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Narrow down your search by targeting coordinators who have experience in your particular conference and seminar, whether large or small. Keep your options open and contact a few different coordinators to start with. Call each to get rates, availability, experience, location and website information. Read up on a few different companies to get a feel for what each has to offer. In your search for the right conference and seminar coordinator, keep in mind that different coordinators specialize in different types of events. Some may cater to global corporate meetings with a lot of audio and video components, while others may cater to smaller seminars or workshops with a speaker or two. Contact a few different companies that you feel may offer the services you need. Get basic information such as experience, location, availability, services, rates, and qualifications. Find out if the coordinator is part of a local, national or international company, or an independent contractor. Inquire about any business affiliations as well. Many online conference and seminar coordinator sites offer detailed information on services, results and successes, and free quotes. Research the coordinator you choose thoroughly, making sure he or she has all the proper qualifications. Get references if possible. When meeting with a conference and seminar coordinator, take note of the cleanliness of the office and friendliness of staff, as well as timeliness of the professional. Ask what the cost entails, and be specific as to services and time lines, whether you want a three-hour leadership management seminar, or a weekend business event with destinations and airfare. Ask for planning advice for your company too. Before choosing a conference and seminar coordinator, keep in mind location, availability, experience, qualifications, and rates.
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