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> External Visitor Seminar and Hospitality Process
External Visitor Seminar and Hospitality Process
Pre-Seminar Planning
Define the seminar objectives and target audience.
Identify speakers and confirm their availability.
Select the seminar date, time, and location.
Create a detailed agenda for the seminar.
Prepare promotional materials and send invitations to external visitors.
Arrange necessary technology (projectors, microphones, etc.).
Confirm catering services for refreshments or meals.
Visitor Registration and Confirmation
Set up a registration system for attendees (online or offline).
Send confirmation emails to registered participants.
Create name tags or badges for visitors.
Collect dietary restrictions and special requirements from attendees.
Day of the Seminar
Arrive early to set up the venue and test technology.
Ensure all materials (handouts, presentations) are ready.
Greet visitors at the entrance and check them in.
Provide visitors with seminar materials and name tags.
Offer refreshments and direct attendees to seating areas.
Seminar Execution
Start the seminar on time and introduce speakers.
Facilitate discussions and Q&A sessions as needed.
Monitor time to ensure the agenda is followed.
Document key points and feedback from participants.
Post-Seminar Follow-Up
Send thank-you emails to speakers and attendees.
Share seminar materials or recordings with participants.
Gather feedback through a survey or follow-up call.
Review seminar outcomes and areas for improvement.
Archive all documents and materials related to the seminar for future reference.
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