Full Conference and Seminar Organization Services

Conferences and seminars are important events for many organizations and industries. They provide great opportunities to share information, meet like-minded people, and promote development. However, organizing a successful conference or seminar is not always easy. You need to carefully prepare the equipment for the event to go well but the budget may not allow it? This is when you need to hire an event organizer or an equipment rental company to make your event run in the most convenient way!

Conference and workshop overview

Conferences and seminars are two types of professional events organized with the aim of exchanging, sharing information and knowledge, and promoting cooperation between experts and interested people in the same field or industry. Currently, this form of event has become quite familiar to businesses. It has an important meaning in contributing to promoting the company's business. Through the process of sharing information and collecting opinions from customers and partners. However, conferences and seminars are two different and inconsistent concepts.

A conference is a larger event, typically lasting from a few days to several weeks, with a large number of experts, researchers, businesses, government agencies and other interested people in a particular field.

Workshops are usually smaller and focus on a specific topic or narrow problem within the field. This makes the workshop more intimate and interactive.

The meaning of organizing conferences and seminars

• Building corporate image and brand
• Create trust for customers
• Promote your business products or services
• Resolve outstanding issues

  

Popular types of conferences and seminars

Nowadays, organizing conferences and seminars is widely applied in many fields from education, scientific research to professional and commercial sectors. Each type has its own characteristics in terms of scale, form and organizational objectives. Below are the most popular types of conferences and seminars in the Vietnamese market today.

Summit

A summit is a type of high-level conference attended by heads of state, senior leaders and international leaders, etc. At the conference, leaders discuss the country's sustainable development in many fields and promote cooperation between countries. Organizing a summit requires extremely careful preparation, ensuring absolute safety and backup plans in all emergency situations.

Summary conference

The summary conference is an important event held at the end of the term and year. Here, leaders and staff report on work progress, evaluate performance, recognize achievements and draw lessons, and plan strategies for the coming year. In addition, individuals and groups that strive to achieve outstanding results are rewarded.

Trade promotion conference

Trade promotion conferences are events organized by businesses to promote products, projects, seek partners and promote business cooperation. This conference focuses on potential investment opportunities, analyzes problems and proposes solutions to promote trade investment activities.

Customer conference

Customer conferences are an important and indispensable event for businesses to express gratitude, connect and maintain relationships with customers and partners. The event is usually held annually to express gratitude and listen to feedback from customers and partners who have accompanied the business, thereby improving and becoming stronger.

Seminar

A seminar is a themed event that aims to share and exchange knowledge, experience, and the latest information in a particular field or topic. It may include talks, lectures, panel discussions, and other extension activities such as networking and hands-on activities. It is an opportunity for businesses, experts, and attendees to meet, exchange experiences, and improve professional skills.

Workshop

Workshop is an in-depth interactive event, exchanging knowledge, skills, and experiences in many different fields. This is an ideal form for businesses, experts, and customers to discuss issues related to expertise, profession, knowledge, or simply to chat and share experiences and interesting things in life.

Orientation and consultation workshop

Orientation and consulting seminars are in-depth events that focus on sharing knowledge, receiving guidance and advice to help participants make appropriate decisions and improve their understanding of themselves and their careers. By participating in the seminars, participants not only acquire professional knowledge but also have the opportunity to directly discuss with experts and consultants to find practical solutions to the situations they are facing.

Scientific conference

A scientific conference is a professional event where academics, scientists, experts and researchers meet to present new research findings, update knowledge and discuss in-depth issues in a particular field. Attendees have the opportunity to present ideas and receive feedback from experts to expand their academic network in the research community.

Summary of conference and seminar organization costs

Venue rental costs

Venue rental costs are one of the first and largest expenses when organizing a conference or seminar. The choice of venue must be appropriate to the scale and nature of the event, it can be a hotel, conference center, restaurant or outdoor area.

Factors that affect venue rental costs include:

• Conference size: Number of attendees and space required.

• Rental period: Whether the conference takes place for one day, several days or a week will directly affect the cost.

• Geographic location: Locations in the city center are often more expensive than those in the suburbs.

Equipment and engineering costs

Equipment is an indispensable element in any conference and seminar, including sound, lighting, projectors, screens, translation equipment and other supporting equipment. These devices not only help to convey information effectively but also create a better experience for attendees.

The scale of the conference/workshop and the professional technical requirements will directly affect the cost. If the venue does not have the necessary equipment available, the organizer will have to rent it from service providers, in addition to the cost of technicians to install and operate the equipment throughout the event. The larger the scale of the conference/workshop, the more detailed and complete the equipment preparation needs to be, ensuring that all activities run smoothly and bring the best experience to attendees.

Personnel costs

A conference needs personnel with expertise in the field of operations to ensure everything is under control. This is an indispensable factor to ensure the success of the conference. Personnel include organizers, coordinators, MCs, PG/PBs, receptionists, technicians, etc. The cost depends on the number, experience and personal brand of them.

Guest gift costs

For customer appreciation conferences/seminars, gifts are an important part and need to be carefully prepared to create an impression and gratitude for attendees. The choice of gifts will depend on the budget, the characteristics of the guests and the goals of the event. Gifts can be branded products of the business or small but meaningful gifts.

If the gift is custom-made with the conference/seminar logo or message, additional costs for production, design and printing will need to be factored in. Factors such as quantity, material and complexity of the gift will directly affect the total cost.

Food and travel expenses

Food and beverage costs are an important part of creating a space for interaction and connection between attendees. Including food, drinks, buffet, tea break or networking party. The number of attendees and the quality of the menu are the main factors that directly affect the cost.

Travel expenses include all expenses related to the transportation of guests and speakers to the conference/seminar venue from airfare, train or car, depending on location.

Cost of printing documents

Printing documents helps provide necessary information and create a professional impression on guests. Costs include publication design, editing and printing of documents such as programs, statistical tables, advertising materials. The quantity and quality of printing also determines the cost.

Communication and marketing costs

Conference/workshop media promotion is an indispensable part of advertising the event and attracting attendees. This includes designing publications, advertising on social media, websites and other media channels. Although investing in an in-depth media campaign may increase the total cost, it helps the event reach the right audience, increase attendance rates and make an impression on guests.

Other expenses

In addition to the above costs, there are a number of other costs related to organizing conferences/seminars such as:

• Event space and decoration costs

• Cost of applying for an organization license

• Cost of equipment and supporting software

• Provision for unforeseen expenses

5 important steps to organize a conference or seminar

Step 1: Define your goals:

Clearly define the objectives of the conference. This includes identifying the topic, purpose, audience, and the outcomes you want to achieve through the event.

Step 2: Outline the plan

Determine the scope, budget, duration, location, and key activities of the conference or seminar. Create a detailed schedule for each activity, presentation, discussion, and other activities.

Step 3: Prepare details

Invite and prepare enough information for speakers

Set up conference space and ensure adequate equipment

- Set up accompanying services such as tea break, food, rest, pick-up and drop-off

- Event communication

- Printing documents

- Send invitations to guests

Step 4: Proceed to organize

Ensure processes run smoothly and all activities are carried out as planned.

Monitor events, resolve issues and assist attendees as needed.

Step 5: Evaluation and comments after the program

End of program gift

Collect feedback from attendees to evaluate the effectiveness of your conference. Use this feedback to improve future events.

Evaluate the success of the event by comparing actual results with set goals.

Professional conference and seminar organization company in Ho Chi Minh City

HSV Event is a unit specializing in supporting event equipment from stage, sound, light, LED screen, backdrop, standee, ... for seminars and conferences in Ho Chi Minh City. We are committed to bringing satisfaction to customers in conferences and seminars by our dedication, professionalism with 100% guaranteed best quality equipment. Proud to be a unit with many years of experience in the field of events specializing in organizing conferences and seminars in Ho Chi Minh City, HSV Event is confident that it is a good unit for customers to trust and choose to use the service.

Top 10 Conference and Seminar Organization Services

✅ EVENT ORGANIZATION COMPANY - YESEVENTS

Introduction: YesEvents is a professional event organization company in Ho Chi Minh City, with the motto: Prestige - Innovation - Creativity - Quality - Professionalism. We provide comprehensive solutions from concept, design, to implementation and management - to bring memorable and highly effective event experiences to corporate clients.

CONTACT INFORMATION:

Address: 1st Floor, Building H3, 384 Hoang Dieu Street, Khanh Hoi Ward, HCMC

Phone Number: +842873018019

Website: www.yesevents.vn/

✅ DAT VIET TOURISM SERVICE TRADING INVESTMENT JOINT STOCK COMPANY

Introduction: Dat Viet Event Tourism Service Trading Investment Joint Stock Company is one of the leading professional event organizers in Ho Chi Minh City. With a team of young, dynamic and experienced staff, Dat Viet always strives to bring creative, impressive events with a unique mark for each customer.

We believe that every event is not just a program, but also an opportunity to convey messages, affirm brands and connect people. Therefore, Dat Viet Event always puts quality, professionalism and dedication first in every working process.

Services provided

Dat Viet Event specializes in providing flexible and comprehensive organization services, including:

Organizing conferences, seminars, customer conferences

Organizing year-end parties, opening ceremonies, inauguration ceremonies, groundbreaking ceremonies

Teambuilding, Company Trip, Roadshow

Stage design, 3D perspective construction, event production

Professional event equipment and supplies rental

Vision & Mission

We aim to become the most reliable event organization partner in Vietnam, with the motto of operation:

Creativity in every idea

Professional in every detail

Dedication to every project

Every event produced by Dat Viet aims to create unique, memorable and inspiring experiences for attendees.

CONTACT INFORMATION:

Address: 198 - 0.10 Phan Van Tri, Go Vap Ward, HCMC

Phone Number: 0981-814-070

Website: datvietevent.com/

✅ HCMC EVENTS EVENT ORGANIZATION COMPANY

Introduction: Founded by people with a burning passion for the event industry, HCMC Events has made constant efforts to become one of the most prestigious and high-quality event organizing companies in the Southern region. With the strength of experience, professional staff and modern equipment system, HCMC Events provides top-quality event organizing solutions with the most perfect experiences.
HCMC Events meets all of our customers' event organization needs, from large-scale events such as festivals, exhibitions, fairs, groundbreaking ceremonies, groundbreaking ceremonies, opening ceremonies, brand activations to intimate events such as customer appreciation parties, year-end parties, wedding parties, etc.
For each event, HCMC Events will manage and organize from AZ including: script ideas, location consultation, equipment preparation, design, printing, setup, guest reception, entertainment program organization, equipment production and supply, personnel supply, filming, photography, security and risk management...
With professionalism and dedication, HCMC Events has conquered many demanding customers. We are proud to accompany many big brands such as: ISUZU, NATUMIL, TNS-TNG, GCOOP, JOTON, UNICITY, etc.
HCMC Events is always committed to bringing satisfaction beyond the expectations of our customers.

CONTACT INFORMATION:

Address: 5 Hoa Cau, Ward 7, Phu Nhuan District, HCMC

Phone Number: 0913 199 866

Website: hcmcevents.com/

✅ TV MEDIA & EVENTS EVENT ORGANIZATION COMPANY

Introduction: TV Media & Event is a leading unit in the field of communication and event organization, team building in Vietnam. With a team of dedicated and experienced experts, we are committed to bringing customers high quality, creative and unique services. Taking advantage of advanced technology, we not only provide effective communication solutions but also organize diverse events from conferences, exhibitions to gala dinners, team building to ensure each project is a great success.

CONTACT INFORMATION:

Address: No. 5, Alley 25/01/04, Van Phuc Street, Ha Dong Ward, Hanoi City

Phone Number: 0916.558.666

Website: tvevent.vn/

✅ FLAT WORLD AGENCY EVENT ORGANIZATION COMPANY

Introduction: Flat World Agency is a professional event organization company with nearly 10-12 years of experience in Vietnam. With a team of experienced, dynamic, creative and well-trained staff, we bring customers creative, unique and effective event solutions.

Flat World Agency’s philosophy is to put the client at the center, and develop all activities based on the real needs and specific goals of the business. We do not just organize events – we design experiences, build brands and create lasting impressions in the minds of attendees.

CONTACT INFORMATION:

Address: Office 2, 8th Floor, Pearl Plaza Building, 561A Dien Bien Phu, Ward 25, Binh Thanh District, Ho Chi Minh City

Phone Number: 0933.801.701

Website: flatworldagency.com/

✅ HESA ADVERTISING, COMMUNICATION AND EVENT ORGANIZATION SERVICES TRADING COMPANY LIMITED

Introduction: HESA Event is a professional event organization company, with the desire to bring unique and impressive experiences to customers. We believe that every event is a valuable opportunity to connect, inspire and leave a deep impression on the hearts of attendees.

With a dedicated, creative and professional staff, HESA Event commits to:

Listen and understand customer needs, from ideas, budgets to communication goals

Creativity in program design, space decoration and event script so that each program has its own mark

Attention to every detail, from planning, logistics, sound and lighting, communication... to ensure the event runs smoothly and effectively.

CONTACT INFORMATION:

Address: No. 16, Street No. 6, Ward 4, Hiep Binh Ward, Ho Chi Minh City

Phone Number: 0393699773

Website: hesaevent.vn/

✅ VIETPOWER EVENT JOINT STOCK COMPANY

Introduction: VietPower Event Joint Stock Company is the leading event organizer in Vietnam, specializing in providing event organization services, team building, conferences - seminars, groundbreaking - inauguration ceremonies, gala dinners and many other types of professional events.

With a team of more than 200 creative and dynamic staff and a modern event equipment system, VietPower is committed to bringing customers impressive, meticulous and unique event experiences.

We are constantly innovating in our approach and event organization, from idea generation, content production, stage design, to coordination and operation. Professionalism - creativity - dedication are the three core elements that create VietPower's reputation in the market.

CONTACT INFORMATION:

Address: 5th Floor, HQ Building, 193C Ba Trieu, Hai Ba Trung Ward, Hanoi

Phone Number: 0867 12 8688

Website: viet-power.vn/

✅ COI EVENTS EVENT ORGANIZATION COMPANY

Introduction: COI EVENT is one of the prestigious and professional units in the field of organizing media events, but our professionalism and reputation have been affirmed. We have youth, dynamism, freshness, responsibility and more importantly, love and dedication to everything we do, so COI has been creating a breakthrough. In every project, whether big or small, we always focus on maximum human resources, refer to the market research to find unique and different creative ideas to bring maximum benefits to customers.

COI Events provides a complete, reputable and professional event organization service with competitive prices. Proud to be a professional event company in Ho Chi Minh City, always fully equipped with the company's operating equipment to provide customers with the most available equipment to demonstrate the best competitiveness and quality.

CONTACT INFORMATION:

Address: 62A Pham Ngoc Thach, Ward 6, District 3, HCMC

Phone Number: 02 866 503 551

Website: sukiencoi.com/

✅ RUBY ADVERTISING MEDIA COMPANY LIMITED

Introduction: RubyAds is a unit specializing in advertising printing & media design, operating in Ho Chi Minh City. The company provides services such as printing PP laminated format, banners, posters, signs, standees and advertising products quickly at reasonable costs. RubyAds stands out by its commitment:

Sharp print quality, true color

Fast delivery, able to meet large quantity orders

A team of dedicated and professional consultants

RubyAds aims to become a trusted address for advertising and communication needs of both businesses and individuals in the Southern region.

CONTACT INFORMATION:

Address: 815/10/29 Huong Lo 2, Binh Tri Dong Ward, Binh Tan District, Ho Chi Minh City

Phone Number: 0935 110 452

Website: rubyads.com.vn/

✅ MINH VU TRADING & COMMUNICATIONS COMPANY LIMITED

Introduction: Minh Vu Media Company Limited (Minh Vu Media) is a professional event organizer and event equipment rental company. With over 5 years of experience in organizing over 800 large and small events, Minh Vu Media is proud to be one of the leading prestigious companies in Vietnam. Our team is creative, dedicated, equipped with modern equipment and always committed to bringing classy, ​​​​different and cost-effective event programs.

CONTACT INFORMATION:

Address: No. 7, Lane 102, Phung Khoang, Trung Van Ward, Nam Tu Liem District, Hanoi City

Phone Number: 098 578 3366

Website: minhvumedia.vn/