Phase 1: Pre-Planning

Planning for a seminar is very important, and the more planning you do ahead of time, the better your seminar will be. Below you will find a list of things you should do that will help in the preparation of your seminar.

1. Review your Plan

Review and become familiar with the plan and any specific plan sections you would like discussed at the seminar. Share the plan with potential exercise stakeholders.

2. Establish a Seminar Planning Team

The Seminar Planning Team oversees and is ultimately responsible for determining the purpose, scope, and objectives of the seminar, as well as seminar design, development, and conduct. The team determines seminar objectives decides how the seminar will be conducted and evaluated. Planning team members also help with developing and distributing any pre-seminar materials and conducting seminar planning conferences. Because planning team members are highly involved in the seminar, they may be ideal selections to facilitate or evaluate the seminar.

The Seminar Planning Team should be of manageable size yet represent the full range of participating entities, as well as other relevant stakeholder organizations. Planning team members should represent each participating key agency, department, and stakeholder organization within that jurisdiction. A Seminar Planning Team Leader manages the planning team.

3. Schedule Planning Meetings

Develop a draft calendar of planning meeting dates. Vet with the Seminar Planning Team and send out to all relevant staff. 

4. Create a Budget

Some seminars do not require budgets because all of the personnel, assets, and consumables are already on site.  If you want to produce documents, hire experts, purchase supplies and equipment (audiovisual, etc.), create signage, serve food, develop name badges and/or table tents, you may need a budget.

If you need a budget, create it and go over it with finance personnel. This will help to scale back the exercise as needed, or if money allows, scale it up. An example budget has been provided in the attachment below.

Seminar Budget - Sample