Preparing for the Seminar

We started preparing for the seminar about 45 days in advance, which might sound like plenty of time, but in reality it felt tighter than expected because we were also managing our regular responsibilities.

Choosing the Perfect Venue in Bangkok

We began by exploring potential venues across Bangkok. Each of us had a favorite. Katie liked The Okura Prestige Bangkok’s ballroom, which features LED screens surrounding the space in three directions. I was drawn to the Waldorf Astoria Bangkok’s ballroom, with its high windows and lush greenery outside, which felt more in tune with our brand. In the end, we chose the Waldorf Astoria because it offered more flexibility with our schedule.

Waldorf Astoria Bangkok

Designing the Key Visual: The Flowing Gradient

At the same time, I started imagining what the seminar’s key visual (KV) could be. I knew it needed to resonate with audiences such as policymakers, industry leaders, and investors. The visual language had to carry weight, credibility, and a sense of forward optimism.

I kept thinking about motion, something alive yet understated, that could express transformation without spelling it out. Steel is often seen as rigid and heavy, but our story is one of movement, change, and sustainability.

The idea came together when I thought of molten steel; fluid, bright, and full of energy. That image became the spark. What if that same flow could symbolize our transition from traditional steel to green steel? From there, the flowing gradient animation became the heart of the design, representing progress, energy, and renewal.

Key Visual

Building the Seminar Website and Registration System

Once the key visual was finalized, I quickly moved on to building the seminar website since sending invitations to our guests had become the top priority. I set up a registration form for sign-ups but overlooked adding an automatic email reply for those who registered. It’s definitely something I’ll make sure to improve next time.

Seminar Website

Selecting Vendors and Printing Materials

Next on the list was finding gifts for our guests and speakers. I explored several vendors and noticed that the quality was more or less the same, so I decided to go with the one who communicated better. It was a similar story with the printing materials as well.

A small reminder to myself: good communication really makes all the difference.

Technical Setup and Livestream Preparation

Thanks to K. Pim, I got in touch with K. Kaew, who became the main technical lead for the seminar, handling the translation booth, LED setup, livestream, and AV systems. I knew we were in good hands when I learned that he had been doing this work for over ten years.

As the seminar day drew closer, everything started to move faster. The social media posts were scheduled, the newsletters had been sent out, and all the logistics were falling into place. Yet with every task checked off the list, a little more pressure crept in. I kept thinking about the countless details that could still go wrong; the sound system, the livestream, the timing of the sessions.

Excitement mixed with anxiety, but deep down I knew it was all part of the process. It’s that uneasy energy that pushes you to double-check everything one more time and make sure the day runs as smoothly as possible.

The Seminar Day: Early Start and Final Preparations

I usually go to bed around 1 or 2 AM, and that habit really came back to bite me when I had to be at the venue by 6 AM for preparations. The anxiety didn’t help either; I’m not even sure if I actually slept at all. So there I was at the venue at 5:55 AM, clutching a cup of espresso from the Tao Bin vending machine.

At the hotel entrance, I saw the truck carrying the LED panels pulling in, so I directed them to the service elevator. Inside the venue, the translation booth team was already setting up. One thing I’ve noticed about Thai vendors is that they’re remarkably punctual.

K. Pim and K. Kaew arrived about 30 minutes later. K. Pim had just come in from Rayong the night before. She looked tired, but true to her hardworking nature, she was cheerful and ready to help.

Behind the Scenes: Livestream Rehearsals

We started setting up the livestream system around 8 AM, and that’s when the real work began. Since the program featured multiple formats, each scene’s live layout had to be prepared in advance. The audio needed to sync and switch between three different sources, while live captions alternated between Thai and English.

We rehearsed the livestream over and over until early afternoon, determined to get every detail right. There were a few last-minute program adjustments, but the technical team handled them with calm precision. Their experience showed, and when everything went live, the entire setup ran smoothly from start to finish.

I swear we weren't sleepy

Rehearsal sheets

Teamwork and Guest Experience

Around 9 to 10 AM, the rest of the team arrived and immediately started helping pack the gifts for our guests. I was genuinely grateful for their support because there’s no way I could have managed it all by myself.

Special thanks go to Ko Zarni and Ma Lue for taking charge of guest registration. Ko Zarni saved the day with an app he created to record guest arrivals, which made the entire check-in process run effortlessly during the event.

Katie handled the media and coordinated interviews, working closely with the press to ensure everything went smoothly; from welcoming journalists to arranging interviews for our speakers and guests.

Huge thanks to Ambassador Nongnuth, Harold, CM, K. Burin, Svend, Katie, Kees, K. Pim, Ko Zarni, and Ma Lue for taking the time to send out invitations and personally connect with our guests. Their efforts and teamwork helped set the tone for a truly welcoming event.

Mr. Andrew Fang with an amazing presentation

A Successful Afternoon at Waldorf Astoria Bangkok

The seminar concluded successfully at 5:30 PM, and it felt incredibly rewarding to see everything come together. It was a great success, with policymakers, industry leaders, and investors filling the ballroom to take part in the discussions.

We reached nearly a 90 percent attendance rate, which is impressive for an in-person seminar of this scale. Seeing everyone engaged, asking thoughtful questions, and exchanging ideas made all the preparation worthwhile.

It was a true team effort, and that sense of collaboration showed in every detail; from the smooth registration and technical setup to the way each session flowed naturally throughout the afternoon.

After the Event

I wasn’t able to join the team for the group photo after the event because I was with the LED crew, fixing an issue after they accidentally unplugged the system.

Even so, seeing the smiles in the photos later reminded me how much effort, teamwork, and care went into making the day a success.

Final Thoughts

Organizing this seminar taught me a lot about preparation, communication, and the importance of teamwork under pressure. It showed me that behind every seamless event lies countless small details, late nights, and people who truly care about making things happen.

Thank you for reading about my first experience being part of organizing an event.
See you again in my next blog post!