Professional Conference Organization Service - Good Price

Organizing a seminar is a popular activity and often takes place in organizations and businesses. The seminar is not only an opportunity to share knowledge but also an opportunity for members to contribute ideas, contributing to the increasingly strong development of the organization. So to organize a successful seminar, what do you need to prepare? The following article by Hoang Sa Viet will share full details about the seminar organization process, event script and total cost.

What is a conference?

When you organize a seminar, you are creating a meeting for a group of people with similar problems to discuss, chat and share knowledge. This is also an opportunity for businesses to connect and interact with customers, strengthen relationships, and attract new customers. In addition, seminars also play an important role as an effective media, helping to promote and advertise the image of the business.

The important role of organizing conferences

Building corporate image and brand

When a business organizes an event, it plays an important role in spreading and enhancing the company's image. Organizing conferences and seminars is considered an effective marketing strategy, helping to increase brand awareness and reputation.

Conference events are often decorated in the style of the business, from color to layout, giving guests the opportunity to experience the company's distinctive spirit. Not only that, guests also have the opportunity to meet the leadership team, creating a stronger impression with the brand image.

Furthermore, the check-in area at the conference is often a photo spot, creating opportunities for social media communication, reaching a large audience.

Create trust for customers

Organizing a seminar is not only about sharing information but also about building trust with customers. Attendees often expect to hear speakers talk about issues that interest them. If businesses take advantage of these topics, they will attract interest. A successful seminar will increase trust in the brand. When customers trust, approaching and selling products and services will become easier.

Promote products and services

Organizing a conference or seminar is an effective way to promote a product or service. During the program, product introduction videos are often shown to familiarize guests. These videos, like advertisements, create impressions and increase awareness, making them a good promotional opportunity to consider.

Solve unresolved problems

Conferences are often held to address unresolved issues, either through in-depth or internal workshops. Topics focus on specific issues relevant to the business and often attract experts with extensive knowledge. These events last for two to three consecutive days to focus on solving difficult problems. Holding such conferences allows time for discussion, consensus and solution finding.

Current forms of conference organization

Nowadays, there are many forms of organizing conferences depending on the specific purpose of the event. Among them, there are 5 popular conference forms as follows:

• Scientific Conference: This is a form of conference organized to discuss or announce the results of scientific research of organizations or individuals. At this conference, experts and speakers present issues and discuss with people in the same field. Scientific conferences do not focus too much on promoting the image of the business.

• Workshop: A workshop is a type of seminar whose main objective is to share knowledge in a specific field such as marketing, finance, banking, etc. It is often accompanied by real-life examples from the industry so that participants can understand better. Workshops are usually small in scale, with about 10-20 participants.
• Study Abroad Seminars: This is a type of seminar that helps answer questions about studying abroad such as study programs, scholarships, or life abroad. Study abroad seminars aim to find customers and convert them into sales activities for companies specializing in studying abroad.
• Training: Training is larger in scale than workshops and is usually organized within an organization or department. Training sessions focus on improving employees' knowledge and practical experience, aiming to increase work performance.
• Specialty Seminars – Specialty Seminars: These seminars focus on a specific topic and usually have a single speaker. The content of the seminar is related to work practice or provides a theoretical basis for business activities.

Professional conference organization process

Step 1: Determine the Conference Topic

It is necessary to clearly and specifically define the topic of the workshop. This will be the foundation for building content and planning activities in the workshop in the most detailed and effective way.

Step 2: Plan the Conference

• Conference and workshop organization plan includes:
• The goals and objectives to be achieved in the workshop.
• Main content of the workshop.
• Location and time of the event.
• Estimated budget for the event.
• Organizing unit.
• Make a guest list.
• Conference program.

Step 3: Prepare for the Workshop

Prepare the conference space and ensure that it is fully equipped. At the same time, prepare accompanying services such as tea break, meals, accommodation, and transportation. Carry out the communication steps for the event, print documents, and distribute invitations to guests.

Step 4: Organize the Workshop

• Welcome guests and conference attendees.
• Coordinate the workshop to take place according to the event script.

Step 5: End of the Workshop Program

• Give souvenirs to guests and attendees.
• Take minutes of the conference.
• Announcement of the conclusion of the workshop.

Step 6: Processing Conference Information

• Evaluate the content of the workshop.
• Send recommendations to participating organizations and units on discussion content.

Step 7: Evaluate Workshop Effectiveness

• Rating based on actual attendance and customer reviews.
• Check the results of communication activities.

Important noteswhen organizing a conference

Now that you have a clear understanding of the steps involved in organizing a conference, you are ready to start preparing and organizing it with ease. However, during this process, pay attention to the following important issues to ensure the event is successful.

Theme for the Program:

• Choose a topic that is concise but clearly conveys the purpose and message of the workshop.
• The theme is the basis for building event content, choose one that clearly reflects the benefits that participants can achieve.
• Guest "Experts" Help Build Trust:
• Choose reputable experts or guests to build trust.
• Come up with your own list of questions and scripts to get the most out of the expert's presence.

Conference Room Location and Amenities:

• The location must be suitable for the scale of the conference.
• Pay attention to amenities such as projection screens, stages, sound and lighting to ensure convenience and quality.

Event Communications:

• Communication activities should be carried out 1-2 weeks before the event.
• Use communication channels that are appropriate to your target audience.

Get Attendee Information:

• Clarify the purpose of collecting information: from filling out online forms, signing up to receive emails to using membership cards.
• Helps strengthen relationships and find new customers.
• These will ensure that the seminar is a success, bringing practical benefits to your business.

Price list for full conference organization costs

The cost of a comprehensive conference program is often flexible and depends on the specific services provided in the program. Here are some items to consider in your conference program budget:

• Venue rental cost: Including accompanying services such as sound, lighting, projector screen, etc.
• Sound/LED screen rental costs: For cases where the venue is not available or when higher quality is required.
• Printing and design costs: Including documents, banners, posters, invitations, etc.
• Food and tea-break costs: Ensure attendees are provided with full food and beverage services.
• Cost of hiring setup and support staff: Including program management staff, MC, etc.

In addition, some other costs need to be considered such as gifts for guests, costs for dance troupes, performing singers, or reserve costs for unplanned events.

Hoang Sa Viet – A reliable partner in the field of conference organization

Hoang Sa Viet is a reputable and reliable partner in organizing conferences, especially known for its quality and professional services. With many years of experience, Hoang Sa Viet has affirmed its position in the industry, while offering creative and flexible solutions to meet the diverse needs of customers.

• Venue quality: Hoang Sa Viet not only provides luxurious and modern venues but also ensures flexibility in adjusting the space to suit all types of conferences.
• Sound and lighting services: The technical team ensures that every sound and lighting element is optimized, creating a great experience for attendees.
• Design and printing: With a creative design team, Hoang Sa Viet creates professional printed publications such as documents, banners, posters, and invitations, helping to enhance the professionalism of the event.
• Catering service: Not only ensuring deliciousness, Hoang Sa Viet's catering service also focuses on creating a space for meeting and connecting through tea-breaks and parties.
• Professional staff: Hoang Sa Viet's staff is highly trained, from setup staff to support staff and MC, ensuring a smooth and seamless experience for the event.

With a commitment to bringing satisfaction and success to every conference, Hoang Sa Viet is not only a partner but also a reliable companion in implementing high-quality events.