[{"data":1,"prerenderedAt":1910},["ShallowReactive",2],{"top-banner-en":3,"blog-article-event-brief-en":4},{"prismicDocument":-1},{"prismicDocument":5,"relatedArticles":641,"relatedPages":1909},{"id":6,"uid":7,"url":8,"type":9,"tags":10,"first_publication_date":13,"slugs":14,"linked_documents":16,"lang":17,"data":18,"_source":637},"en_blog_article_brief-evenementiel","event-brief",null,"blog_article",[11,12],"conseil","global","2026-07-02T10:07:40+0000",[15],"creer-un-brief-evenementiel--les-etapes-et-bonnes-pratiques",[],"en-us",{"distribution":12,"article_title":19,"author_name":25,"publication_date":26,"banner_image":27,"article_content":38,"main_tag":622,"body":623},[20],{"type":21,"text":22,"spans":23,"direction":24},"heading1","Creating an event brief: steps and best practices",[],"ltr","Joy GRAND","2024-11-04T07:30:00+0000",{"dimensions":28,"alt":31,"copyright":8,"url":32,"id":33,"edit":34},{"width":29,"height":30},900,600,"event brief computer image","https://images.prismic.io/digi-www/Z0WUOa8jQArT1Tn1_Siteinternet%C3%A9v%C3%A9nementiel-Visuelarticledeblog-2-.png?auto=format,compress","Z0WUOa8jQArT1Tn1",{"x":35,"y":35,"zoom":36,"background":37},0,1,"transparent",[39,43,50,53,56,62,68,71,74,76,81,84,87,93,98,102,107,112,116,121,127,130,136,139,141,146,149,151,155,158,161,165,170,174,179,185,191,196,199,205,210,216,218,222,227,229,232,238,243,245,249,254,256,259,272,275,280,285,287,290,293,296,301,306,311,316,318,322,327,329,332,338,344,346,350,355,357,360,363,366,370,380,382,386,391,398,405,415,417,420,423,427,432,434,438,447,449,452,457,460,465,471,474,478,483,485,488,491,493,496,501,506,508,511,515,520,525,528,530,533,536,539,544,549,554,558,562,564,567,573,579,583,585,588,591,593,598,602,606,610,612,615],{"type":40,"text":41,"spans":42,"direction":24},"paragraph","Here we go: you're starting to plan your next corporate event. Attendee list, venue choice, key messages to convey, activities to plan, etc. Where do you start?",[],{"type":40,"text":44,"spans":45,"direction":24},"The answer comes down to two words: event brief.",[46],{"start":47,"end":48,"type":49},36,47,"strong",{"type":40,"text":51,"spans":52,"direction":24},"You're in the right place to start off on the right foot. Here you'll find everything you need to put together your event brief effectively, without missing a single detail, and with complete peace of mind.",[],{"type":40,"text":54,"spans":55,"direction":24},"",[],{"type":57,"text":58,"spans":59,"direction":24},"heading2","What is an event brief?",[60],{"start":35,"end":61,"type":49},23,{"type":40,"text":63,"spans":64,"direction":24},"An event brief is a very easy-to-understand document that lays out the details of organizing an event.",[65],{"start":66,"end":67,"type":49},57,101,{"type":40,"text":69,"spans":70,"direction":24},"It can be used just as well by an event agency (to present its proposal to a client) as by the event's sponsor directly (as a tool for organizing the event with the various people to involve within the company).",[],{"type":40,"text":72,"spans":73,"direction":24},"It's useful for any type of event: trade shows, seminars, team building, incentive trips, openings, project launches, business travel, corporate parties, etc.",[],{"type":40,"text":54,"spans":75,"direction":24},[],{"type":57,"text":77,"spans":78,"direction":24},"Why create a brief for your event?",[79],{"start":35,"end":80,"type":49},34,{"type":40,"text":82,"spans":83,"direction":24},"When organizing an event, nothing can be left to chance. Your guests are watching your every move, and your event brief is there to help you plan everything down to the last detail.",[],{"type":40,"text":85,"spans":86,"direction":24},"Among the goals of a good event brief, we can highlight the following: ",[],{"type":88,"text":89,"spans":90,"direction":24},"list-item","Clearly describe what's expected from the event and its objectives.",[91],{"start":35,"end":92,"type":49},32,{"type":88,"text":94,"spans":95,"direction":24},"Carefully plan each step of creating the event. Your brief makes organizing and assigning tasks easier by clarifying the steps, the resources needed, and the deadlines.",[96],{"start":35,"end":97,"type":49},46,{"type":88,"text":99,"spans":100,"direction":24},"Plan the timing to follow on the day, by detailing how the operations of your event project will unfold.",[101],{"start":35,"end":47,"type":49},{"type":88,"text":103,"spans":104,"direction":24},"Align and coordinate the different people involved (inside and outside the company) in the event. Your event brief lets you sync the expectations of all your participants and partners (clients, teams, vendors) by giving them a clear, detailed picture.",[105],{"start":35,"end":106,"type":49},51,{"type":88,"text":108,"spans":109,"direction":24},"Reduce errors. By having all the essential information in one centralized document, you avoid misunderstandings and costly mistakes, especially on important logistical details. It also makes it easier to anticipate the unexpected.",[110],{"start":35,"end":111,"type":49},13,{"type":88,"text":113,"spans":114,"direction":24},"Manage your event budget optimally. By specifying priorities and detailing the elements of your event, it's easier to control your costs and make informed financial decisions",[115],{"start":35,"end":80,"type":49},{"type":88,"text":117,"spans":118,"direction":24},"Streamline communication. Your event brief acts as a shared reference point for teams and partners, ensuring clear, regular communication throughout the project.",[119],{"start":35,"end":120,"type":49},26,{"type":40,"text":122,"spans":123,"direction":24},"What's more, if you're a project manager at an event agency and you're competing for a project, your brief becomes a sales presentation tool for the client. It will let you defend your event scenarios and share your overall vision with the client so they can make an informed choice.",[124],{"start":125,"end":126,"type":49},115,155,{"type":40,"text":128,"spans":129,"direction":24},"All good reasons to take real care with your next event brief.",[],{"type":40,"text":131,"spans":132,"direction":24},"\"A well-designed event brief is the GPS for your project: it guides you at every step, anticipates the unexpected, and aligns every stakeholder. At Digitevent, we see this tool as the key to a successful event, where every detail is under control to deliver a memorable experience.\"",[133],{"start":35,"end":134,"type":135},282,"em",{"type":40,"text":137,"spans":138,"direction":24},"Thierry Ottavy, Event Management Expert at Digitevent.",[],{"type":40,"text":54,"spans":140,"direction":24},[],{"type":57,"text":142,"spans":143,"direction":24},"9 steps to write your event brief effectively",[144],{"start":35,"end":145,"type":49},45,{"type":40,"text":147,"spans":148,"direction":24},"Take the time to go through the following nine steps to put together an event brief that's effective, complete, and easy for everyone on your project to understand.",[],{"type":40,"text":54,"spans":150,"direction":24},[],{"type":152,"text":153,"spans":154,"direction":24},"heading3","1. Introduce the company and target audience",[],{"type":40,"text":156,"spans":157,"direction":24},"Start your event brief with a full introduction to your company (or your client's, if you're an agency). Your readers need to understand exactly who your organization is, what it does, and how it does it.",[],{"type":40,"text":159,"spans":160,"direction":24},"Be sure to detail: ",[],{"type":88,"text":162,"spans":163,"direction":24},"Your company's history and mission. Briefly summarize your company's history, mission, and vision to set the general context.",[164],{"start":35,"end":80,"type":49},{"type":88,"text":166,"spans":167,"direction":24},"Its core values. Share the organization's core values (innovation, environmental responsibility, quality, etc.) so they can be built into the event design.",[168],{"start":35,"end":169,"type":49},15,{"type":88,"text":171,"spans":172,"direction":24},"The brand's voice and tone. Give some pointers on the tone your brand uses in its communications. Is it formal, friendly, disruptive?",[173],{"start":35,"end":120,"type":49},{"type":88,"text":175,"spans":176,"direction":24},"The products to highlight, if you're organizing an event related to one or more of the company's products (a launch or presentation).",[177],{"start":35,"end":178,"type":49},25,{"type":40,"text":180,"spans":181,"direction":24},"Now you can move on to your target audience. Take care describing the demographic details of your guests: age, occupation, place of residence, particular interests, etc. But above all, don't hesitate to go into the details of their needs and expectations. What kind of experience is your target audience looking for? Spell out their preferences when it comes to content, format, or communication channels.",[182],{"start":183,"end":184,"type":49},211,254,{"type":40,"text":186,"spans":187,"direction":24},"The extra Digitevent tip ",[188,190],{"start":35,"end":189,"type":49},24,{"start":35,"end":178,"type":135},{"type":40,"text":192,"spans":193,"direction":24},"Include your past event experience in your event brief. Share a few examples of successful events, explaining what worked well. Also mention any challenges or adjustments you'd like to see, to avoid repeating past mistakes and to point toward improvements.\n",[194],{"start":35,"end":195,"type":135},256,{"type":152,"text":197,"spans":198,"direction":24},"2. Define your event's objectives",[],{"type":40,"text":200,"spans":201,"direction":24},"Next, tackle the \"Why?\" section of your event brief. Your readers need to understand why you're running this event, through specific objectives tied to it: boosting awareness, training, networking, bringing employees together, customer loyalty, etc.\n",[202],{"start":203,"end":204,"type":49},123,154,{"type":40,"text":206,"spans":207,"direction":24},"Also spell out the main, central message to communicate during your event. For example, you might want to highlight your company's technological innovation, or its closeness to customers.\n",[208],{"start":169,"end":209,"type":49},56,{"type":40,"text":211,"spans":212,"direction":24},"Finally, include in this section how you plan to measure the success of your event. To do this, define your performance indicators: number of attendees, satisfaction rate, ROI, etc.",[213],{"start":214,"end":215,"type":49},49,82,{"type":40,"text":54,"spans":217,"direction":24},[],{"type":40,"text":186,"spans":219,"direction":24},[220,221],{"start":35,"end":178,"type":49},{"start":35,"end":178,"type":135},{"type":40,"text":223,"spans":224,"direction":24},"If your event has several objectives, rank them. The idea: set a priority order for your different objectives, based on which ones bring the most value to your company or the department involved in the event. To do this, reach out to the different departments your event will affect (HR for internal events, sales and marketing for external events, etc.) and gather their needs. This will let you set stronger event priorities, and in turn build an event from a brief that's oriented around ROI.",[225],{"start":35,"end":226,"type":135},495,{"type":40,"text":54,"spans":228,"direction":24},[],{"type":152,"text":230,"spans":231,"direction":24},"3. Detail your event's concept and theme",[],{"type":40,"text":233,"spans":234,"direction":24},"Now it's time to dig into the creative ideas you have for your event. First, simply describe its central theme : is it one of your values? A new product you want to unveil in style? A new achievement to celebrate with your employees?",[235],{"start":236,"end":237,"type":49},93,111,{"type":40,"text":239,"spans":240,"direction":24},"Then describe the experience you want for your event. What messages and emotions do you want to convey? Specify the atmosphere, staging, style, and creative angle.",[241],{"start":111,"end":242,"type":49},52,{"type":40,"text":54,"spans":244,"direction":24},[],{"type":40,"text":186,"spans":246,"direction":24},[247,248],{"start":35,"end":178,"type":49},{"start":35,"end":178,"type":135},{"type":40,"text":250,"spans":251,"direction":24},"At this stage of your event brief, think storytelling. The most captivating events are the ones that inspire attendees, to strengthen their engagement. So play on strong themes (like \"the pursuit of excellence\" or \"looking ahead to the future\"), or simply on a problem facing your audience that your event will help solve. Picture your attendees as the main characters in a great story you need to tell over the course of the event.",[252],{"start":35,"end":253,"type":135},432,{"type":40,"text":54,"spans":255,"direction":24},[],{"type":152,"text":257,"spans":258,"direction":24},"4. Set your estimated budget",[],{"type":40,"text":260,"spans":261,"direction":24},"Every good brief includes a projected event budget. So lay out your financial resources, with an overall budget envelope, along with a breakdown into subcategories: venue, catering, decoration, communications, etc. ",[262,270],{"start":263,"end":264,"type":265,"data":266},38,50,"hyperlink",{"link_type":267,"url":268,"target":269},"Web","https://www.spendesk.com/fr/blog/budget-evenement/","_blank",{"start":236,"end":271,"type":49},120,{"type":40,"text":273,"spans":274,"direction":24},"For an effective estimated budget, list all the essential line items (venue rental, catering, technical equipment, entertainment, communications, transport, accommodation, etc.). Then rank each line item by priority based on your event objectives. This ranking lets you adjust as needed, and keep in mind the items likely to fluctuate, like catering, if your number of attendees changes.",[],{"type":40,"text":276,"spans":277,"direction":24},"\nThe extra Digitevent tip ",[278,279],{"start":36,"end":120,"type":49},{"start":36,"end":120,"type":135},{"type":40,"text":281,"spans":282,"direction":24},"Don't forget to set an emergency budget, an amount set aside for the unexpected. It's generally recommended to devote 10 to 15% of your budget to these event emergencies (which aren't rare!).",[283],{"start":35,"end":284,"type":135},191,{"type":40,"text":54,"spans":286,"direction":24},[],{"type":152,"text":288,"spans":289,"direction":24},"5. Choose your event's venue and dates",[],{"type":40,"text":291,"spans":292,"direction":24},"At this stage, it's time to draw up a set of specifications for the venue where the event will take place.",[],{"type":40,"text":294,"spans":295,"direction":24},"In it, be sure to describe: ",[],{"type":88,"text":297,"spans":298,"direction":24},"The capacity of the venue you're looking for, based on the expected number of guests. If it's a remote event, indicate the capacity needed from your video conferencing software.",[299],{"start":35,"end":300,"type":49},12,{"type":88,"text":302,"spans":303,"direction":24},"The event's accessibility, in terms of location.",[304],{"start":35,"end":305,"type":49},48,{"type":88,"text":307,"spans":308,"direction":24},"The types of equipment needed: is it a seated event? A sit-down meal? Standing?",[309],{"start":35,"end":310,"type":49},79,{"type":40,"text":312,"spans":313,"direction":24},"Then specify the date and times your event will take place, taking into account your target audience's availability and any competing events.",[314],{"start":111,"end":315,"type":49},31,{"type":40,"text":54,"spans":317,"direction":24},[],{"type":40,"text":186,"spans":319,"direction":24},[320,321],{"start":35,"end":178,"type":49},{"start":35,"end":178,"type":135},{"type":40,"text":323,"spans":324,"direction":24},"With corporate social responsibility (CSR) more than ever at the heart of companies' concerns, don't forget to specify at this stage whether you want your event to take place at a CSR-certified venue, or as close as possible to your audience to limit their travel (and therefore your event's carbon footprint).",[325],{"start":35,"end":326,"type":135},310,{"type":40,"text":54,"spans":328,"direction":24},[],{"type":152,"text":330,"spans":331,"direction":24},"6. Build your event's program and schedule",[],{"type":40,"text":333,"spans":334,"direction":24},"What will your guests do during your event? That's what this part of your event brief needs to answer. Make a list of the activities you'll offer them and, if possible, plan out the general schedule (sessions, breaks, entertainment).",[335],{"start":336,"end":337,"type":49},108,133,{"type":40,"text":339,"spans":340,"direction":24},"Also detail here the speakers to include in the program. If possible, indicate their speaking times and the type of activities they'll be handling (talks, workshops, panel discussions).",[341],{"start":342,"end":343,"type":49},16,55,{"type":40,"text":54,"spans":345,"direction":24},[],{"type":40,"text":186,"spans":347,"direction":24},[348,349],{"start":35,"end":178,"type":49},{"start":35,"end":178,"type":135},{"type":40,"text":351,"spans":352,"direction":24},"If you don't yet have a clear idea for how your event should unfold, start from a common thread that will guide it. This could be the presentation of your new product, for example, or networking between attendees. Then organize your various activity ideas around that thread. To be impactful and memorable, your event should be structured around key moments, starting with a captivating opening and ending on an inspiring close.",[353],{"start":35,"end":354,"type":135},428,{"type":40,"text":54,"spans":356,"direction":24},[],{"type":152,"text":358,"spans":359,"direction":24},"7. Describe your logistics and technical needs",[],{"type":40,"text":361,"spans":362,"direction":24},"This is the time to get into the technical details of your event brief. Take the time to list them one by one, to keep your event organization tight.",[],{"type":40,"text":364,"spans":365,"direction":24},"Be sure to include in your event brief: ",[],{"type":88,"text":367,"spans":368,"direction":24},"The equipment you'll need. Draw up a list of the equipment required, in terms of sound, lighting, and projection. ",[369],{"start":35,"end":178,"type":49},{"type":88,"text":371,"spans":372,"direction":24},"The infrastructure you need. Identify specific requirements, such as a solid internet connection, exhibition spaces, accessibility for people with reduced mobility, waste-sorting facilities for a zero-waste event, or the use of sustainable materials for your event furniture.",[373,375],{"start":35,"end":374,"type":49},27,{"start":376,"end":377,"type":265,"data":378},196,212,{"link_type":267,"url":379,"target":269},"https://www.zerowastefrance.org/projet/evenementiel-zero-dechet/",{"type":40,"text":54,"spans":381,"direction":24},[],{"type":40,"text":186,"spans":383,"direction":24},[384,385],{"start":35,"end":178,"type":49},{"start":35,"end":178,"type":135},{"type":40,"text":387,"spans":388,"direction":24},"In this part of your brief, plan out the security measures to put in place for your event. ",[389],{"start":35,"end":390,"type":135},91,{"type":88,"text":392,"spans":393,"direction":24},"For an in-person event, think about evacuation plans, event monitoring, access control, and crowd management.",[394,396],{"start":35,"end":395,"type":49},22,{"start":35,"end":397,"type":135},109,{"type":88,"text":399,"spans":400,"direction":24},"For a remote event, state your expectations around personal data management and GDPR.",[401,403],{"start":35,"end":402,"type":49},18,{"start":35,"end":404,"type":135},85,{"type":40,"text":406,"spans":407,"direction":24},"And to secure entry to your event, what better than an event management platform like Digitevent? Our software offers simplified guest check-in, all accessible on mobile and tablet, much to the delight of your reception staff.",[408,413],{"start":409,"end":410,"type":265,"data":411},86,96,{"link_type":267,"url":412,"target":269},"https://www.digitevent.com/en/feature/checkin-guestlist-event-app-control-register-participants",{"start":35,"end":414,"type":135},226,{"type":40,"text":54,"spans":416,"direction":24},[],{"type":152,"text":418,"spans":419,"direction":24},"8. Define your communication and promotion strategy",[],{"type":40,"text":421,"spans":422,"direction":24},"It's time to define the communication plan around your event, which will help boost its visibility. Choose the channels that will effectively reach your audience, based on where they get their information: social media, email, press, etc.",[],{"type":40,"text":424,"spans":425,"direction":24},"Also plan out a promotional calendar, detailing your action plan before, during, and after the event to maximize its visibility.",[426],{"start":111,"end":47,"type":49},{"type":40,"text":428,"spans":429,"direction":24},"Finally, also specify how you plan to manage registrations and invitations. Even at this stage of the event brief, you can choose an online registration platform. Also plan for reminders and confirmations for registrants.",[430],{"start":263,"end":431,"type":49},74,{"type":40,"text":54,"spans":433,"direction":24},[],{"type":40,"text":186,"spans":435,"direction":24},[436,437],{"start":35,"end":178,"type":49},{"start":35,"end":178,"type":135},{"type":40,"text":439,"spans":440,"direction":24},"With Digitevent, easily manage your guest list on an intuitive, user-friendly platform. Automate your reminders to cut down on no-shows and engage your attendees ahead of the event.",[441,445],{"start":442,"end":169,"type":265,"data":443},5,{"link_type":267,"url":444,"target":269},"https://www.digitevent.com/en/feature/event-registration-forms",{"start":35,"end":446,"type":135},181,{"type":40,"text":54,"spans":448,"direction":24},[],{"type":152,"text":450,"spans":451,"direction":24},"9. Plan KPIs for post-event evaluation",[],{"type":40,"text":453,"spans":454,"direction":24},"The last step of your event brief, and not the least important: preparing how you'll measure your event's performance. This should be based on the event objectives you set out in step two.",[455],{"start":431,"end":456,"type":49},117,{"type":40,"text":458,"spans":459,"direction":24},"Be sure to include: ",[],{"type":88,"text":461,"spans":462,"direction":24},"Satisfaction surveys, to gather attendee feedback after the event.",[463],{"start":35,"end":464,"type":49},21,{"type":88,"text":466,"spans":467,"direction":24},"Performance indicators to track to measure the event's impact and success: number of attendees, engagement, feedback...",[468,469],{"start":35,"end":395,"type":49},{"start":336,"end":470,"type":135},116,{"type":40,"text":472,"spans":473,"direction":24},"To do this, don't hesitate to rely on an event management platform that gives you access to complete dashboards. There, you'll be able to view all the KPIs tied to your event, such as registrations, peak attendance times, guest engagement, or your participation rate.\n",[],{"type":40,"text":186,"spans":475,"direction":24},[476,477],{"start":35,"end":178,"type":49},{"start":35,"end":178,"type":135},{"type":40,"text":479,"spans":480,"direction":24},"Is CSR central to your communications? Build it into your post-event evaluation. For example, state in your brief that you want to measure your event's environmental impact using a carbon footprint calculator.",[481],{"start":35,"end":482,"type":135},209,{"type":40,"text":54,"spans":484,"direction":24},[],{"type":57,"text":486,"spans":487,"direction":24},"Extra tips for a successful event brief ",[],{"type":40,"text":489,"spans":490,"direction":24},"Don't leave without reading these key tips, which will help you put together a well-honed event brief, and in turn organize a quality event.",[],{"type":40,"text":54,"spans":492,"direction":24},[],{"type":152,"text":494,"spans":495,"direction":24},"Involve all stakeholders before creating the brief",[],{"type":40,"text":497,"spans":498,"direction":24},"Alone, you go faster. Together, you go further. Gather input from all your event's stakeholders. Talk with some of your clients, suppliers, and partners to fold their expectations into your event brief. This builds buy-in and reduces adjustments later on.",[499],{"start":305,"end":500,"type":49},95,{"type":40,"text":502,"spans":503,"direction":24},"Also clarify everyone's responsibilities in organizing the event. State who's responsible for each aspect. This cuts down on confusion and encourages accountability.",[504],{"start":111,"end":505,"type":49},40,{"type":40,"text":54,"spans":507,"direction":24},[],{"type":152,"text":509,"spans":510,"direction":24},"Co-build your event brief between sponsor and organizer",[],{"type":40,"text":512,"spans":513,"direction":24},"Best practice: create a collaborative event brief, where each stakeholder can include their needs and expectations.",[514],{"start":464,"end":214,"type":49},{"type":88,"text":516,"spans":517,"direction":24},"On one hand, the event sponsor (the client for an agency, or the internal client for an event organizer working directly for the advertiser) includes the criteria and requirements expected for the event, along with their specific concerns.",[518],{"start":300,"end":519,"type":49},30,{"type":88,"text":521,"spans":522,"direction":24},"On the other hand, the organizer (the event agency or the internal organizer) includes the information needed for the event project to run smoothly, along with their expertise in event communication.",[523],{"start":524,"end":92,"type":49},19,{"type":40,"text":526,"spans":527,"direction":24},"This way, your event brief is truly complete.",[],{"type":40,"text":54,"spans":529,"direction":24},[],{"type":152,"text":531,"spans":532,"direction":24},"Check that your event brief covers the 5W method",[],{"type":40,"text":534,"spans":535,"direction":24},"The 5W method is useful for making sure your event brief answers all the key questions needed to organize it.",[],{"type":40,"text":537,"spans":538,"direction":24},"Use it as a checklist to confirm you've included the following in your brief: ",[],{"type":88,"text":540,"spans":541,"direction":24},"The \"What\", meaning your event's format",[542],{"start":35,"end":543,"type":49},10,{"type":88,"text":545,"spans":546,"direction":24},"The \"Why\", meaning your event's objectives, and the issues it needs to address",[547],{"start":35,"end":548,"type":49},9,{"type":88,"text":550,"spans":551,"direction":24},"The \"Where\", meaning your event's location",[552],{"start":35,"end":553,"type":49},11,{"type":88,"text":555,"spans":556,"direction":24},"The \"When\", meaning your event's dates and times",[557],{"start":35,"end":543,"type":49},{"type":88,"text":559,"spans":560,"direction":24},"The \"Who\", meaning your event's target audience ",[561],{"start":35,"end":548,"type":49},{"type":40,"text":54,"spans":563,"direction":24},[],{"type":152,"text":565,"spans":566,"direction":24},"Use a simple format",[],{"type":40,"text":568,"spans":569,"direction":24},"The simpler your event brief is, the easier it will be for all your stakeholders to understand, and the more effective it will be. So stick to the essentials. Be direct in your descriptions. Use simple sentences and limit technical jargon to avoid misunderstandings.",[570],{"start":571,"end":572,"type":49},131,157,{"type":40,"text":574,"spans":575,"direction":24},"Also, organize your brief into sections. Structure your document into clear headings to make it easier to read, each one matching the 9 steps described in this article.",[576],{"start":577,"end":578,"type":49},6,39,{"type":40,"text":580,"spans":581,"direction":24},"Finally, simplify the language you use. Write in an accessible style so that everyone involved clearly understands your expectations and ideas.",[582],{"start":548,"end":263,"type":49},{"type":40,"text":54,"spans":584,"direction":24},[],{"type":152,"text":586,"spans":587,"direction":24},"Use visuals to make your brief easier to understand",[],{"type":40,"text":589,"spans":590,"direction":24},"What better way to make a document easier to understand than visuals? Include some in your event brief: they'll help your readers clearly grasp what you expect.",[],{"type":40,"text":458,"spans":592,"direction":24},[],{"type":88,"text":594,"spans":595,"direction":24},"Moodboards and reference images (photos or sketches) to illustrate the desired theme and visual atmosphere",[596,597],{"start":35,"end":543,"type":135},{"start":35,"end":315,"type":49},{"type":88,"text":599,"spans":600,"direction":24},"Tables for listing your budget or logistics information",[601],{"start":35,"end":577,"type":49},{"type":88,"text":603,"spans":604,"direction":24},"Gantt charts to illustrate deadlines ",[605],{"start":35,"end":300,"type":49},{"type":88,"text":607,"spans":608,"direction":24},"Org charts to introduce your team members",[609],{"start":35,"end":553,"type":49},{"type":40,"text":54,"spans":611,"direction":24},[],{"type":40,"text":613,"spans":614,"direction":24},"And don't forget that managing an event means thinking through a multitude of details, each as important as the next in the overall experience your attendees have. So use a complete event management platform that simplifies your life from start to finish.",[],{"type":40,"text":616,"spans":617,"direction":24},"\nDiscover Digitevent, the event software that lets you expertly manage all your corporate events, from invitations to attendee engagement on the day.",[618],{"start":36,"end":619,"type":265,"data":620},20,{"link_type":267,"url":621,"target":269},"https://www.digitevent.com/fr","news",[624],{"primary":625,"items":633,"id":635,"slice_type":636,"slice_label":8},{"seo_title":626,"seo_meta_descriptions":629},[627],{"type":40,"text":22,"spans":628,"direction":24},[],[630],{"type":40,"text":631,"spans":632,"direction":24},"Everything you need to build an effective event brief, without missing a single detail, for tightly run event planning",[],[634],{},"seo$c9b721c0-ebf2-4ddb-a95e-63360520a690","seo",{"id":638,"lang":639,"type":9,"uid":640},"akYmRhIAACoAyt9G","fr-fr","brief-evenementiel",[642,1092,1732],{"id":643,"uid":644,"url":8,"type":9,"tags":645,"first_publication_date":646,"slugs":647,"linked_documents":649,"lang":17,"data":650,"_source":1089},"en_blog_article_cahier-des-charges-evenement","event-requirements-document",[11,12],"2026-07-02T10:07:53+0000",[648],"comment-concevoir-le-cahier-des-charges-de-votre-evenement-",[],{"distribution":12,"article_title":651,"author_name":25,"publication_date":655,"banner_image":656,"article_content":662,"main_tag":622,"body":1077},[652],{"type":21,"text":653,"spans":654,"direction":24},"How to write your event specifications document?",[],"2025-04-08T06:29:00+0000",{"dimensions":657,"alt":658,"copyright":8,"url":659,"id":660,"edit":661},{"width":29,"height":30},"Spiral notebook showing an event specifications document structured into 14 sections: objectives, target audience, concept, venue, program, budget, logistics, communication, and evaluation.","https://images.prismic.io/digi-www/ajKuSI1P9HI4UoJi_ChatGPT-Image-17-juin-2026_-16_24_09-1.webp?auto=format,compress","ajKuSI1P9HI4UoJi",{"x":35,"y":35,"zoom":36,"background":37},[663,666,670,673,675,678,680,683,688,690,693,695,698,701,706,709,712,715,718,720,725,727,730,733,736,739,741,745,747,754,756,761,765,767,770,773,776,779,782,787,791,795,797,800,803,808,813,815,818,823,826,828,831,834,837,841,845,849,853,855,858,860,863,866,872,878,880,883,886,891,897,899,902,905,908,915,919,921,924,927,932,934,937,942,947,949,952,955,957,960,964,970,973,978,980,983,986,990,993,996,998,1001,1004,1006,1009,1013,1015,1018,1021,1023,1026,1031,1033,1036,1041,1043,1046,1049,1058,1060,1063,1068,1070],{"type":40,"text":664,"spans":665,"direction":24},"You have a clear vision for your event, but how do you convey it to your vendors and teams? Without a structured document, misunderstandings pile up and the risk of mistakes increases sharply. ",[],{"type":40,"text":667,"spans":668,"direction":24},"Your event specifications document is your compass: it turns an idea into a concrete action plan. ",[669],{"start":35,"end":264,"type":49},{"type":40,"text":671,"spans":672,"direction":24},"Follow this guide to learn how to write a precise, optimized specifications document, guaranteeing a smooth event with no bad surprises.",[],{"type":40,"text":54,"spans":674,"direction":24},[],{"type":57,"text":676,"spans":677,"direction":24},"What is an event specifications document?",[],{"type":40,"text":54,"spans":679,"direction":24},[],{"type":152,"text":681,"spans":682,"direction":24},"A simple definition of the event specifications document",[],{"type":40,"text":684,"spans":685,"direction":24},"An event specifications document is a structuring document that lists all the technical, logistical, and organizational needs of an event.",[686],{"start":47,"end":687,"type":49},126,{"type":40,"text":54,"spans":689,"direction":24},[],{"type":40,"text":691,"spans":692,"direction":24},"Why is it essential? Because it helps structure needs and specifications, frame the budget, and ensure all stakeholders are aligned. It then serves as a reference for vendors and internal teams, particularly as part of an event RFP.",[],{"type":40,"text":54,"spans":694,"direction":24},[],{"type":152,"text":696,"spans":697,"direction":24},"The difference between a specifications document and an event brief",[],{"type":40,"text":699,"spans":700,"direction":24},"Defining a specifications document and writing an event brief don't serve exactly the same purpose.",[],{"type":40,"text":702,"spans":703,"direction":24},"The event brief is a more concise document than the specifications document. It gives a global view of the project (objectives, concept, key message).  It's often used at the start of a collaboration with an agency or vendor.\n",[704],{"start":409,"end":705,"type":49},114,{"type":40,"text":707,"spans":708,"direction":24},"It's used to: ",[],{"type":88,"text":710,"spans":711,"direction":24},"Guide an agency or vendor without going into every last detail.",[],{"type":88,"text":713,"spans":714,"direction":24},"Give direction to an agency that has free rein to propose a creative concept.",[],{"type":88,"text":716,"spans":717,"direction":24},"For simpler or recurring events, where a base already exists - for example, a company party, where the only goal is to create a fun, memorable moment without too many constraints.",[],{"type":40,"text":54,"spans":719,"direction":24},[],{"type":40,"text":721,"spans":722,"direction":24},"The specifications document, on the other hand, is operational and detailed: it frames the resources, logistics, and technical constraints. It serves as a working basis for vendors and agencies so they can propose a suitable response.",[723],{"start":106,"end":724,"type":49},75,{"type":40,"text":54,"spans":726,"direction":24},[],{"type":40,"text":728,"spans":729,"direction":24},"Use it: ",[],{"type":88,"text":731,"spans":732,"direction":24},"When preparing a complex event (conference, trade show, seminar, team building) requiring several vendors.",[],{"type":88,"text":734,"spans":735,"direction":24},"When you have a clear vision of the event and want to receive detailed quotes.",[],{"type":88,"text":737,"spans":738,"direction":24},"For a consultation or RFP with several event agencies.",[],{"type":40,"text":54,"spans":740,"direction":24},[],{"type":40,"text":742,"spans":743,"direction":24},"For example, where a brief states: “We want to organize a conference for 500 people to promote our new software solution”, a specifications document details the venue, the budget, the schedule, and the needs in ticketing, check-in, and an attendee mobile app, etc.",[744],{"start":47,"end":271,"type":135},{"type":40,"text":54,"spans":746,"direction":24},[],{"type":40,"text":748,"spans":749,"direction":24},"To dig deeper into the topic of the event brief, click here.",[750],{"start":35,"end":751,"type":265,"data":752},59,{"link_type":267,"url":753,"target":269},"https://www.digitevent.com/en/blog/event-brief",{"type":40,"text":54,"spans":755,"direction":24},[],{"type":40,"text":757,"spans":758,"direction":24},"“To put together an effective brief, everything comes down to thoroughness: you need to give your contact a precise understanding of the event you're picturing. It's better to add too many details than too few - that's how you'll get proposals that match your expectations, especially during RFPs. At Digitevent, we make sure to cover these expectations across many parts of your brief: event marketing, registration, access control, and attendee engagement. All on a single platform: keep that in mind!”",[759],{"start":35,"end":760,"type":135},504,{"type":40,"text":762,"spans":763,"direction":24},"- Lucas Bohème - Key Accounts Manager at Digitevent",[764],{"start":35,"end":106,"type":49},{"type":40,"text":54,"spans":766,"direction":24},[],{"type":57,"text":768,"spans":769,"direction":24},"The essential elements of an event brief",[],{"type":40,"text":771,"spans":772,"direction":24},"Writing your event brief requires close attention to every detail - otherwise, your project will be less well structured. Take note of all the essential elements to include here.",[],{"type":152,"text":774,"spans":775,"direction":24},"General information",[],{"type":40,"text":777,"spans":778,"direction":24},"First, highlight the event's various stakeholders: advertiser, project manager, event agency, vendors, internal team, sponsors. ",[],{"type":40,"text":780,"spans":781,"direction":24},"Also describe here: ",[],{"type":88,"text":783,"spans":784,"direction":24},"The type of event: is it a conference? A seminar? A trade show? A product launch?",[785],{"start":35,"end":786,"type":49},17,{"type":88,"text":788,"spans":789,"direction":24},"The event's objectives: do you want to generate brand visibility? Encourage networking among attendees? Boost company sales? Run training for your teams?",[790],{"start":35,"end":395,"type":49},{"type":88,"text":792,"spans":793,"direction":24},"The target audience: describe your audience, and specify exactly how many attendees to expect.",[794],{"start":35,"end":524,"type":49},{"type":40,"text":54,"spans":796,"direction":24},[],{"type":152,"text":798,"spans":799,"direction":24},"Key messages",[],{"type":40,"text":801,"spans":802,"direction":24},"In this second section, the goal is to formalize the message you want to convey during your event.",[],{"type":40,"text":804,"spans":805,"direction":24},"Start by describing the event's theme. Is it related to your products or services? Does it support the company's values or mission?",[806],{"start":548,"end":807,"type":49},37,{"type":40,"text":809,"spans":810,"direction":24},"Also go into detail about the experience you want for attendees. What atmosphere do you want your event to convey? Do you have any requests regarding staging or style?",[811],{"start":120,"end":812,"type":49},63,{"type":40,"text":54,"spans":814,"direction":24},[],{"type":152,"text":816,"spans":817,"direction":24},"Budget",[],{"type":40,"text":819,"spans":820,"direction":24},"Here, the goal is to give your overall budget constraint, then break the budget down into different spending categories. Allocate your financial resources across venue rental, equipment, catering, communication, accommodation, transport, entertainment, etc.",[821],{"start":120,"end":822,"type":49},119,{"type":40,"text":824,"spans":825,"direction":24},"Don't hesitate to rank these spending categories by priority based on your objectives. This will help your vendor have enough flexibility to align with both your budget and your objectives. ",[],{"type":40,"text":54,"spans":827,"direction":24},[],{"type":152,"text":829,"spans":830,"direction":24},"Logistics and technical requirements",[],{"type":40,"text":832,"spans":833,"direction":24},"This is where you get into the functional part of your brief.",[],{"type":40,"text":835,"spans":836,"direction":24},"On the logistics side, describe your event's constraints. These may relate to: ",[],{"type":88,"text":838,"spans":839,"direction":24},"Accessibility of the venue (particularly in terms of access for people with reduced mobility)",[840],{"start":35,"end":111,"type":49},{"type":88,"text":842,"spans":843,"direction":24},"Accommodation",[844],{"start":35,"end":111,"type":49},{"type":88,"text":846,"spans":847,"direction":24},"Transport",[848],{"start":35,"end":548,"type":49},{"type":88,"text":850,"spans":851,"direction":24},"Facilities ",[852],{"start":35,"end":543,"type":49},{"type":40,"text":54,"spans":854,"direction":24},[],{"type":40,"text":856,"spans":857,"direction":24},"Also include your equipment constraints here. Highlight your needs in terms of sound, lighting, projection, video recording, internet connection, etc.",[],{"type":40,"text":54,"spans":859,"direction":24},[],{"type":152,"text":861,"spans":862,"direction":24},"Program and schedule",[],{"type":40,"text":864,"spans":865,"direction":24},"Now it's time to describe how you envision your event unfolding.",[],{"type":40,"text":867,"spans":868,"direction":24},"Detail the agenda you want for your event. Specify the dates and times to plan for, as well as the talks and activities you want to include. Also describe the type of speakers and activities to plan.",[869],{"start":870,"end":871,"type":49},7,41,{"type":40,"text":873,"spans":874,"direction":24},"If you need an event website built or an attendee app to communicate the program and manage registrations, mention it here as well.",[875],{"start":300,"end":80,"type":265,"data":876},{"link_type":267,"url":877,"target":269},"https://www.digitevent.com/en/blog/event-website-without-designer",{"type":40,"text":54,"spans":879,"direction":24},[],{"type":152,"text":881,"spans":882,"direction":24},"Registration and guest management",[],{"type":40,"text":884,"spans":885,"direction":24},"In this section, specify exactly how you plan to manage invitations to your event.",[],{"type":40,"text":887,"spans":888,"direction":24},"Mention your needs in terms of registration methods and ticketing. Don't forget to mention whether you want to use specific technologies, such as an online registration platform to automate guest management, or a quick check-in system on the day to streamline arrival and avoid queues.",[889],{"start":315,"end":890,"type":49},65,{"type":40,"text":892,"spans":893,"direction":24},"Best practice? Plan to use an event management solution like Digitevent, which lets you manage your invitations online, set up a registration platform, and securely control access to your events.",[894],{"start":374,"end":895,"type":265,"data":896},71,{"link_type":267,"url":621,"target":269},{"type":40,"text":54,"spans":898,"direction":24},[],{"type":152,"text":900,"spans":901,"direction":24},"Communication and marketing",[],{"type":40,"text":903,"spans":904,"direction":24},"Now it's time for the part of your event brief covering your communication plan.\n",[],{"type":40,"text":906,"spans":907,"direction":24},"Define here: ",[],{"type":88,"text":909,"spans":910,"direction":24},"The expected event promotional materials: event website, social media, email, print formats, etc.",[911,912],{"start":35,"end":505,"type":49},{"start":913,"end":914,"type":135},78,83,{"type":88,"text":916,"spans":917,"direction":24},"The strategic need to attract and engage attendees. Note in particular, if needed, that you'll require an event app to boost attendee engagement.",[918],{"start":35,"end":264,"type":49},{"type":40,"text":54,"spans":920,"direction":24},[],{"type":152,"text":922,"spans":923,"direction":24},"Security and compliance",[],{"type":40,"text":925,"spans":926,"direction":24},"Remember to include a section on security in your event brief.",[],{"type":40,"text":928,"spans":929,"direction":24},"Include the creation of emergency plans, security measures, and insurance coverage. Also highlight the need to properly manage attendee access, as well as event badge control.",[930],{"start":271,"end":931,"type":49},142,{"type":40,"text":54,"spans":933,"direction":24},[],{"type":152,"text":935,"spans":936,"direction":24},"Measuring performance",[],{"type":40,"text":938,"spans":939,"direction":24},"The last part of your brief involves detailing the KPIs that will help assess the event's effectiveness, such as the number of attendees, engagement, feedback rate, etc. Also plan here to run satisfaction surveys to gather qualitative feedback.",[940],{"start":48,"end":941,"type":49},103,{"type":40,"text":943,"spans":944,"direction":24},"Here again, an event management platform like Digitevent gives you access to detailed dashboards, and lets you easily collect the results of your satisfaction surveys. Keep that in mind!",[945],{"start":300,"end":209,"type":265,"data":946},{"link_type":267,"url":621,"target":269},{"type":40,"text":54,"spans":948,"direction":24},[],{"type":57,"text":950,"spans":951,"direction":24},"How to write an effective event brief?",[],{"type":40,"text":953,"spans":954,"direction":24},"You now know how to put together a well-structured event brief. Here's how to proceed, in terms of the steps to follow and the tools to use.",[],{"type":40,"text":54,"spans":956,"direction":24},[],{"type":152,"text":958,"spans":959,"direction":24},"The key steps ",[],{"type":40,"text":961,"spans":962,"direction":24},"First, gather the needs of your various stakeholders. List all these stakeholders - both internal (management, marketing, sales, logistics, etc.) and external (vendors, partners, and sponsors). Then organize meetings or individual interviews to gather their expectations regarding event objectives, key messages to convey, and budget or logistical requirements.",[963],{"start":870,"end":242,"type":49},{"type":40,"text":965,"spans":966,"direction":24},"Second, define the objectives and priorities of your event project. To do this, gather all your event's objectives, and prioritize them if needed. ",[967],{"start":968,"end":969,"type":49},8,66,{"type":40,"text":971,"spans":972,"direction":24},"To properly set your priorities, rank your objectives based on which ones bring the most value to your company or the department involved in the event. This lets you then indicate in the brief the essential elements that absolutely must be included in organizing the event, those that are important, and those that are optional.",[],{"type":40,"text":974,"spans":975,"direction":24},"Finally, move on to drafting and validating the detailed event brief with your vendors. Structure the brief clearly (you can draw inspiration from the structure described above). Validating your brief internally, before sending it to vendors, is crucial to ensure flawless alignment afterward.",[976],{"start":619,"end":977,"type":49},69,{"type":40,"text":54,"spans":979,"direction":24},[],{"type":152,"text":981,"spans":982,"direction":24},"The tools to use",[],{"type":40,"text":984,"spans":985,"direction":24},"To define your event brief, you can use a pre-filled template and customize it based on the elements you want it to include.",[],{"type":40,"text":987,"spans":988,"direction":24},"Also make sure to centralize all supporting documents on a document management tool (Drive) that will be made available to your potential vendors.",[989],{"start":402,"end":914,"type":49},{"type":40,"text":991,"spans":992,"direction":24},"If you're creating your event brief as part of an RFP, also create a document to score the various applications based on the requirements and constraints. ",[],{"type":40,"text":994,"spans":995,"direction":24},"This type of document is often an Excel spreadsheet listing each point mentioned in the brief. Each response provided by participants is then given a score, so potential vendors can be compared and an informed choice made.",[],{"type":40,"text":54,"spans":997,"direction":24},[],{"type":57,"text":999,"spans":1000,"direction":24},"6 mistakes to avoid in your event brief",[],{"type":40,"text":1002,"spans":1003,"direction":24},"Don't stop there: take the time to avoid the following six mistakes, for a flawless event brief!",[],{"type":40,"text":54,"spans":1005,"direction":24},[],{"type":152,"text":1007,"spans":1008,"direction":24},"Not going into enough detail",[],{"type":40,"text":1010,"spans":1011,"direction":24},"A brief that's too vague or poorly structured can confuse vendors and teams. So write a structured, detailed, and explicit document, with well-defined sections and specific figures.",[1012],{"start":409,"end":571,"type":49},{"type":40,"text":54,"spans":1014,"direction":24},[],{"type":152,"text":1016,"spans":1017,"direction":24},"Neglecting budget constraints ",[],{"type":40,"text":1019,"spans":1020,"direction":24},"If you don't provide a prioritized budget breakdown, your vendor or project manager may miss one of your key objectives! Define an overall budget and a detailed budget by category (venue rental, catering, equipment, communication, etc.). ",[],{"type":40,"text":54,"spans":1022,"direction":24},[],{"type":152,"text":1024,"spans":1025,"direction":24},"Forgetting to clearly identify stakeholders",[],{"type":40,"text":1027,"spans":1028,"direction":24},"Not stating who is responsible for what can cause misunderstandings and delays. In the first part of your event brief, define a specific role for each stakeholder: event agency, vendors, internal team, sponsors, etc.",[1029],{"start":687,"end":1030,"type":49},162,{"type":40,"text":54,"spans":1032,"direction":24},[],{"type":152,"text":1034,"spans":1035,"direction":24},"Not including a precise schedule",[],{"type":40,"text":1037,"spans":1038,"direction":24},"The lack of key dates can throw your whole project into disarray. So include a detailed reverse timeline for your event, with deadlines for each task: choosing the venue, sending invitations, technical tests, etc.",[1039],{"start":1040,"end":822,"type":49},77,{"type":40,"text":54,"spans":1042,"direction":24},[],{"type":152,"text":1044,"spans":1045,"direction":24},"Neglecting the attendee experience",[],{"type":40,"text":1047,"spans":1048,"direction":24},"A poorly organized event can frustrate attendees. If they lack information, have inadequate signage, or face a confusing program, your whole attendee experience suffers.",[],{"type":40,"text":1050,"spans":1051,"direction":24},"So plan for clear communication before and during the event in your brief. Also set up an event mobile app to centralize the program, maps, and notifications.",[1052,1053],{"start":300,"end":751,"type":49},{"start":1054,"end":1055,"type":265,"data":1056},87,106,{"link_type":267,"url":1057,"target":269},"https://www.digitevent.com/en/feature/event-app",{"type":40,"text":54,"spans":1059,"direction":24},[],{"type":152,"text":1061,"spans":1062,"direction":24},"Writing a rigid, inflexible brief",[],{"type":40,"text":1064,"spans":1065,"direction":24},"A document that's too rigid prevents any adaptation to the unexpected. And as we know, an event very rarely goes exactly as planned! Build in a margin of flexibility and set up follow-up to adjust certain points as the project evolves.",[1066],{"start":931,"end":1067,"type":49},165,{"type":40,"text":54,"spans":1069,"direction":24},[],{"type":40,"text":1071,"spans":1072,"direction":24},"What if you simplified organizing your events? From the brief stage onward, Digitevent and its intuitive event management platform support you with invitations, registrations, check-in, and engagement for your events.  Enjoy simplified planning, and successful events!",[1073],{"start":1074,"end":1075,"type":265,"data":1076},76,130,{"link_type":267,"url":621,"target":269},[1078],{"primary":1079,"items":1087,"id":635,"slice_type":636,"slice_label":8},{"seo_title":1080,"seo_meta_descriptions":1083},[1081],{"type":40,"text":653,"spans":1082,"direction":24},[],[1084],{"type":40,"text":1085,"spans":1086,"direction":24},"The elements to include in your next event's specifications document, the steps to follow, and mistakes to avoid, for spot-on planning",[],[1088],{},{"id":1090,"lang":639,"type":9,"uid":1091},"akYmthIAACwAyuDF","cahier-des-charges-evenement",{"id":1093,"uid":1094,"url":8,"type":9,"tags":1095,"first_publication_date":1097,"slugs":1098,"linked_documents":1100,"lang":17,"data":1101,"_source":1729},"en_blog_article_organiser-seminaire-entreprise","organize-corporate-seminar-guide",[1096,12],"Glossaire","2026-07-02T10:07:55+0000",[1099],"organisation-de-seminaire-dentreprise--le-guide-complet-de-a-a-z",[],{"distribution":12,"article_title":1102,"author_name":25,"publication_date":1106,"banner_image":1107,"article_content":1113,"main_tag":622,"body":1715},[1103],{"type":21,"text":1104,"spans":1105,"direction":24},"Corporate seminar planning: the complete A-to-Z guide",[],"2025-06-04T06:29:00+0000",{"dimensions":1108,"alt":1109,"copyright":8,"url":1110,"id":1111,"edit":1112},{"width":29,"height":30},"A speaker addresses an attentive audience of professionals at a corporate seminar.","https://images.prismic.io/digi-www/aEAGXrh8WN-LVkon_conference-seminaire-entreprise-intervenant-public-professionnel.webp?auto=format,compress","aEAGXrh8WN-LVkon",{"x":35,"y":35,"zoom":36,"background":37},[1114,1117,1122,1125,1128,1131,1134,1137,1143,1146,1149,1152,1157,1161,1165,1170,1174,1178,1182,1186,1188,1190,1193,1196,1199,1202,1206,1210,1214,1218,1222,1226,1230,1234,1238,1240,1243,1246,1249,1256,1259,1262,1266,1270,1272,1275,1278,1281,1286,1290,1293,1296,1299,1308,1311,1317,1323,1327,1329,1332,1335,1339,1342,1345,1348,1351,1353,1357,1360,1363,1366,1371,1374,1377,1380,1383,1386,1389,1394,1397,1400,1406,1410,1413,1420,1423,1426,1429,1433,1437,1441,1445,1449,1456,1458,1461,1464,1466,1470,1474,1476,1486,1489,1492,1495,1497,1501,1503,1506,1510,1514,1516,1519,1522,1525,1528,1531,1535,1539,1543,1545,1548,1551,1554,1557,1560,1564,1568,1572,1576,1578,1583,1588,1595,1598,1601,1604,1607,1611,1614,1617,1621,1626,1629,1632,1635,1638,1642,1646,1650,1654,1658,1660,1666,1669,1672,1675,1679,1683,1687,1689,1692,1695,1701,1703,1710,1712],{"type":40,"text":1115,"spans":1116,"direction":24},"It all starts with an idea: \"What if we organized a seminar this year?\" A few words that open the door to a thousand possibilities, and just as many questions. ",[],{"type":40,"text":1118,"spans":1119,"direction":24},"The organization of a corporate seminar is an adventure in its own right, which requires method, creativity, and a good dose of forward planning. ",[1120],{"start":1121,"end":505,"type":49},4,{"type":40,"text":1123,"spans":1124,"direction":24},"This complete guide walks you through every step, with practical advice and inspiring tips. ",[],{"type":40,"text":1126,"spans":1127,"direction":24},"Goal: to help you build an unforgettable event, worthy of your ambitions.",[],{"type":57,"text":1129,"spans":1130,"direction":24},"What is a corporate seminar?",[],{"type":40,"text":1132,"spans":1133,"direction":24},"To start, let's dive into the basics: the definition of this key corporate event, and the different types of seminars available to you.",[],{"type":152,"text":1135,"spans":1136,"direction":24},"The definition of a professional seminar",[],{"type":40,"text":1138,"spans":1139,"direction":24},"A professional seminar is an event organized by a company to bring together all or part of its employees outside the usual work setting. It can last from half a day to several days.",[1140],{"start":1141,"end":1142,"type":49},61,135,{"type":40,"text":1144,"spans":1145,"direction":24},"It's both a time for collective work and a moment for meeting and exchange, often in a friendly and stimulating setting.",[],{"type":152,"text":1147,"spans":1148,"direction":24},"The different types of seminars ",[],{"type":40,"text":1150,"spans":1151,"direction":24},"There are different types of seminars, fulfilling different event objectives.",[],{"type":88,"text":1153,"spans":1154,"direction":24},"Motivational seminars, or team building, help create collective momentum. They are ideal for project teams, entire departments, or employees from different areas.",[1155,1156],{"start":35,"end":464,"type":49},{"start":120,"end":578,"type":135},{"type":88,"text":1158,"spans":1159,"direction":24},"Celebration seminars are designed to review a period, thank teams, or celebrate successes. They are suited to any team.",[1160],{"start":35,"end":619,"type":49},{"type":88,"text":1162,"spans":1163,"direction":24},"Training seminars help employees build skills on a specific topic (management, technical, soft skills, etc.). They are perfect for new hires, managers, or technical teams.",[1164],{"start":35,"end":786,"type":49},{"type":88,"text":1166,"spans":1167,"direction":24},"Sales seminars help motivate the sales force, launch a new product, review results, or prepare a new campaign. They can be organized for sales, marketing, and customer relations teams.",[1168],{"start":35,"end":1169,"type":49},14,{"type":88,"text":1171,"spans":1172,"direction":24},"Working seminars bring employees together and spark new ideas and best practices on a dedicated topic.",[1173],{"start":35,"end":786,"type":49},{"type":88,"text":1175,"spans":1176,"direction":24},"Management seminars bring managers together, let them share their experiences, and update their management skills.",[1177],{"start":35,"end":524,"type":49},{"type":88,"text":1179,"spans":1180,"direction":24},"Integration seminars, or onboarding seminars, aim to welcome new arrivals and introduce them to the company. They can be organized once a quarter to welcome new hires.",[1181],{"start":35,"end":619,"type":49},{"type":88,"text":1183,"spans":1184,"direction":24},"Leadership seminars create a step back for executives (members of the executive committee or management board), helping them make key decisions, plan, and arbitrate.",[1185],{"start":35,"end":524,"type":49},{"type":40,"text":54,"spans":1187,"direction":24},[],{"type":40,"text":54,"spans":1189,"direction":24},[],{"type":152,"text":1191,"spans":1192,"direction":24},"Why organize a professional seminar?",[],{"type":40,"text":1194,"spans":1195,"direction":24},"In early 2024, the number of participants in corporate seminars had increased by more than 10% compared to the previous year (Les Echos).",[],{"type":40,"text":1197,"spans":1198,"direction":24},"And for good reason. Despite an economic downturn and tight corporate budgets, organizations continue to rely on the seminar format to reach their HR and business goals.",[],{"type":40,"text":1200,"spans":1201,"direction":24},"By organizing your corporate seminar, you can expect to: ",[],{"type":88,"text":1203,"spans":1204,"direction":24},"Strengthen team spirit. A professional seminar builds connections between employees, breaks down silos, and thus improves day-to-day collaboration and work atmosphere.",[1205],{"start":35,"end":395,"type":49},{"type":88,"text":1207,"spans":1208,"direction":24},"Share a common vision. This type of event is ideal for aligning teams around shared values, a strategy, or common goals.",[1209],{"start":35,"end":464,"type":49},{"type":88,"text":1211,"spans":1212,"direction":24},"Recognize and motivate employees. Want to thank your employees for good results, or encourage them to keep improving? A seminar is ideal.",[1213],{"start":35,"end":92,"type":49},{"type":88,"text":1215,"spans":1216,"direction":24},"Develop skills. At the scale of a team or an entire company, a training seminar can help your employees build new skills.",[1217],{"start":35,"end":342,"type":49},{"type":88,"text":1219,"spans":1220,"direction":24},"Boost creativity and innovation. By taking employees out of their usual work environment, you spark emulation between different teams and encourage new ideas through brainstorming.",[1221],{"start":35,"end":315,"type":49},{"type":88,"text":1223,"spans":1224,"direction":24},"Create a highlight of the year. The corporate seminar is typically used to mark a milestone, review a period, launch a project, or celebrate a success together.",[1225],{"start":35,"end":92,"type":49},{"type":88,"text":1227,"spans":1228,"direction":24},"Build connections between remote teams. The seminar format is ideal for multi-site companies or those offering remote work.",[1229],{"start":35,"end":263,"type":49},{"type":88,"text":1231,"spans":1232,"direction":24},"Strengthen company culture. This corporate event helps convey your values and give meaning to your employees' daily work.",[1233],{"start":35,"end":120,"type":49},{"type":88,"text":1235,"spans":1236,"direction":24},"Ease the integration of new arrivals, as part of an onboarding seminar.",[1237],{"start":35,"end":47,"type":49},{"type":40,"text":54,"spans":1239,"direction":24},[],{"type":57,"text":1241,"spans":1242,"direction":24},"What steps ensure a smooth corporate seminar organization?",[],{"type":40,"text":1244,"spans":1245,"direction":24},"Organizing an original, memorable corporate seminar takes close attention to detail. Use the following steps as a checklist to leave nothing to chance.",[],{"type":152,"text":1247,"spans":1248,"direction":24},"Set the objectives of your seminar",[],{"type":40,"text":1250,"spans":1251,"direction":24},"The first step, before all others: know why you want to organize your internal corporate event. The right objective is one that aligns the company's expectations, participants' needs, and the current context.",[1252,1254],{"start":1253,"end":977,"type":49},35,{"start":310,"end":1255,"type":49},94,{"type":40,"text":1257,"spans":1258,"direction":24},"To choose your objective, you can refer to the previous section of this article, which lists them in detail. ",[],{"type":40,"text":1260,"spans":1261,"direction":24},"To set your objectives well, you need to: ",[],{"type":88,"text":1263,"spans":1264,"direction":24},"Understand the strategic stakes behind your event. What do you want participants to remember or feel? What change do you expect after the event?",[1265],{"start":35,"end":264,"type":49},{"type":88,"text":1267,"spans":1268,"direction":24},"Consider participants' expectations. What do they need to understand better? What frustrations or expectations could be addressed? Do they need recognition, to be heard, connection, inspiration?",[1269],{"start":35,"end":1253,"type":49},{"type":40,"text":54,"spans":1271,"direction":24},[],{"type":40,"text":1273,"spans":1274,"direction":24},"Be careful to set a limited number of objectives. It's recommended to select one to three objectives at most, and these should be clear, realistic, and ideally measurable.",[],{"type":152,"text":1276,"spans":1277,"direction":24},"Find a catchy theme",[],{"type":40,"text":1279,"spans":1280,"direction":24},"The theme is the common thread that gives meaning, tone, and coherence to the whole seminar.",[],{"type":40,"text":1282,"spans":1283,"direction":24},"The key to finding a good theme: take the company's context into account, and adapt the theme to the reality your organization is currently going through. Need to remotivate your teams? Focus your event on cohesion. Rolling out a new strategy? Build the theme around alignment. Conflicts or tensions disrupting your company? Focus your theme on communication.",[1284],{"start":1285,"end":336,"type":49},33,{"type":40,"text":1287,"spans":1288,"direction":24},"Also make sure to choose a theme that can be carried through visually and editorially. The idea is to find a theme that can be embodied in your event's name, but also in the visuals associated with it (the logo, communication materials, goodies, etc.), the activities, the speeches, etc. ",[1289],{"start":178,"end":404,"type":49},{"type":40,"text":1291,"spans":1292,"direction":24},"For example, if you choose \"To infinity and beyond\" as the theme for an innovation seminar, it can be carried through with an astronaut logbook for each participant, rocket visuals, and a \"Mission: Moon\" activity.",[],{"type":40,"text":1294,"spans":1295,"direction":24},"Be creative and consistent: your participants will reward you with engagement.",[],{"type":152,"text":1297,"spans":1298,"direction":24},"Choose the date of the event",[],{"type":40,"text":1300,"spans":1301,"direction":24},"The third step is to carefully choose the date of your seminar. Plan as far ahead as possible. It's recommended to prepare your event four to six months in advance, so you can book the best venues and minimize the no-show rate.",[1302,1305],{"start":1303,"end":1304,"type":49},134,163,{"start":1306,"end":1307,"type":135},214,221,{"type":40,"text":1309,"spans":1310,"direction":24},"A few more tips to help you: ",[],{"type":88,"text":1312,"spans":1313,"direction":24},"Avoid risky periods, such as school holidays, long weekends, public holidays, or peak activity periods (accounting close, peak season, etc.).",[1314,1315],{"start":35,"end":524,"type":49},{"start":1316,"end":337,"type":135},122,{"type":88,"text":1318,"spans":1319,"direction":24},"Choose a day of the week suited to the objectives you've set. For a working seminar, favor a Tuesday or Thursday. Conversely, for a more festive seminar, a Friday (spilling into the weekend) can be a good choice.",[1320,1321],{"start":35,"end":214,"type":49},{"start":705,"end":1322,"type":135},124,{"type":88,"text":1324,"spans":1325,"direction":24},"Cross-check the schedules of key people, such as senior management and speakers, to make sure they'll be available.",[1326],{"start":35,"end":578,"type":49},{"type":40,"text":54,"spans":1328,"direction":24},[],{"type":40,"text":1330,"spans":1331,"direction":24},"Don't hesitate to run a poll to find the dates that work best for all your participants.",[],{"type":152,"text":1333,"spans":1334,"direction":24},"Choose the venue for your corporate seminar",[],{"type":40,"text":1336,"spans":1337,"direction":24},"Your seminar venue isn't just a backdrop: it's a driver of the participant experience. That's why you need to match your venue to the seminar's objectives and format.",[1338],{"start":214,"end":404,"type":49},{"type":40,"text":1340,"spans":1341,"direction":24},"For example: ",[],{"type":88,"text":1343,"spans":1344,"direction":24},"For a strategic seminar, choose a venue conducive to concentration, such as a countryside hotel.",[],{"type":88,"text":1346,"spans":1347,"direction":24},"For a team-cohesion seminar, choose a green setting with large spaces for activities, such as a castle or an estate. This type of venue is increasingly popular with companies: 20% of bookings for these venues are B2B bookings (Naboo).",[],{"type":88,"text":1349,"spans":1350,"direction":24},"For a creative seminar, choose an unusual venue, such as a loft or a converted industrial site.",[],{"type":40,"text":54,"spans":1352,"direction":24},[],{"type":40,"text":1354,"spans":1355,"direction":24},"Be sure to assess the venue's capacity against your needs. Do you need accommodation? Rooms suited for a large plenary session, or for small-group workshops? Accessibility for people with reduced mobility?\nFinally, if needed, choose a venue that offers services such as catering, technical equipment, or on-site coordination, etc. ",[1356],{"start":553,"end":263,"type":49},{"type":40,"text":1358,"spans":1359,"direction":24},"And of course, take the time to visit the venue to picture it before signing.",[],{"type":152,"text":1361,"spans":1362,"direction":24},"Build the program for your corporate seminar",[],{"type":40,"text":1364,"spans":1365,"direction":24},"Now it's time to determine the length of your seminar, as well as timing constraints: arrival times, departure times, transport, meal breaks, etc.",[],{"type":40,"text":1367,"spans":1368,"direction":24},"Every segment of your program should connect to the event's objectives and theme. At every stage of organizing your seminar, ask yourself what value a given activity brings to participants.",[1369],{"start":807,"end":1370,"type":49},80,{"type":40,"text":1372,"spans":1373,"direction":24},"You might consider including in your seminar: ",[],{"type":88,"text":1375,"spans":1376,"direction":24},"Plenary sessions and speeches ",[],{"type":88,"text":1378,"spans":1379,"direction":24},"Small-group workshops ",[],{"type":88,"text":1381,"spans":1382,"direction":24},"Fun activities or team challenges",[],{"type":88,"text":1384,"spans":1385,"direction":24},"Team-building activities or icebreakers ",[],{"type":88,"text":1387,"spans":1388,"direction":24},"Informal time: meals, breaks, evening events, etc. \n",[],{"type":40,"text":1390,"spans":1391,"direction":24},"Whatever you choose, alternate formats to hold the attention of participants. Spread activity time, speaking time, and moments of rest or breaks throughout your program. Change format every 60 to 90 minutes to keep participants engaged.",[1392],{"start":464,"end":1393,"type":49},60,{"type":40,"text":1395,"spans":1396,"direction":24},"And be careful: build in generous time margins, so your program doesn't fall apart if there's a delay, and your participants don't have to rush from one activity to the next.",[],{"type":152,"text":1398,"spans":1399,"direction":24},"Manage registrations for your seminar",[],{"type":40,"text":1401,"spans":1402,"direction":24},"Managing registrations for your event is a crucial step. The goal: set up a seminar invitation system that maximizes your guests' participation.",[1403],{"start":1074,"end":67,"type":265,"data":1404},{"link_type":267,"url":1405,"target":269},"https://www.digitevent.com/en/blog/professional-event-invitation",{"type":40,"text":1407,"spans":1408,"direction":24},"To do this, send your invitations online and plan your follow-up reminders. Choose a tool that sends confirmation emails after registration.",[1409],{"start":300,"end":505,"type":49},{"type":40,"text":1411,"spans":1412,"direction":24},"One extra touch not to miss: think about managing plus-ones, if your seminar format allows for it. Your software solution should let you automate the registration of your participants' +1s.",[],{"type":40,"text":1414,"spans":1415,"direction":24},"Good news: that's the case with the Digitevent event management platform, where you can easily create a personalized online invitation in your brand colors. ",[1416],{"start":47,"end":1417,"type":265,"data":1418},72,{"link_type":267,"url":1419,"target":269},"https://www.digitevent.com/en/feature/saas-solutions-to-manage-participants-rsvp-invitations",{"type":152,"text":1421,"spans":1422,"direction":24},"Plan the logistics of your event",[],{"type":40,"text":1424,"spans":1425,"direction":24},"From the coffee reception to a working microphone in the plenary room, logistics are the backbone of your event.",[],{"type":40,"text":1427,"spans":1428,"direction":24},"Here are most of the logistical points to plan for when organizing your seminar: ",[],{"type":88,"text":1430,"spans":1431,"direction":24},"Transport and travel. Plan how attendees will reach the venue (trains, flights, group transport, etc.), as well as on-site parking if needed, with realistic timing relative to the schedule.",[1432],{"start":35,"end":619,"type":49},{"type":88,"text":1434,"spans":1435,"direction":24},"Spaces and signage. Define the different spaces according to the planned activities, and set up signage to guide attendees between them.",[1436],{"start":35,"end":402,"type":49},{"type":88,"text":1438,"spans":1439,"direction":24},"Equipment and materials. List everything you need: audiovisual and sound equipment, Wi-Fi connection, furniture, workshop supplies (pens, flip charts, sticky notes, etc.).",[1440],{"start":35,"end":61,"type":49},{"type":88,"text":1442,"spans":1443,"direction":24},"Catering. Choose a caterer if the venue you've selected doesn't offer catering services. Plan with your caterer for food for meals as well as for breaks, taking into account participants' specific dietary needs.",[1444],{"start":35,"end":968,"type":49},{"type":88,"text":1446,"spans":1447,"direction":24},"Accommodation. If you want to organize a residential seminar, group participants by team or role where possible. Send practical information well in advance: address, times, check-in and check-out details, etc.",[1448],{"start":35,"end":111,"type":49},{"type":88,"text":1450,"spans":1451,"direction":24},"Access control. Set up digital check-in for your guests with QR-code badges to secure entry and simplify the check-in process for your seminar.",[1452,1453],{"start":35,"end":1169,"type":49},{"start":61,"end":578,"type":265,"data":1454},{"link_type":267,"url":1455,"target":269},"https://www.digitevent.com/en/blog/digital-check-in",{"type":40,"text":54,"spans":1457,"direction":24},[],{"type":152,"text":1459,"spans":1460,"direction":24},"Prepare your communication plan",[],{"type":40,"text":1462,"spans":1463,"direction":24},"Organizing a corporate event also means thinking about how you'll communicate around it. From announcing the seminar to post-event communication, every step should be designed to build engagement and maximize impact.",[],{"type":40,"text":54,"spans":1465,"direction":24},[],{"type":40,"text":1467,"spans":1468,"direction":24},"Before your seminar, use channels suited to your audience: emails, intranet, newsletter, posters in the office, etc. Share a teaser of the event, and use a variety of formats to grab attention and build engagement.\n",[1469],{"start":35,"end":524,"type":49},{"type":40,"text":1471,"spans":1472,"direction":24},"During the event, put together a program and schedule to hand out at the start of your seminar. To do this, you can create an event app that highlights speakers and partners, and lets your employees sign up for the activities of their choice and communicate with each other.",[1473],{"start":35,"end":342,"type":49},{"type":40,"text":54,"spans":1475,"direction":24},[],{"type":40,"text":1477,"spans":1478,"direction":24},"After the event, plan thank-you emails. Also prepare a plan to share your event content (slides, videos, photos, etc.), or a recap video that will keep your seminar alive after the fact. Also remember to send a satisfaction survey to gather insights and testimonials from your participants.",[1479,1480,1483],{"start":35,"end":169,"type":49},{"start":1481,"end":1482,"type":135},171,185,{"start":1484,"end":1485,"type":135},241,249,{"type":152,"text":1487,"spans":1488,"direction":24},"Set the budget for your corporate seminar ",[],{"type":40,"text":1490,"spans":1491,"direction":24},"Your seminar's budget will depend on many factors. ",[],{"type":40,"text":1493,"spans":1494,"direction":24},"To give you an idea, here's a benchmark from a 2024 Naboo study. Seminar costs range from a standard cost (between €251 and €350 per person per night, representing 31% of seminars) to a \"premium\" cost (over €451, representing 28% of seminars).",[],{"type":40,"text":54,"spans":1496,"direction":24},[],{"type":40,"text":1498,"spans":1499,"direction":24},"To set your budget, be sure to estimate the number of participants, which will have a direct impact on your costs.",[1500],{"start":315,"end":969,"type":49},{"type":40,"text":54,"spans":1502,"direction":24},[],{"type":40,"text":1504,"spans":1505,"direction":24},"Then define the different expense categories, sorting them into fixed or variable costs: ",[],{"type":88,"text":1507,"spans":1508,"direction":24},"Fixed costs include venue rental, equipment, accommodation, catering, transport, etc. ",[1509],{"start":35,"end":553,"type":49},{"type":88,"text":1511,"spans":1512,"direction":24},"Variable costs include gifts and goodies for your seminar, communication, external providers, side activities, etc. ",[1513],{"start":35,"end":169,"type":49},{"type":40,"text":54,"spans":1515,"direction":24},[],{"type":40,"text":1517,"spans":1518,"direction":24},"Always build in a contingency margin of about 10 to 15% in your budget for peace of mind: an event never goes exactly as planned.",[],{"type":152,"text":1520,"spans":1521,"direction":24},"Measure the success of your corporate seminar",[],{"type":40,"text":1523,"spans":1524,"direction":24},"The last step in organizing a corporate seminar: measuring its performance.",[],{"type":40,"text":1526,"spans":1527,"direction":24},"On one hand, track your event's general KPIs: attendance rate, participant engagement on social media (likes, shares, etc.), participant satisfaction rate.",[],{"type":40,"text":1529,"spans":1530,"direction":24},"But also track metrics directly tied to your objectives, for example: ",[],{"type":88,"text":1532,"spans":1533,"direction":24},"For a training seminar, success rates on end-of-program assessments ",[1534],{"start":35,"end":395,"type":49},{"type":88,"text":1536,"spans":1537,"direction":24},"For a sales seminar, the change in conversion rate following the seminar",[1538],{"start":35,"end":524,"type":49},{"type":88,"text":1540,"spans":1541,"direction":24},"For an onboarding seminar, the employee retention rate three months after the event.",[1542],{"start":35,"end":178,"type":49},{"type":40,"text":54,"spans":1544,"direction":24},[],{"type":57,"text":1546,"spans":1547,"direction":24},"How do you host a seminar?",[],{"type":40,"text":1549,"spans":1550,"direction":24},"Hosting a seminar is quite an art. ",[],{"type":40,"text":1552,"spans":1553,"direction":24},"You can appoint your manager or an executive as the seminar host, or bring in an external facilitator to run the participant activities.",[],{"type":40,"text":1555,"spans":1556,"direction":24},"Whatever you choose, your host needs to prepare for the event.",[],{"type":40,"text":1558,"spans":1559,"direction":24},"In particular, they should: ",[],{"type":88,"text":1561,"spans":1562,"direction":24},"Get on top of the event's subject matter. Brief them thoroughly on the objectives, materials, key messages, and the seminar's content.",[1563],{"start":35,"end":505,"type":49},{"type":88,"text":1565,"spans":1566,"direction":24},"Know the event's schedule inside out, to make sure the time allotted to each activity is respected.",[1567],{"start":35,"end":120,"type":49},{"type":88,"text":1569,"spans":1570,"direction":24},"Prepare answers to the questions participants may have.",[1571],{"start":35,"end":92,"type":49},{"type":88,"text":1573,"spans":1574,"direction":24},"Build a connection with participants, by staying attentive to their contributions to discussions and their needs.",[1575],{"start":35,"end":47,"type":49},{"type":40,"text":54,"spans":1577,"direction":24},[],{"type":40,"text":1579,"spans":1580,"direction":24},"💬 Quote from the Digitevent expert:",[1581],{"start":1582,"end":1253,"type":135},3,{"type":40,"text":1584,"spans":1585,"direction":24},"\"Whatever the objective of your corporate seminar, what will stick with your participants is above all the experience they have. The consistency of your theme with the challenges they face day to day, how your program is scripted, how well the venue matches your objectives, the connection to your company values: that's what your participants will remember about your event. So, to be able to focus on creating a truly engaging event, rely as much as possible on automating organizational tasks. For example, sending invitations and satisfaction surveys, or managing networking, are tasks that can be automated by seminar management software.\"",[1586],{"start":35,"end":1587,"type":135},644,{"type":40,"text":1589,"spans":1590,"direction":24},", Clément Gonet, Clément Gonet, Account Manager at Digitevent\n",[1591,1592],{"start":36,"end":786,"type":49},{"start":786,"end":1141,"type":265,"data":1593},{"link_type":267,"url":1594,"target":269},"https://www.linkedin.com/in/cl%C3%A9ment-gonet/",{"type":57,"text":1596,"spans":1597,"direction":24},"5 more tips for a successful seminar",[],{"type":40,"text":1599,"spans":1600,"direction":24},"Ready for a few more keys to success, to organize your corporate seminar with total peace of mind?",[],{"type":152,"text":1602,"spans":1603,"direction":24},"Build a dedicated team",[],{"type":40,"text":1605,"spans":1606,"direction":24},"Organizing a corporate seminar alone is mission impossible. You can of course call on an event agency to help you. ",[],{"type":40,"text":1608,"spans":1609,"direction":24},"But even if you want to handle it in-house, be sure to delegate responsibilities. Appoint one person dedicated to logistics, another for communication, one for welcoming participants. And make sure everyone knows their role and action plan.",[1610],{"start":343,"end":1370,"type":49},{"type":152,"text":1612,"spans":1613,"direction":24},"Plan backup solutions",[],{"type":40,"text":1615,"spans":1616,"direction":24},"What do you do if something doesn't go quite as planned? No problem: bring out your secret weapon, your backup solutions.",[],{"type":40,"text":1618,"spans":1619,"direction":24},"In case of technical issues, have a plan B for technology, for example in case of a projector failure or an unstable Wi-Fi connection, etc.",[1620],{"start":553,"end":374,"type":49},{"type":40,"text":1622,"spans":1623,"direction":24},"In case of speaker delays or cancellations, arrange backup speakers or facilitators, or a replacement plan for sessions that might be affected.",[1624],{"start":553,"end":1625,"type":49},42,{"type":152,"text":1627,"spans":1628,"direction":24},"Think eco-responsibility ",[],{"type":40,"text":1630,"spans":1631,"direction":24},"More and more participants care about the environmental impact of their actions, even when attending professional events.  And organizing an eco-responsible seminar supports your company's CSR strategy and its employer brand image.",[],{"type":40,"text":1633,"spans":1634,"direction":24},"So take the time to look for eco-responsible event solutions for your seminar.",[],{"type":40,"text":1636,"spans":1637,"direction":24},"This can include: ",[],{"type":88,"text":1639,"spans":1640,"direction":24},"Organizing your event within an hour of the company's offices, as was the case for one in two seminars in 2024 (Naboo).",[1641],{"start":35,"end":807,"type":49},{"type":88,"text":1643,"spans":1644,"direction":24},"Choosing an eco-responsible venue, with an official certification such as an Ecolabel or the HQE label.",[1645],{"start":35,"end":1285,"type":49},{"type":88,"text":1647,"spans":1648,"direction":24},"Setting up a sustainable catering offer, with a vegetarian menu, local products, and a deposit-return system.",[1649],{"start":35,"end":578,"type":49},{"type":88,"text":1651,"spans":1652,"direction":24},"Limiting energy use, for example by making the most of natural daylight.",[1653],{"start":35,"end":524,"type":49},{"type":88,"text":1655,"spans":1656,"direction":24},"Selecting sustainable materials for your decor, signage, or goodies, etc.",[1657],{"start":35,"end":315,"type":49},{"type":40,"text":54,"spans":1659,"direction":24},[],{"type":40,"text":1661,"spans":1662,"direction":24},"To go further, discover our 12 concrete actions for organizing an eco-responsible event.",[1663],{"start":169,"end":1054,"type":265,"data":1664},{"link_type":267,"url":1665,"target":269},"https://www.digitevent.com/en/blog/sustainable-event",{"type":152,"text":1667,"spans":1668,"direction":24},"Work on the scripting of your program ",[],{"type":40,"text":1670,"spans":1671,"direction":24},"To leave a lasting impression, your seminar program needs to be carefully orchestrated.",[],{"type":40,"text":1673,"spans":1674,"direction":24},"Be sure to script it by planning for: ",[],{"type":88,"text":1676,"spans":1677,"direction":24},"A strong start. Begin by breaking the ice with introductions and/or a light meal. Then have your manager or an executive open the seminar, to share its objectives and get everyone engaged. This is also a good time to review recent achievements or upcoming challenges.",[1678],{"start":35,"end":1169,"type":49},{"type":88,"text":1680,"spans":1681,"direction":24},"An engaging middle, including for example working sessions, moments of reflection or collaboration.",[1682],{"start":35,"end":402,"type":49},{"type":88,"text":1684,"spans":1685,"direction":24},"A memorable ending, perhaps with a wrap-up presentation, a grand announcement, or a farewell gift.",[1686],{"start":35,"end":402,"type":49},{"type":40,"text":54,"spans":1688,"direction":24},[],{"type":152,"text":1690,"spans":1691,"direction":24},"Set up an engaging event app for participants",[],{"type":40,"text":1693,"spans":1694,"direction":24},"To boost participant engagement throughout your corporate seminars, nothing beats a dedicated app.",[],{"type":40,"text":1696,"spans":1697,"direction":24},"The idea: roll out an event app that lets them personalize their agenda ahead of time and follow it throughout the event. On it, they can sign up for the workshops and activities they're most interested in, and build their personal schedule in just a few clicks. Smart.",[1698,1700],{"start":524,"end":315,"type":265,"data":1699},{"link_type":267,"url":1057,"target":269},{"start":524,"end":315,"type":49},{"type":40,"text":54,"spans":1702,"direction":24},[],{"type":40,"text":1704,"spans":1705,"direction":24},"You're now ready to organize your next seminar, and bring your employees together around a memorable, motivating experience. Want to make things easier? Digitevent, the event management platform that's intuitive and powerful, supports you end-to-end in organizing your professional seminars, from sending invitations to networking among participants.",[1706],{"start":1707,"end":1708,"type":265,"data":1709},153,194,{"link_type":267,"url":621,"target":269},{"type":40,"text":54,"spans":1711,"direction":24},[],{"type":40,"text":1713,"spans":1714,"direction":24},"What if we took your seminars further, together?",[],[1716],{"primary":1717,"items":1726,"id":1728,"slice_type":636,"slice_label":8},{"seo_title":1718,"seo_meta_descriptions":1722},[1719],{"type":40,"text":1720,"spans":1721,"direction":24},"Complete guide to organizing your corporate seminar",[],[1723],{"type":40,"text":1724,"spans":1725,"direction":24},"Successfully organizing a corporate seminar means creating a highlight aligned with your goals: this guide walks you through every step",[],[1727],{},"seo$51b667ee-002a-4b29-9684-0ce7ed4905e8",{"id":1730,"lang":639,"type":9,"uid":1731},"akYmxhIAACgAyuD9","organiser-seminaire-entreprise",{"id":1733,"uid":1734,"url":8,"type":9,"tags":1735,"first_publication_date":1737,"slugs":1738,"linked_documents":1740,"lang":17,"data":1741},"akYmFhIAAC4Ayt6c","event-security",[1736],"en-only","2026-07-02T10:08:06+0000",[1739],"event-security-should-be-your-priority",[],{"distribution":1736,"article_title":1742,"author_name":1746,"publication_date":1747,"banner_image":1748,"article_content":1756,"main_tag":1894,"body":1895},[1743],{"type":21,"text":1744,"spans":1745},"Event security should be your priority!",[],"Olivia","2022-03-10T23:00:00+0000",{"dimensions":1749,"alt":1751,"copyright":8,"url":1752,"id":1753,"edit":1754},{"width":29,"height":1750},603,"Security agent","https://images.prismic.io/digi-www/355d0ddb-183f-49c8-89e6-0c143ddb6189_securit%C3%A9.png?auto=format%2Ccompress&rect=0%2C0%2C1861%2C1247&w=900&h=603","YitlnBIAACsATEOw",{"x":35,"y":35,"zoom":1755,"background":37},0.6955017301038062,[1757,1760,1762,1766,1769,1772,1775,1778,1781,1784,1786,1789,1791,1794,1796,1800,1803,1805,1808,1810,1814,1817,1820,1823,1826,1829,1832,1835,1838,1841,1844,1846,1850,1853,1855,1858,1860,1864,1867,1869,1872,1875,1878,1881,1884,1886,1889,1891],{"type":40,"text":1758,"spans":1759},"As an event planner, the safety of your participants should be your top priority. Event security is something that needs to be taken into consideration from the beginning of the event planning process. ",[],{"type":40,"text":54,"spans":1761},[],{"type":57,"text":1763,"spans":1764},"Risk Assessment ⚠️",[1765],{"start":35,"end":342,"type":49},{"type":40,"text":1767,"spans":1768},"The consensus among experts in event security is that there needs to be a risk assessment performed before an event takes place. A risk assessment considers a number of factors including, but not limited to:",[],{"type":88,"text":1770,"spans":1771},"Event location- is the venue in an area that has had incidents in the past? What is the crime rate like in the area?",[],{"type":88,"text":1773,"spans":1774},"Venue- has the venue had problems with security in the past? How many entry/exit points are there?",[],{"type":88,"text":1776,"spans":1777},"Attendees- are there any controversial figures planning on attending? Are any controversial figures speaking at the event? VIPs?",[],{"type":88,"text":1779,"spans":1780},"Media Coverage- will reporters be there?",[],{"type":88,"text":1782,"spans":1783},"Nature of the event- is the event itself controversial? Would anyone want to stop the event from happening?",[],{"type":40,"text":54,"spans":1785},[],{"type":40,"text":1787,"spans":1788},"The Chicago police department stated, “The primary objective of event security isn’t to respond to threats, but to prevent them from occurring in the first place.” By performing a risk assessment, you’re planning out how to protect your event against the risk of a security emergency.",[],{"type":40,"text":54,"spans":1790},[],{"type":40,"text":1792,"spans":1793},"After completing a risk assessment for your event, you can create your Emergency Action Plan. Your Emergency Action Plan should include things like evacuation routes, preplanned designation of emergency responsibilities, and code words for different types of emergencies that can be used via text or walkie-talkie.",[],{"type":40,"text":54,"spans":1795},[],{"type":57,"text":1797,"spans":1798},"Event Security Companies 👔",[1799],{"start":35,"end":178,"type":49},{"type":40,"text":1801,"spans":1802},"Event organizers can choose to hire an outside event security company, or they can choose to just rely on their event staff and train them on security procedures. For bigger events, it may be wise to contract out to security experts, while smaller events may simply require a well-trained event staff who are equipped to handle security matters.",[],{"type":40,"text":54,"spans":1804},[],{"type":40,"text":1806,"spans":1807},"If you decide to hire an event security company, you will need to specify your event’s specific needs. For example, Event Security Management in the UK asks event planners to designate which services they need, for example, asset protection, crowd management, crisis management, VIP and close protection, among other options. ",[],{"type":40,"text":54,"spans":1809},[],{"type":57,"text":1811,"spans":1812},"Credentialing 👀",[1813],{"start":35,"end":1169,"type":49},{"type":40,"text":1815,"spans":1816},"If you decide against hiring outside security professionals, you will need to create a security plan yourself. A big part of your event’s security is making sure only invitees are able to enter the event. This can be done through credentialing. Credentialing, from MPI’s Essential Guide to Safety and Security, includes:",[],{"type":88,"text":1818,"spans":1819},"Issue credentials on an event-by-event basis, have an expiration date",[],{"type":88,"text":1821,"spans":1822},"Photo ids ",[],{"type":88,"text":1824,"spans":1825},"Reduce counterfeiting: 2-sided printing, RFID",[],{"type":88,"text":1827,"spans":1828},"Designate specific credentials for specific access",[],{"type":88,"text":1830,"spans":1831},"Retrieve credentials after use",[],{"type":88,"text":1833,"spans":1834},"Simplify credential design",[],{"type":88,"text":1836,"spans":1837},"Display credential boards for each area requiring a different credential",[],{"type":88,"text":1839,"spans":1840},"Make sure designs and colors are different from previous events",[],{"type":88,"text":1842,"spans":1843},"Create and follow credentialing policy and procedures",[],{"type":40,"text":54,"spans":1845},[],{"type":57,"text":1847,"spans":1848},"Training your staff 🕵️‍",[1849],{"start":35,"end":619,"type":49},{"type":40,"text":1851,"spans":1852},"You should train your event staff to respond to situations you identified in your initial risk assessment, for example, if you found that the area your event is in has a high rate of theft or burglary, train event staff on what to do if they witness theft.",[],{"type":40,"text":54,"spans":1854},[],{"type":40,"text":1856,"spans":1857},"You should also train staff to expect the unexpected. Even if you plan for every emergency you can think of, you still may be blindsided on D-Day. This is why you should role play emergency situations with your staff. You can role-play situations outlined in your Emergency Action Plan, as well as some unexpected situations staff may encounter.",[],{"type":40,"text":54,"spans":1859},[],{"type":57,"text":1861,"spans":1862},"Security Technology ☢️",[1863],{"start":35,"end":619,"type":49},{"type":40,"text":1865,"spans":1866},"For bigger events, you may want to consider using event technology such as portable or walk-through metal detectors for the protection of the venue and your attendees. It may also be helpful to purchase security cameras for an event with vendors or expensive merchandise if your venue does not already have them.",[],{"type":40,"text":54,"spans":1868},[],{"type":40,"text":1870,"spans":1871},"Communication tools like walkie-talkies lend themselves to events with a large staff. Here are some problems with large event staff who have to rely on their cell phones to communicate:",[],{"type":88,"text":1873,"spans":1874},"Not plausible to save everyone’s numbers, remember the names of all fellow event staffers, and remember who is responsible for what",[],{"type":88,"text":1876,"spans":1877},"Groupme or WhatsApp may be flooded with messages regarding different topics",[],{"type":88,"text":1879,"spans":1880},"People may not want to share phone numbers with other staffers",[],{"type":88,"text":1882,"spans":1883},"Phones may be on silent",[],{"type":40,"text":54,"spans":1885},[],{"type":40,"text":1887,"spans":1888},"Walkie-talkies allow event organizers to set up different channels for event staffers working in different departments. They also ensure that staffers will hear communications over the radio channel, as the volume will always be on. Walkie-talkies allow staffers to keep their cell phone numbers private.",[],{"type":40,"text":54,"spans":1890},[],{"type":40,"text":1892,"spans":1893},"👉 Overall, event professionals should all agree that the safety and security of our attendees are paramount to a successful event. While emergencies are unlikely to happen, you can never be too prepared with an Emergency Action Plan. Perform a thorough risk assessment, use it to plan, and make sure to train your event staffers on how to deal with security emergencies.",[],"advice",[1896],{"primary":1897,"items":1906,"id":1908,"slice_type":636,"slice_label":8},{"seo_title":1898,"seo_meta_descriptions":1902},[1899],{"type":40,"text":1900,"spans":1901},"Event security is your priority!",[],[1903],{"type":40,"text":1904,"spans":1905,"direction":24},"As an event planner, participant safety comes first. Learn why security must be part of your planning process from the very beginning.",[],[1907],{},"seo$4c8e596d-0c0e-4f33-85ab-f9067d4965b7",[],1784899144154]