Since we are an Elder Law firm, we tailor our approach to reach our clientele most effectively. One of the most effective ways that we can reach our desired clientele is to hold free public seminars. These informational seminars are meant to educate the public on what they need regarding estate/Medicaid planning and what we can do for them. Since we have an older clientele, with some not even having access to the internet (much less social media), holding public seminars is a great way to reach out to these people.

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Setting up a seminar takes about 6 weeks from start to finish, although some are often scheduled even further in advance. First, I discuss with my team the contents of the seminar, the list of presenters, date, and time. Once we have all of that information, the next step is to find an event venue. We usually get a hotel conference room, due to their affordability and ease of use. However, we would occasionally conduct seminars at other more relaxed settings, such as at a winery. Once we decide on a venue, I contact the sales representative of the event venue and book the spot.

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Once the we book the spot, I write the Ad Copy for and work with the graphic designer to create newspaper ads. If it is a new topic, I write the ad copy from scratch. More often than not, it is a topic that we have done before, so I search in our files for the ad copy from previous years and make the necessary changes, so it is up to date. Once it is up to date, I send it to the Graphic Designer so they can create the ad. Once finished, I send the ads to the papers with a schedule. 

 

To prepare for the seminar, I prepare materials for our presenters. If they are using a PowerPoint, I will create a new PowerPoint or update an existing one. 

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When we host a seminar, we pass out folders full of information and materials for the seminar. These are prepared a few days before the seminar.

 

On the day of the seminar, I travel to the event venue early to make sure everything is set up, and to check in with the staff to make sure they are ready. Once everything is set up and we are about to start, I stand at the entrance of the event venue, greet the attendees, ask them for their name for the RSVP sheet, and show them to their seats.

 

When it is time to start, I will get up and welcome everyone, go over the necessary materials in the folders, make everyone aware of the exits and the bathrooms, and introduce the topic and the speakers.

 

Once the speakers begin their presentation, I head to the back of the venue to take pictures for social media accounts, and to assist anyone who needs it. Once the presentation concludes, I head back up to the front and remind everyone to fill out the evaluation sheets, and collect them as they leave. Once everyone has left, I gather our materials, level with the venue staff and depart. After the event, I send in our appointment requests to the scheduler and enter everything into our CRM.