A seminar is easier to organise when you enquire about a hall with an outline programme. Your presentation does not need to be finished. You need to know what participants will do in the room and how much preparation time you need. This guide suggests a planning sequence. The details of your hire are agreed in the offer.
Start with the people attending
Write down who is coming and what they should take away from the seminar. An introductory talk for new employees needs a different programme from specialist training with practical exercises. If participants need to write or work on laptops, mention that in your first enquiry. A headcount alone does not explain the event well enough.
Separate confirmed participants from people you still expect to attend. Send the venue both figures and explain when you will have a more precise number. You can then discuss a suitable layout without presenting an estimate as a final attendance list. Wait until the date is agreed before sending invitations with a confirmed venue.
Turn the programme into time in the room
Put the organiser's arrival, presentation checks and guest arrival on the schedule. Add the talks, questions and breaks. Mark time after the programme for packing up your materials. Your hire should cover all the time you need in the space.
Read the proposed schedule as a guest visiting for the first time. Do they need to find the entrance, sign in or collect materials? Include the agreed address and a link to contact and directions in the invitation. Check travel information just before sending it rather than copying an old invitation.
Agree the layout and equipment against the same programme
The hall at Gacka 16 has 90 m². The published maximum is up to 70 people, depending on the layout. That figure does not confirm how many people can work at tables during your seminar. Request confirmation for that arrangement with a description of the activities.
Hire includes a projector, Wi-Fi, flipcharts and markers, as well as tables and chairs. See the list and photographs on the space and equipment page. Describe any additional technical requirements and ask for confirmation. Use the presentation preparation guide to check your laptop preparations.
Make breaks part of the programme
Mark when people can leave the hall and when they should return. For coffee, estimate how many participants will drink coffee during the breaks.
Participants make their own coffee on the espresso machines, as much as they like, and it is charged per person. Lavazza coffee beans, milk, sugar, stir sticks, cups and cleanup are included. Mention important dietary requirements in the enquiry without assuming every extra is available.
Send an enquiry that can become an offer
Give the preferred date, headcount and total time you need in the room. Include a short programme in your message and explain whether everyone needs a table. Add the equipment you are bringing, whether you want coffee and any unresolved questions.
Read the hall hire page and send those details. For a seminar with several dates, use the workshops and training page. Before accepting the offer, check that the agreement matches the programme you supplied.