Wondering how to prepare for a seminar? Understand your needs to ensure a successful event!
1. Determine Your Needs
When planning a seminar, it’s essential to determine the number of participants, schedule, and budget.
The budget should include venue rental, speaker fees, miscellaneous expenses, and manpower costs.
2. Find a Venue
After confirming the number of participants, the most important task is to arrange the space.
You can start by choosing a location near your company or in a conveniently accessible area.
Venue types may include conference centers, hotel meeting rooms, university campus venues, and exhibition centers.
Choose a venue style that aligns with your event.
3. Request a Quote
When inquiring about venue rental, in addition to the cost and availability, confirm whether the venue provides
the equipment and services you need, such as conference room equipment, video conferencing tools, internet access,
and catering services.
4. Book the Venue
Discuss venue layout with the manager, including seating arrangements and equipment placement.
Confirm the event date, time, number of participants, and other details. Once finalized, sign a contract and pay the deposit.
5. Event Day Management
It’s recommended to arrive early and stay in close contact with the venue manager to promptly address any issues.
Choosing a venue with a designated contact person can help avoid last-minute complications.
Once everything is in place, you can begin promoting your seminar online and offline!
The most comfortable conference room layouts
Three popular large-scale meeting formats
Conference venues can accommodate various setups, such as theater style, classroom style, U-shape, and round table.
Here are three common layouts:
- Theater Style
▲ GTB Business Center – Taipei Zhongxiao Conference Room
Chairs face forward toward the stage or whiteboard, ideal for large-scale lectures or keynote presentations.
- Classroom Style
▲ GTB Business Center – Taichung Showtime Conference Room
Tables and chairs are arranged in rows facing the front, making this setup perfect for training and educational sessions.
- U-Shape Layout
▲ GTB Business Center – Taichung Showtime Conference Room
Tables form a “U” shape, allowing attendees to face each other and the presenter. Great for small seminars and group discussions.
Business Centers Save You Time and Effort
Reception Services Ensure Smooth Meetings!
A major concern with renting a conference room is the risk of unmet expectations—lack of reception, poor facilities,
or internet issues. To avoid guests getting lost, it’s common to assign 2-3 staff members and a reception desk.
If other issues arise, you may need to solve them yourself.
However, renting from GTB Business Center or Hanse can avoid these problems.
On-site secretaries are available to assist with technical or connectivity issues.
To ensure smooth meetings, business centers offer site tours where specialists help discuss layout and solutions.
Custom setups are available as needed.
▲ Hanse Business Center – Song Gao Center
This space accommodates 15–20 attendees with ergonomic furniture for long meetings. Complimentary coffee, tea, and snacks are also provided for your guests.
▲ Hanse Business Center – Xinyi Center H-Space
Work with staff to arrange ideal seating and equipment for your event.
Nationwide Space Booking Made Easy
GTB-Space Offers a Full Range of Conference Venues
GTB-Space is a flexible business space platform where you can browse and book spaces based on your needs.
GTB-Space Membership Benefits
– Top-up points and enjoy up to 20% bonus rewards
– Free access to business-related seminars
– Exclusive member events
GTB-Space Platform: https://www.gtbspace.com/
1.Browse Spaces
Browse various conference rooms and filter by date and number of people.
2.Top-up Points
Designed for all business users, our membership plans are the most cost-effective solution.
Points are deducted for each booking; no need to repeatedly input user or company info.
Full history of top-ups and bookings is available.
3.Latest News
Stay updated with all promotions, events, and seminar announcements.
