BACHELOR OF SCIENCE IN INDUSTRIAL TECHNOLOGY
MODULE 1
ORGANISING TRAINING
WORKSHOPS AND SEMINARS
INTRODUCTION
This module is designed to introduce the discussion about organising seminar workshop
and to prepare students in the future success on their field of specialization.
The contents of this module are adapted from the presentation of Dr. Caroline V Katemba.
TABLE OF CONTENTS
Cover page. . . . . . . . . . . 1
Introduction. . . . . . . . . . . 2
Table of Contents. . . . . . . . . . 3
Definitions of Seminar. . . . . . . . . 4
Purpose a seminar. . . . . . . . . . 6
Pre-event activities. . . . . . . . . . 12
Activity of the day. . . . . . . . . . 15
Evaluation. . . . . . . . . . . 18
OBJECTIVES:
OBJECTIVES:
1. Understand seminar workshop.
1 .2. Analyze the concept of seminar workshop
3. Identify the steps of seminar workshop.
4. Plan an events related to area of specialization.
5. Organize seminar workshop.
DEFINITIONS OF SEMINAR
What is a seminar?
1. A conference or other meeting for discussion or training. a conference or other
meeting for discussion or training. Synonyms as conference, symposium, meeting,
convention, forum, summit, discussion, - a seminar for education officials
2. a class at a college or university in which a topic is discussed by a teacher and a
small group of students. Synonyms: study group, workshop, tutorial, class, lesson –
teaching in the form of seminars.
3. A seminar is, generally, a form of academic instruction, either at an academic
institution or offered by a commercial or professional organization. It has the function of
bringing together small groups for recurring meetings, focusing each time on some
particular subject, in which everyone present is requested to actively participate. This is
often accomplished through an ongoing Socratic dialogue [1] with a seminar leader or
instructor, or through a more formal presentation of research. It is essentially a place
where assigned readings are discussed, questions can be raised and debates can be
conducted. [2] It is relatively informal, at least compared to the lecture system of academic
instruction.
SEMINARS VS. WORKSHOPS
The main difference between seminars and workshops is that seminars are usually more
academic and less hands-on than workshops. Seminars are events that are mostly
geared towards educational topics and usually feature one or more experts on the subject
matter. On the other hand, workshops are generally less formal and require more
attendee participation than seminars. The main thrust of workshops is for the participants
to gain new skills during the event under the guidance of the instructor
PURPOSE OF A SEMINAR
A seminar may have several purposes or just one purpose. For instance, a seminar
may be for the purpose of education, such as a lecture, where the participants engage in
the discussion of an academic subject for the aim of gaining a better insight into the
subject. Other forms of educational seminars might be held to impart some skills or
knowledge to the participants. Examples of such seminars include personal finance, web
marketing, real estate, investing or other types of seminars where the participants gain
knowledge or tips about the topic of discussion. Of course, a seminar can be motivational,
in which case the purpose is usually to inspire the attendees to become better people, or
to work towards implementing the skills they might have learned from the seminar. For
instance, a business seminar with a financial theme could be for the purpose of teaching
small business owners how to pitch to investors or to write a solid business plan, and to
motivate them to get started right away. Sometimes, seminars are simply a way for
businessmen and women, or other like-minded people, to network and meet other
attendees with similar interests. Such seminars provide opportunities for the attendees to
make some potentially valuable contacts that can help them move to the next level in their
careers or endeavors. A trade seminar brings a wide cross-section of the community
together, such as government officials, businessmen and women and the general public.
Such seminars often consist of workshops and the presentation of white papers. They
are usually held for the purpose of networking with various vendors and making new
connections.
The success of a seminar depends on how well it is organized. Now, that might
seem like plain common sense, but it’s an important point that needed to be stressed
enough. No matter whether it’s your first event or your 25th anticipating those little details
is never an easy task. One of the activities commonly undertaken by professional
associations is arranging training workshops and seminars. These guidelines have been
developed through experiences of participating and organizing seminars and
conferences; this guide does not cover program content but planning activities that will
ensure the organization of a successful event. The guidelines are based on the
understanding that successful training workshops and seminars depend not only on the
quality of training provided but also on the planning that supports the delivery of the
sessions.
Evaluation:
Direction: Answer the following questions:
1. Give an idea on the preparation of the seminar.
2. From your own idea differentiate seminar and workshop.
3. What do you think is the purpose of conducting seminar workshop?
4. Who would be entitled for the seminar workshop?
PRE-EVENT ACTIVITIES
1. Form an organizing/planning committee
The role of a workshop/seminar committee is to take responsibility for
putting on the event. The committee would usually be appointed by the executive
of the association (or the principal management group) and would be required to
report on progress. The size of the committee will depend on the size of the event,
but as a general rule there needs to be an adequate number of members to ensure
that the work load and responsibilities are shared and not too burdensome for any
one member. The organization and responsibilities of committee members may
vary but generally the roles of chairperson, treasurer and secretary will be needed
to effectively manage the event and an editor if there are plans to publish the
proceedings. These positions could be created for the specific event working under
the general direction of association office bearers e.g., the association treasurer
will probably want to provide guidance on handling money to conform to
association guidelines. Alternatively, association office bearers (e.g., the secretary
and treasurer) may undertake these roles on the committee.
2. Draw up a timetable/ timeline
A timetable is an important planning document identifying:
· all the activities to be undertaken,
· individuals responsible, and
· deadlines for completing each activity.
3. Decide on a date
The date will depend on the availability of the venue and the
presenters. Care should be taken to ensure that the date does not conflict
with public holidays, religious celebrations and other association events.
4. Develop a program
Developing a program is an early task that needs to be
undertaken by the committee. To do this:
• review past workshops/seminars and in particular ‘lessons-learnt’,
• determine specific goals and learning objectives for the session,
• if your association has a continuing professional development
program, decide if points
• or credits will be allocated for seminar attendance,
• decide on themes, topics, number of sessions,
• identify possible speakers (a well known keynote speaker will attract
participants),
• determine the format (e.g., interactive, lecture style),
• develop a draft program,
• issue invitations to suggested speakers,
• decide on whether proceedings will be printed, and
• finalise the program.
• draft out the design of the certificate for the presenters, and attendees,
moderators, steering committees.
• prepare and design the plaque of appreciation for the keynote
speakers and invited speakers. .
• decide on the gift for the keynote speakers
• prepare for the notes , pens , bag/map, badge/name tags
• website to put on the information, for publication of the proceedings or
abstracts & papers (urgent, LPPM) .
• CDs /burnt CDs for the event .
• Flags and Flag pole .
• booklet of the program /abstracts .
• registration form .
• evaluation checklist
5. Draw up a budget
Drawing up a budget will allow the committee to identify where money
is expected to come from and what expenses are likely to occur. With this
information the committee will be in a good position to say how much money
will be needed, how much money will be available to be spent, determine
the registration fee, how many attendees are needed to break even, whether
or not a profit is expected or whether the association may be required to
carry a loss.
6. Expenditure may include:
payment for speaker/presenter (i.e., for travel, expenses and
speaking or honoraria payments),
• venue hire,
• equipment hire,
• catering,
• materials (e.g., paper, pens, name badges, etc.),
• promotion (e.g., printing, advertising),
• information packs, · postage, and
• printing of proceedings. .
• banners .
• snacks .
• meal
7. Income will to come from:
• registration fees,
• sponsorship,
• subsequent sale of proceedings (i.e., if decision is made to produce
proceedings), and
• funds provided by the association.
8. Registration fees are generally calculated by using the formula:
Fixed cost per person PLUS meals and material cost per person
It is usual to offer various levels of registration for:
• members of the association,
• non-members,
• students, and
• members of allied associations.
A decision also needs to be made on whether discounts will be
offered to ‘early bird’ registrants and for groups. It is very helpful to the
committee to know several weeks prior to the event how many people will be
attending.
When drawing up the budget it is also useful to develop a
cancellation and refund policy. In developing such a policy consider:
• the cut off date when refunds will be made,
• whether an administration fee will be charged,
• whether a registration can be transferred to another person,
• how a cancellation can be made (e.g., by email, fax, mail),
• who should the cancellation notice be sent to, and
• including a ‘no show’ clause (i.e., detailing a statement on refunding
those who registered but did not show up).
9. Seek sponsorships
Registration fees can be reduced if the budget is partially met by
sponsorships. The association may have general procedures on seeking
and managing sponsorships which the workshop/seminar committee will be
required to follow.
Sponsors could be sought to donate the costs for a session
speaker, host a morning/ afternoon tea or lunch or contributing material such
as badges, folders, notebooks etc. Sponsorship could be promoted through
an announcement at the event or by including the sponsor’s logo on
promotional literature and in the proceedings if they are published. The
sponsor could also include promotional literature in workshop information
packs.
10. Select a venue
Below are some criteria to consider when selecting a venue:
a. Does it fit the budgetary allocation?
b. Is it accessible to public transport?
c. Does it have disabled access?
d. Is there parking available?
e. Will participants have to pay for parking?
f. Are the facilities acceptable (e.g., toilets clean and accessible, cloak
rooms available)?
g. The length of the seminar (e.g., is it over several days and if so, will
accommodation arrangements need to be offered)?
h. Are there any special security requirements?
i. Is there adequate heating/ cooling?
j. Is there sufficient space for planned activities?
k. Can furniture be rearranged to suit your requirements?
l. Is access to the venue possible to set-up the facility?
m. Is there access to power points?
n. Is equipment provided by the venue (e.g., whiteboards, flip charts, chairs,
tables, sound equipment etc.) or required to be borrowed or hired?
o. Will the venue cater for food and beverage requirements or will separate
arrangements need to be made?
11. Develop a registration brochure.
The style of the brochure will depend on the target audience and
resources available for its production/printing. It could be a simple
photocopied page or a glossy brochure. The design and format will also
depend on whether you are offering online registration. Whatever the format
consider including the following details:
• the theme and aims of the event,
• program summary, · date of the event,
• location details (e.g., parking arrangements, map),
• participant details – name/ address/ employing institution/ phone/ mobile/
employer/ email/ preferred name on name badge,
• registration fee options (e.g., member of the association, student etc.),
• closing date for registrations, · early bird/ group registration discounts,
• payment options (e.g., credit card, via internet, cheque, bank draft etc.),
• where to send completed registration forms (post, email, fax, website
addresses),
• special requirements (e.g., dietary/ access),
• contact details for event administrators (postal address, email, fax, email
addresses), and
• substitution, cancellation and refund policy.
12. Plan a promotion campaign to advertise the event
The success of the event will largely depend on a successful
advertising campaign aimed at targeting key audiences. Promotion ideas
include:
• developing posters, flyers,
• develop, print and distribute workshop/seminar registration
brochures,
• developing a website for the event, to upload abstracts & full paper
• advertising in the association’s newsletter/bulletin and on its
website,
• advertising in the publications of allied associations,
• sending emails to potential participants, and
• doing interviews on local media.
13. Send confirmation letter to registrants
This letter could be sent by mail or email to participants to confirm that
their registration has been received. It could include:
• a receipt for the registration fee paid,
• reiteration of dates and place of seminar/workshop,
• directions/map, and · location and time of registration.
When confirmation letters are sent, develop a list of participants to
be used to check off registrants as they arrive on the day of the event.
At this point attendance certificates to be handed out after the event
could be produced.
14. Maintain contact with speakers/presenters
Maintain contact with the speakers/presenters to ensure they are kept
briefed about the program and arrangements. If they are coming from
another city picking them up from the airport/ bus or train station and
bringing them to the venue would probably be appreciated. Make sure that
their equipment needs are identified and provided on the day. If there is a
session chairperson encourage contact with the speaker/presenter before
the event.
15. Organize equipment
Determine where you will get the computer/ audiovisual equipment
needed for the workshop/seminar to save last minute concerns. Venues
often provide equipment or it may have to be borrowed or hired for the
occasion. Equipment may include:
• computers (is an internet connection required?),
• PowerPoint projector,
• overhead projector,
• screen,
• pointer,
• microphones, and
• video camera.
• Sound System
Other equipment needed could include:
• pens, paper,
• flip chart and markers,
• whiteboard/backboard,
• thumbtacks,
• blu-tack, and
• post-it notes.
16. Develop an evaluation form/s
Evaluations provide organizers and presenters with important
information about the event. These forms can be handed out after each
session and/or at the end of the event. Possible questions to include on an
evaluation form to be handed out at the end of each session include:
• What aspects of the session did you find useful?
• What aspects of the session were least useful or could have been
improved?
• What issues or questions do you want to know more about?
• Any other comments you would like to make?
Possible questions to include on an evaluation form to be handed out
at the end of the event include:
Content:
• What aspects of the workshop/seminar did you find most useful?
• What aspects were least useful or could have been improved?
Methodology:
• Which presentations or activities did you find most effective and why?
• Which presentations or activities did you find least effective and why?
Venue:
• Comment on the venue – rooms, facilities, ease of access etc.
• Comment on the food.
• Comment on the organization of the event.
Additional comments:
• Please provide any additional comments about any aspect of the
seminar/workshop.
17. Prepare participants’ information packs/folders
These individual packs for participants can include:
• a copy of the program,
• information on the venue,
• training material to be used in each session (unless handed out
separately),
• biographical details about speakers/presenters,
• evaluation forms,
• pens/writing pads,
• list of participants,
• sponsorship material.
• campus maps (information)
• CD of the program /proceeding
If participants are not members of the associations, membership forms
and information about the association could also be included.
Activities on the day
Allocate overall responsibility
Clearly define who will have overall responsibility for making decisions
and changing arrangements on-the-day.
18. Organize helpers/volunteers
It will be important to organize helpers and volunteers on the day to
ensure they provide the most effective logistical assistance. They need to
be thoroughly briefed on the
program, the venue and facilities and should have easily identified
name badges to identifying them to participants as people they can ask for
assistance.
Tasks these helpers/volunteers can carry out include:
• liaising with caterers,
• setting up and testing equipment,
• making sure equipment is securely stored during breaks,
• setting up signage,
• setting up and provide assistance on the registration and sales desks,
• setting up room/s (e.g., is ventilation and room temperature comfortable,
water and glasses on each table, distribute handout material for each
participant),
• supporting presenters before, during and after the session,
• photocopying,
• distributing and collecting evaluation forms, and
• assisting with winding-up activities (e.g., handing out attendance
certificates, packing up equipment, etc.).
19. Set up the venue
Setting up the venue can include:
• putting up signage (e.g., room numbers, facility directions),
• organising room/s (e.g., arrange chairs/tables, distribute workshop
material),
• making sure seminar/workshop materials are available,
• organising the registration desk (should have on hand a list of
participants, registration packs/folders, participant name tags, map of
venue),
• organising a sales table for association publications and other sales
items.
•
20. Present general announcements
Arrange for one person to gather and compile this information and to
announce it at the beginning of each session (e.g., information on
whereabouts of facilities, where morning/tea and lunch will be served,
whereabouts of telephones and internet/computers, evaluation forms, and
other specific information).
21. Arrange for photos to be taken documenting the event
Photographs of the venue, presenters, participants and sessions can
be used to promote the activities of the association in newsletters and on
websites and also in the proceedings if these are being produced.
Post event activities Write thank you letters to presenters, sponsors, helpers and
volunteers.
22. Publish and distribute proceedings
Printing proceedings of a seminar/workshop will depend on the nature
of the event (e.g., for a training workshop which relies on one-on-one
contact and hands-on exercises printing proceedings would probably not be
an option, whereas it may be an option for a one-off seminar on a particular
topic). Deciding if proceedings will be published needs to be made early in
the planning cycle to take into account budget requirements and the need
to make speakers aware that they will be required to submit copies of their
papers. If a decision is made to print the proceedings of the
seminar/workshop steps to be undertaken include:
• gather papers from speakers,
• confirm copyright arrangements with authors,
• edit papers and liaise with authors over suggested changes,
• seek quotes from designers and printers,
• select designer and printer,
• submit edited copy to the printer,
• examine proofs, make corrections and return to printer,
• approve proofs,
• distribute copies of proceedings to participants, speakers and sponsors,
and
• arrange to promote and sell proceedings to the public and association
members.
Publication may also be done online via the association’s website with
limited access by participants, speakers and sponsors. Selling proceedings to
those interested in the topic but who did not attend the event may also be an
option for the association.
23. Pay outstanding accounts and develop a closing balance sheet.
24. Prepare a report on event
A report written for the association’s executive or governing body
after the event summarizing outcomes and identifying lessons learnt will
provide valuable information to assist with organizing future sessions.
Consider including the following details in the report:
• an overview of planning and activities undertaken,
• summary of evaluation forms,
• financial summary (receipts and expenditure),
• comments on venue, and
• lessons learnt to support future planning.
• A report could also be written for seminar sponsors.
Activity:
Direction: Organize an event following the lessons you have learned. Note: It must be
related to the area of specialization
Reference:
[Link]
EMINARS
OBJECTIVES:
OBJECTIVES:
1. Learn more about curriculum approaches in the Philippines
1. 2. Familiarize curriculum approaches in the Philippines
3. Enumerate the curriculum approaches in the Philippines
OBJECTIVES:
OBJECTIVES:
1. Learn about curriculum design
1. 2. Familiarize curriculum design
3. Enumerate the different curriculum design
OBJECTIVES:
OBJECTIVES:
1. Learn about curriculum models in the Philippines
1. 2. Familiarize curriculum models in the Philippines
3. Enumerate the curriculum model in the Philippines
OBJECTIVES:
OBJECTIVES:
4. Learn about curriculum evaluation
1. 5. Familiarize curriculum models in the Philippines
6. Enumerate the curriculum model in the Philippines
OBJECTIVES:
OBJECTIVES:
7. Learn about curriculum evaluation
1. 8. Familiarize curriculum models in the Philippines
9. Enumerate the curriculum model in the Philippines
REFERENCE:
Ronnie Espergal Pasigui, The Nature and Scope of Curriculum Development
(Philippine Context)