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How to Organize a Seminar

The document outlines a comprehensive checklist for organizing a successful seminar, including informing the guest speaker, assigning roles to team members, and ensuring proper arrangements for the audience and speaker. It also includes guidelines for opening and closing remarks, as well as post-seminar tasks like preparing a report and sending photos. Key responsibilities are assigned to various roles such as reception, compere, and refreshment organizer to ensure a smooth event.

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minha.musheer2016
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27 views2 pages

How to Organize a Seminar

The document outlines a comprehensive checklist for organizing a successful seminar, including informing the guest speaker, assigning roles to team members, and ensuring proper arrangements for the audience and speaker. It also includes guidelines for opening and closing remarks, as well as post-seminar tasks like preparing a report and sending photos. Key responsibilities are assigned to various roles such as reception, compere, and refreshment organizer to ensure a smooth event.

Uploaded by

minha.musheer2016
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
Available Formats
Download as PDF, TXT or read online on Scribd
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How to Organize a Seminar:

Checklist for Organizing a Successful Seminar


1. Inform the Guest Speaker: Clearly communicate the audience’s knowledge level
and the time limit for their presentation. Ensure that the seminar stays within the
allotted time.
2. Assign Roles Among Team Members: Each member should take on specific
responsibilities as follows:
o Reception Committee: Welcome and see off the guest, including a bouquet
(ensure no water in the flowers).
o Compere: Act as the host, with prepared notes including the seminar topic,
guest’s name, and designation.
o Qirat: Appoint a person for reciting the Qirat with a translation.
o Discipline Monitors: Spread throughout the hall to prevent disturbances.
o Stage Handler: Stand near the front for any speaker assistance; contact the
lab assistant if needed.
o Photographer: Cover the event, capturing each segment such as the Qirat,
guest speech, souvenir presentation, group photos, and audience views.
o Refreshment Organizer: Remind management one day prior, and leave the
seminar 10 minutes early to finalize arrangements.
3. Penaflex Approval: Confirm the Penaflex design is approved by a faculty member
and display it prominently.
4. Audience Presence: Ensure the audience is seated before the guest speaker’s arrival.
5. Speaker Table Setup: Place a water bottle, tissue box, 3-4 sheets of A4 paper, and a
pencil on the guest speaker’s table.
6. Guest Accompaniment: Escort the guest to the auditorium.
7. Souvenir Presentation: Assist faculty in presenting the souvenir at the seminar’s
conclusion.
8. Post-Seminar Reception: Escort the guest to the staff room for tea.
9. Departure Assistance: Accompany the guest to the parking area and express
appreciation for their visit.
10. Post-Seminar Report: Within two days, prepare and submit a one-paragraph
summary of the seminar including:
"On (date), a seminar on (topic) took place under the supervision of (faculty name). The guest
speaker was (name and designation). They shared valuable insights, including (summary of
key points)."
Send this summary in a Word file via email, with photos attached separately to
[email protected]
Opening Remarks
In the name of Allah, the Most Merciful and Beneficent.
Before we begin, may I kindly request that everyone switch off or silence their mobile
phones. Thank you.
Let’s begin by invoking the name of Allah. I would now like to invite Mr. (Name) for the
recitation of Holy Verses. (JazakAllah).

Welcome Speech
Distinguished guest speaker, respected faculty members, esteemed ladies and gentlemen,
It is my pleasure to welcome you all on behalf of the Capital University of Science and
Technology. We are deeply honored that our guest speaker, (Mr./Ms. Name), has accepted our
invitation to lead this seminar on (Topic). Our guest, (details of profession and designation),
will be sharing valuable insights with us.
Now, I invite (Mr./Ms. Name) to kindly enlighten us on the seminar topic.

Closing Remarks
Thank you, (Mr./Ms. Name), for sharing your thoughts with us. This has been an insightful
session, and I believe we have all gained a great deal today.
On behalf of my team, I extend heartfelt thanks to our guest speaker, faculty member, and the
entire organizing team whose efforts made this seminar possible.
Finally, I would like to invite our esteemed teacher, (Mr./Ms. Name), to present a souvenir to
our guest speaker and join us for a group photo.
Thank you all, and have a wonderful day.

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