Seminar Hosting

[terryl965]

I will be hosting my first seminar at the school since the move two years ago and since remolding as well, a couple of question for everybody.

1) What is the timeframe before the seminar to start to promote it

2) Do you need to have everybody pre-register or accept at the door registration

3) how mnay different styles can be done on a weekend seminar, I mean two or three or do they all need to be about the same

4) Do you give a discount for early registrtion

Anything else you would like to add feel free to dao so.

 

[Kacey]

I will be hosting my first seminar at the school since the move two years ago and since remolding as well, a couple of question for everybody.

1) What is the timeframe before the seminar to start to promote it

I would say at least a couple of months in advance - people need to plan; farther ahead (up to 4 months, I would say) would be good, but not so far in advance that people put off registering and don't come.

2) Do you need to have everybody pre-register or accept at the door registration

It depends on what you want - you may not get as many people if you only accept preregistration; on the other hand, preregistration ensures some income. My suggestion for this would be to have a discount for registrations received (or postmarked, if they're being mailed) by a certain date, and a higher price at the door.

3) how mnay different styles can be done on a weekend seminar, I mean two or three or do they all need to be about the same

I think you will do best if you have some kind of a theme than if you try to put too much into the seminar. Is this a one-day seminar? 2 days? Friday night to Sunday evening? All of this will feed into your decision. But you should at least limit yourself to a broad theme - grappling, or hosinsul/self-defense applications, weapons defense, something like that. You could have multiple instructors from different disciplines teaching within the broad category, but I think if you try to put too much into it you'll weaken your focus and not get good attendance - it'll be a hodgepodge. If you want multiple styles, you might do multiple registrations, for people who only want one thing - say, rate X for Saturday, rate X for Sunday, rate Y for both, with Y being more than 1 day but less than paying for each day separately. Then people can choose what they want to come to, and can come to one day if they can't manage both from a scheduling or financing position.

4) Do you give a discount for early registrtion

See above. Generally, yes; it encourages people to register early, so you have some idea how many people are coming and can plan accordingly. We've started having preregistration only for many of our events because of the number of people who say they're coming and then don't show.

Anything else you would like to add feel free to dao so.

If you are opening this up to multiple schools/styles, you might want to give your own students/association members a discount for attending. You might also consider a family discount, or providing free registration to instructors who have a certain number of students register by the preregistration deadline - this encourages instructors to get their students to register as well.

Good luck, and let us know what you decide.

 

[Drac]

Kacey answered your questions so well that I can only add my 2 cents worth...You need to decide on a PROGRAM..Doing general self defense might attract a lot of first timers might become students..Self defense might also attract cops if you give them plenty of notice...

The ICHF seminars usually offer a discount for those that pre- resgistar early and it seems to work..At the ones I've attended discounts were offered to Police,Firefighters, EMT's and Military personnel...The other decision is Gi's or no gi's..All the seminars that I attended there was a NO GI policy, it is less imtimidating to first timers...Don't forget WATER...

 

[jks9199]

I will be hosting my first seminar at the school since the move two years ago and since remolding as well, a couple of question for everybody.

1) What is the timeframe before the seminar to start to promote it

2) Do you need to have everybody pre-register or accept at the door registration

3) how mnay different styles can be done on a weekend seminar, I mean two or three or do they all need to be about the same

4) Do you give a discount for early registrtion

Anything else you would like to add feel free to dao so.

A lot depends on the goal of the seminar. Are you inviting people in to give your students exposure to other arts? Then the instructor's schedules will dictate how much notice you can give. Or are you trying to offer a seminar to attract new students, teaching it yourself? Then you can get away with less notice. But -- the more notice (within reason) you give -- the more people that are likely to be able to come. The worst I've seen was less than a week's notice for a clinic several states away taught by my system's chief instructor. At the other end of the scale -- there are annual clinics that are held the same time, every year.

As regards registration -- I'm a fan of preregistering as a general rule, so that you can be sure that any equipment or facilities are adequate for the numbers. But leave room for last minute/at-the-door registration, too. Some people's schedules just can't always be predicted, or they just can't be bothered to pre-register. Having some sort of encouragement like a slight reduction in the rate helps get people to pre-register.

You mention "how many styles"; what exactly do you mean by that? I've kind of alluded to this already -- but if you're trying to expose people to different styles in the area or something like that, you need to give them several hours to see each. Personally -- I think that if you're bringing in someone for a one-day clinic or seminar, that should be all you do that day, unless they tell you that they only want 2 hours... But, if you're doing a self-defense seminar, you might have several blocks of instruction (like grab defenses, improvised weapons, awareness, and so on), and each will take a couple of hours.

 

[Rich Parsons]

I will be hosting my first seminar at the school since the move two years ago and since remolding as well, a couple of question for everybody.

1) What is the timeframe before the seminar to start to promote it

2) Do you need to have everybody pre-register or accept at the door registration

3) how mnay different styles can be done on a weekend seminar, I mean two or three or do they all need to be about the same

4) Do you give a discount for early registrtion

Anything else you would like to add feel free to dao so.

Well I am glad you are into hosting seminars

1) I suggest as mentioned a few months at least, if it turns into a yearly event, you can announce it at the event and also a few months before as well.

2) Accept at the door registration unless there is a limited number do to space such as with weapons training or matt space. Then make an announcement when it is almost full, so people who were hesitant know they might miss out if they do not register.

3) Different styles can be taught on the same seminar schedule, it all depends upon the students and the arts. I have found that it is nice to have someone from your organization give some time for students who want to learn more of your system. It is also nice to have one or two quest instructors to show different styles and teaching methods or matices.

4) Many set their price for the at the door, and then back from there for the discounts sometimes it is tiered for real early and medium registration. Also some people give group discounts for people who bring large numbers. Large numbers can be what ever you set it at, being 3 or 4 or more depending upon your discount strategy.

If it is a long seminar with multiple people please schedule enough time inbetween instructors to have people get equipment if required. Also lunch breaks are good to plan for, and it helps if you have prepared instructions for all the local areas to get food. Also by some water by the bulk, factor the cost into the seminar, and make sure you have water on hand. It makes people feel good to know they can get some water.

Good Luck

 

[stickarts]

I have promoted quite a few seminars.
I recommend to start promoting it at least 3 Months in advance.
You can offer a preregistration price which is less expensive and a higher price at the door. You may want to make a note that you only accept cash or money orders at the door. It can be difficult to collect the money if you receive a bad check.
I have had more than one art with decent success.
Sometimes people wait until the last minute to register so don't panic if you don't get many registrations right away!
Don't forget to have everyone sign a waiver and be sure your event is covered with insurance.
good luck!!!!

 

[MJS]

I will be hosting my first seminar at the school since the move two years ago and since remolding as well, a couple of question for everybody.

1) What is the timeframe before the seminar to start to promote it

I'm in agreement with the others. I'd say at least 3-4 months.

2) Do you need to have everybody pre-register or accept at the door registration

Usually both methods are done.

3) how mnay different styles can be done on a weekend seminar, I mean two or three or do they all need to be about the same

I'm assuming this will be a Saturday and Sunday event? As for the number of seminars...how long are you planning for each day? If this was going to be 8 hrs each day, its going to depend on how much time you want to allow for each style.

4) Do you give a discount for early registrtion

Yes, thats usually standard.


Mike

 

[terryl965]

Ok I'm going to try and bring Drac down and I know Brian is coming so these two will be doing the seminar and I will be attending and getting it together.
I'm hoping it all comes together for all of us.
Thank you all for the advice

 

[Kacey]

Any kind of a time frame for this?

 

[terryl965]

Any kind of a time frame for this?

Looking Mid March

 

[Drac]

I'm gonna have to work some serious hours..I do Denver in April

 

[bdparsons]

I will be hosting my first seminar at the school since the move two years ago and since remolding as well, a couple of question for everybody.

1) What is the timeframe before the seminar to start to promote it

2) Do you need to have everybody pre-register or accept at the door registration

3) how mnay different styles can be done on a weekend seminar, I mean two or three or do they all need to be about the same

4) Do you give a discount for early registrtion

Anything else you would like to add feel free to dao so.

1. I usually start structured promoting 3.5 to 4 months in advance (word of mouth sooner), but that will depend on when the seminar is being held. For times when you know folks will be busy (summer vacations and what not) start sooner, give them a chance to plan and choose.

2. Both

3. I think it's not so much abut styles as it is subject matter. Material based on principles and concepts can be appreciated and applied by numerous styles together.

4. Absolutely, usually 10% of the registration fee.

Hope this helps.

Respects,
Bill Parsons
Triangle Kenpo Institute

 

[Kacey]

A few other ideas:

If you are expecting people from out of town, it would help if you could provide the names of several nearby, inexpensive but decent motels - many of which will provide group rates if contacted in advance

If food is not available on the premises, either arrange for it to be delivered/provided, or provide attendees with the location of nearby restaurants. If you don't have the personnel or desire to provide on-site food yourself, it makes a great fundraiser for school, church or other community groups.

If food/water will, or will not, be allowed on the site, or in the workout area, make sure people know that ahead of time so they can plan accordingly - it will improve their experience, and increase the likelihood they will come to the next seminar.

Send copies of the seminar information and registration forms to instructors in your area (associated or not) and to instructors within your association (nearby or not) - not just emails with the forms attached or a link to the forms. Some people don't have email; some emails get caught in spam filters; some computers are set to not allow certain types of attachments; etc. Paper forms should still be provided - and if not mailed out initially, should be available upon request.

 

[Carol]

I'm gonna have to work some serious hours..I do Denver in April

Drac does Denver?

I want pics!


In all seriousness....some hotels will offer a discount if a block of people are coming. If you are expecting 6 or more out-of-towners, it can only help to offer them some discount lodging.

Its a good idea to have some good lodging and good food contacts available for everyone. Training over a weekend is a lot of training, and some people may want the time/energy saving benefits of a decent lodging near the school.

 

[Drac]

Drac does Denver?

Join me and we'll own that town...LOL

 

[Kacey]

Join me and we'll own that town...LOL

First you have to pry it away from me - and I have a home town advantage!

 

[Drac]

First you have to pry it away from me - and I have a home town advantage!

Drat and double drat..I forgot...

 

[Kacey]

Drat and double drat..I forgot...

Gee, thanks a lot! :uhyeah:

 

[morph4me]

Will you be dug out by April?

 

[Kacey]

Will you be dug out by April?

Cute... really cute! And yes, we should be - a large part of what fell last week is already gone... it's just that there's another storm coming in now.