Planning your company's first conference or seminar: where to start
Your manager has asked you to run a company conference, and you have never done one.
The short answer
Start with five decisions, in this order: why the event exists, who it is for, when it can happen, who pays and approves, and what format fits. Everything else, from venue to catering, follows from these answers, and writing them on one page is the best first step.
Many first events go well when the organiser keeps the scope small, writes things down and asks suppliers the same questions. Follow the order of work and the next page to read at each step.
The five decisions to make first
| Decision | Questions to answer | Where it leads |
|---|---|---|
| Purpose | What should attendees know, decide or do afterwards? | Programme and format |
| Audience | Who must attend, and how many people do you expect? | Venue size and invitations |
| Date window | Which dates work for leaders, speakers and the audience? Any clash with public holidays or school terms? | Venue availability |
| Budget and approval | Who approves spend, and what is the limit? | Supplier quotes and sign-off |
| Format | Seminar, conference, forum or workshop? | See professional seminars and professional conferences |
A four-week starter plan
- Week 1: write the one-page brief with the event brief builder and agree it with your approver.
- Week 2: list the tasks and owners in the event project checklist builder, and shortlist venues using the venue shortlist matrix.
- Week 3: request quotes on the same list of components, using what drives event costs as your guide.
- Week 4: choose, confirm in writing and note any approvals that apply, using permits and approvals.
If it is a training event
If attendees come for training and your company plans to claim costs, read HRD Corp and claimable training events before you fix the programme, because the published rules can shape the format.
Keep it small and written down
- Keep the first event to one day and one programme track if you can.
- Confirm every supplier decision in writing, including what is included.
- Agree who decides when something changes.
- Set a date for final numbers and tell your approver.
- Plan a short review after the event so the next one is easier.
Where to read next
Planning support for a first-time conference chair covers the role of the chair, and the event project checklist builder keeps tasks, dates and owners in one list.
Worked example · Fictional example
A fictional first seminar
Fictional company and plan, for illustration only.
A fictional software company asks its operations executive to run a half-day customer seminar. She writes the five decisions on one page, gets her director to approve the purpose and budget owner, then sends the same brief to three venues. Her checklist shows each task with a name and a date.
Use this yourself
First-four-weeks starter checklist
Tick these off in order. Edit the dates to suit your event.
- Write the purpose in one sentence.
- Name the audience and the expected attendance.
- Agree the date window with your approver.
- Confirm who approves spend and the limit.
- Choose the format.
- Draft the one-page brief.
- List tasks and owners.
- Request quotes on the same list of components.
- Confirm the venue and the key suppliers in writing.
- Note the approvals that apply.
- Set the final-numbers date.
- Book a short review after the event.
Handle it in-house, or bring in help?
Your team can usually handle this when
- The event is small, one day and in one place.
- You have a clear approver and a settled budget.
- Suppliers answer your questions promptly.
Outside planning help earns its fee when
- The event has several speakers, rooms or sponsors and you are running it alongside your usual work.
- Your approver wants a written plan and quotes compared before signing off.
- You are unsure of the order of work and want a second pair of eyes.
Want a plan you can follow?
An Event Blueprint turns your five decisions into a brief, timeline, responsibilities and supplier requirements that your team can carry out. We prepare it remotely for events anywhere in Malaysia. Send us your five decisions, and we will reply with the level of support that fits and what it would cover.
Questions organisers ask
How far ahead should I start?
Start as soon as the purpose and date window are known, then ask the venue for its own lead time in writing.
Do I need an event company for a first event?
Not always. A small one-day event can be run by a careful internal organiser using the tools on this site.
What is the first thing to write down?
The purpose of the event in one sentence. It guides the audience, programme and budget.
Where do I find a venue?
Shortlist venues with the venue shortlist matrix, then ask each for a written quote.
Related resources
Content record: Written by the EventConsultant team to our editorial rules. Sources are listed on pages that rely on them.