Analytics

Updated list of members invited

STEM Connect 2025 Flyers

STEM CONNECT 2025 Seminar Arrangement Checklist

1. Planning Phase – done

• Define Objectives:
  • Seminar goals and expected outcomes.
  • Target audience (students, educators, professionals, etc.).
• Set the Date & Venue:
  • Confirm date, time, and duration.
  • Book venue (auditorium, conference hall, online platform).
  • Ensure accessibility for all participants.

2. Budgeting – done

• Create a Budget Plan:
  • Venue cost.
  • Speaker fees and honorariums.
  • Marketing and promotional materials.
  • Technology and equipment rental.
  • Refreshments and catering.
  • Miscellaneous expenses (stationery, decor, etc.).

3. Content Development – done

• Agenda & Topics:
  • Finalize the theme: STEM advancements, career pathways, innovations, etc.
  • Create a detailed schedule.
  • Assign session durations (keynote speeches, panel discussions, Q&A).
• Speaker Coordination:
  • Invite keynote speakers, panelists, and experts.
  • Collect bios and presentation topics.
  • Arrange travel and accommodation if necessary.

4. Logistics

• Venue Setup:
  • Seating arrangements (theater, classroom, roundtable).
  • Stage setup with podiums and backdrops.
  • Display banners and branding materials.
• Audio-Visual Requirements:
  • Microphones, projectors, screens.
  • Internet connectivity.
  • Backup systems for technical failures.
• Materials:
  • Handouts, brochures, and seminar kits.
  • Certificates of participation.
  • Name tags and badges.

5. Registration – in progress

• Participant Management:
  • Set up an online/offline registration system.
  • Design and distribute invitations or flyers.
  • Confirm RSVPs and maintain attendee lists.
• On-Site Registration:
  • Create a registration desk.
  • Ensure volunteers are available for assistance.

6. Promotion & Communication – in progress

• Marketing:
  • Social media campaigns, email marketing, posters.
  • Collaborate with schools, colleges, and organizations.
• Pre-Seminar Updates:
  • Send reminders and updates to registered attendees.
  • Share agenda and key speaker information.

7. Catering & Hospitality

• Arrange refreshments and meals (depending on duration).
• Ensure dietary restrictions are accommodated.
• Provide water stations at the venue.

8. Safety & Compliance

• Health & Safety:
  • First aid kit availability.
  • Ensure venue compliance with fire and safety regulations.
• Security:
  • Arrange for adequate security personnel.
  • Badge checks for participants and staff.

9. Volunteer & Staff Management

• Assign roles: ushers, tech support, speaker coordinators.
• Conduct a briefing session prior to the event.
• Prepare a contact list for quick communication.

10. Post-Seminar

• Feedback Collection:
  • Distribute feedback forms or surveys.
  • Analyze participant feedback for improvements.
• Acknowledgments:
  • Send thank-you notes to speakers and attendees.
  • Recognize volunteers and sponsors.
• Documentation:
  • Record proceedings (photos, videos).
  • Prepare a report on the seminar’s success and challenges.

11. Contingency Plans

• Prepare for last-minute speaker cancellations.
• Have backup for technical failures.
• Ensure alternate communication methods are available.