-awaited moments of company seminars are the informal ones. It’s therefore important to set aside time for these more festive moments between 2 official announcements. Bonding usually takes place during these periods. To ensure that links are created, consider the various possible formats:

  • Gala dinner
  • Theme evenings
  • Cocktail
  • Coffee and other moments of relaxation
  • Team Building

To liven up these moments, or the rest of your event, don’t hesitate to encourage participation and increase your visibility by sharing photos/reactions. The social wall gives you the opportunity to find out more about what’s going on locally.

💥 KEY 6: Think hybrid for your seminar

The hybrid format imposes different rules on organizers than the physical or 100% digital format. So here are a few things we’ve learned about this format.

  • Do not plan 1 BUT 2 suitable experiments: on site and remotely. To deliver a personalized, tailored experience, you need to treat your on-site and remote audiences differently. Let’s take the example of a soccer match. On-site fans and remote viewers enjoy 2 distinct experiences. Emotions, commitment and understanding of the message vary. That’s why there are different techniques for capturing your audience. Don’t hesitate to ask our tech-event experts about the subject.
  • Distinguishing between communication channels and discourses according to audience.. The great thing about event communication is the variety of tools, channels and communication opportunities available. Your on-site and remote audiences won’t react in the same way to your ads. So, beforehand, take a look at the editorial line you’re going to adopt with each of them. Plan breaks between each session (coffee for on-site participants and quizzes for remote participants, for example). AppCraft teaching: we’ve seen that short live sessions (15 to 20 min) are the optimal format for engaging remote participants.
  • Business meetings: It’s important to set aside days for both physical meetings (on the day) and remote meetings (it’s better to do them before or after the event). The little extra? Plan e-mail/sms/call center reminders in advance to avoid no-shows.
  • Event in different time zones: If your event takes place simultaneously in different time zones (America, Asia, Europe, for example), you need to give priority to digital! Here too, communication will need to be adapted, with dedicated times for each zone (specific message, speakers, etc.).

After: thinking about the post-seminar period. It doesn't end on the big day!

💥KEY 7: Send news even after your event is over

Thanks to a mobile application, you can post content (live chapters, capsules, etc.) after the event and alert your participants with potential notifications; It’s also a good idea to ask your audience questions, encouraging them to share their opinions. You can also ask to share your comments on the event via a satisfaction questionnaire.

What you get :

  • Content optimized for the next event by exchanging your audience’s needs and interests.
  • An opportunity to gather constructive feedback.

Take your first steps into digital event management with AppCraft

Our tool allows you to organise each stage of your event in a simple and personalised way, thanks to our team at your disposal to set up your event. This will simplify event organization.

Now you have the 7 keys to structuring your event. If you’re interested in this subject, we recommend you take a look at our Event Fundamentals right here.

Need to discuss or find out more? Why don’t we log on and discuss it over here?

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