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How to Plan a Successful Client Seminar: A Step-by-Step Timeline

Hosting a seminar is a powerful way to build client relationships, generate referrals, and position yourself as an expert. But without a solid plan, it’s easy to get overwhelmed or fall behind schedule.

To help you run a smooth, stress-free event, we’ve created this step-by-step seminar planning timeline.

• The first event always takes more time. But once you’ve hosted a few seminars, you’ll streamline the process and eliminate unnecessary steps.

Seminar Planning Timeline (6-8 Weeks Out)

6 to 8 Weeks Before the Event

Key Focus: Set the foundation for success.

• Create Your Invitation List – Identify key clients, prospects, and referral partners.
• Assemble Your Team – Assign roles (speaker, registration, follow-up, etc.).
• Select & Book the Venue – Ensure it’s accessible and aligned with your audience’s preferences.

4 to 6 Weeks Before the Event

Key Focus: Prepare your materials & start outreach.

• Prepare Seminar Materials – Create handouts, slides, and registration forms.
• Develop Your Presentation – Refine key talking points and rehearse delivery.
• Plan Audiovisual Needs – Test projectors, microphones, and any tech requirements.
• Send Invitations & Request Referrals – Reach out via email, phone, or direct mail.

4 Weeks Before the Event

Key Focus: Follow up & confirm attendance.

• Follow Up with Clients & Referrals – Send reminders via email & phone calls.
• Adjust Guest List as Needed – Keep track of RSVPs and fill gaps if needed.

2 Weeks Before the Event

Key Focus: Finalize logistics & confirm attendees.

• Confirm Attendance via Email & Phone Calls – Secure RSVPs and answer questions.
• Double-Check Venue Arrangements – Ensure everything is set for the event.

1 Week Before the Event

Key Focus: Rehearse & finalize last-minute details.

• Review & Rehearse Your Presentation – Practice delivery for confidence.
• Confirm Catering, AV Equipment, and Venue Setup – Avoid last-minute issues.

The Day Before the Event

Key Focus: Final confirmations & event readiness.

• Confirm Attendance One Last Time – Send a final reminder.
• Pack Your Materials – Ensure everything is ready (handouts, business cards, name tags, etc.).

Tips to Hold a Great Seminar

• Make it interactive – Encourage Q&A and discussions.
• Leverage social proof – Share testimonials or success stories.
• Capture leads – Use a sign-in sheet to collect emails for follow-ups.

Next Steps: Make Your Seminar a Success!

Need expert guidance on organizing a high-impact client seminar?

• Call us at (858) 964-0500 or download Dunham’s Seminar Planning Guide to make your next event seamless and successful.

*Updated: 2025