Meeting & Seminar Planning

Planning a meeting or seminar can be a daunting experience for some, especially if it is their first attempt at orchestrating such an event. It requires a tremendous amount of time and effort during the planning process, as well as meticulous follow ups with multiple vendors and individuals involved in the meeting or seminar. This is especially challenging if it involves overseas delegates.

Anergy is able to provide complete meeting and seminar planning assistance for busy professionals so that you will only need to communicate with one party - us. We can support you throughout the entire process until the time your event photos are uploaded to our website for your delegates' viewing pleasure (by that time, they would have returned to their respective countries).

If you deicde to do this on your own, please feel free to use this article as a guide to help you in your planning process.

Selecting a Theme

Selecting a theme is important as it will get part of the message across from the very moment the meeting attendees hear about the meeting or seminar or see anything relating to the meeting. The first impression lasts.

We can work with you right at the begining of your meeting planning stage to provide a list of themes that you can choose from to tie in all meeting or seminar related paraphenalia using the theme logo designed based on this theme.

Selecting a Venue for your meeting or seminar

Once the theme is selected, the next important thing to do will be to find a suitable venue for your meeting or seminar, obviously the capacity of the ballroom or seminar room is an important issue. Budget available will also affect the choices that we have.

It is also easier to manage if all your delegates are staying at the hotel or resort that your meeting or seminar is going to be held. This will minimise any disruptions caused by traffic jams, people losing their ways or even tranportaiton delays.

There is a host of other issues involved in meeting or seminar planning, like the layout of the meeting room during different segments of the meeting, the choice of F&B.

Delegates' Registration Form or Web Portal

After the meeting or seminar venue is confirmed, we can actually do up a delegate's registration from or a mini web portal to get participants to sign up for the event. if you are doing this in a simple email, there are some important information you will need to communicate to your delegates.

The date and venue of the meeting or seminar is important to allow participants to plan their calendar properly (we recommend a lead time of about one and a half months).

Secretarial Services During Meeting

Imagine having to make presentations during your meeting and still attend to other delegates' requests during break time, that will definitely be exhausting especially if the meeting lasts more than one day. Our staff are trained to attend to delegates as if they are all VIPs. This will save you valuable time and energy in shuttling between the serminar room and business centre to do handle last minute requests.

Our secretaries can also help with other administrative duties that are related to the meeting or seminar. Secretaries services are charged on a per day basis.

Visa Requirements

There are visa requirements for some delegates when they travel to Hong Kong. Some of them can apply for Visa on arrival while others have to apply for their visas before they leave their country. If you are unclear about the requirements, please contact our customs office or visit their website to find out.

Arranging Airport Transfers

if possible, include a map so that they will know how to the venue. After you have sent this information out, you can be sure you will receive a call or two to ask for directions to get to the venue. Assiting delegates with their air port transfers becomes essential if your delegates are new to Hong Kong.

Of couse if you have us managing your meeting or seminar, we will be answering these enquiries on your behalf.

Creating Meeting or Seminar Paraphenalia

Using the right slogan or logo and having them imprinted on paraphenalia will create impact on the participants. After the event, the items will also serve as a reminder of the theme of the meeting or seminar. Some common items that are created are lanyards, ID badges with meeting agenda printed behind, customised tshirts, jackets, folders, bags, notepads, markers, USB flash drives... etc. We recommend things that you will use on a daily basis after the event.

Lanyard, Badges & Pull-Out Banners Samples:

Getting Delegates To Warm Up

One of the best ways to get delegates to warm up with one another is through simple ice-breakers. You can either conduct this yourself, delegate one of the meeting attendees to do it, or engage us to help you with it.

You can also plan a group dinner where participants can chill out at somewhere nice to enjoy a nice meal with drinks.

Some of our clients will also take the opportunity to organise a half-day team building programme for their delegates. Though half-day is a little short, it the right programme is chosen, it will create an impact and the delegates will be talking about the session for weeks or even months. Very often, it is these moments that make an event memorable.

Meeting & Seminar Planning Charges

We are currently having a pormotion on our meetings & seminars planning service. We only charge a professional fee of 10% of all incidentals (usual price is 15%, minimum fee of HKD5,000 applies).

Theme selection is F.O.C once you sign up with us. Theme Logo & other design & layout at only HKD1,000 per item. We can even waive these charges for large scale meetings and seminars.

Ice breakers and team building sessions are sepearately charged.

Do note that we do not co-manage an event with another company. When you work with us, we will be the only ones you talk to and we will manage all other vendors on your behalf.

Customised Meeting & Seminar Paraphenalia Samples

Meeting & Seminar Theme Selection
Theme Logo
Delegates' registration web form
Lanyard
ID Badge with Agenda
Customised Tshirts
Pull out banners
10x3 ft banner
A3 posters

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