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Getting your message across: Events for different audiences

Getting your message across: Events for different audiences. Hazel Burke Realities, NCRM/University of Manchester Presented at: Research Methods Festival, St Catherine’s College, Oxford, 8 July 2010. Plan of action. How to organise a good event How to organise really good events for:

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Getting your message across: Events for different audiences

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  1. Getting your message across: Events for different audiences Hazel Burke Realities, NCRM/University of Manchester Presented at: Research Methods Festival, St Catherine’s College, Oxford, 8 July 2010

  2. Plan of action • How to organise a good event • How to organise really good events for: • Research audiences • Normal people

  3. Always ask yourself three questions: • Is an event the best way to get my message across? • What is the purpose of my event? • Who do I want to come? Photo: Peter Kaminski from flickr

  4. How to organise good events

  5. Your safety net…. • www.esrcsocietytoday.ac.uk – search for “communications toolkit” and use the section on Events.

  6. Ask an expert • Speak to a colleague with experience of organising a similar kind of event (good for insider info!)

  7. Project management! • Make a task list, with headings for dates, names and comments…

  8. Project management cont… • Use the task list… 

  9. Troubleshooting common problems • Finding and booking venue and speakers • Start early, check the venue in person • Going over budget: • Get firm quotes from suppliers early • Save money on non-essentials (flowers, freebies), get alternative quotes • Organiser burnout: • (large budget) Try paid conference services • (small budget) Try free options: www.oxfordabstracts.com • Set up a new email address if it’s a big event • Put as much information as possible online

  10. The Prophet of Doom trick • What if… • The venue has double-booked? • The caterers go bust? Or get the day wrong? • The computers don’t work? • Your main speaker cancels? • The fire alarm goes off in the middle of a session? • The weather is so bad nobody can get to your event? • You are ill on the day of the event?

  11. How to organise really good events

  12. It’s all about the audience

  13. Mission 1: Delegate at researcher training workshop • How do you attract this kind of audience? (publicity) • What information do they need (before they book and after they register)? • What can you do to make their life easier/better?

  14. Mission 1: Delegate at researcher training workshop • Email lists (which ones?), websites, posters, leaflets, adverts, word of mouth • Programme, date, venue, directions, times, how to book, speakers, course objectives, fees, booking deadline. • Before event: Clear information confirming booking with note of contact details, basic event details, reminder with same details, receipt, links to accommodation/travel etc • At the event: Programme, map, food.

  15. Burke’s Hierarchy of Needs (apologies to Maslow) Good programme Correctly-spelled name badge Enough breaks Signs: to venue, to rooms, to lunch, to toilets etc Food. Especially tea, coffee and biscuits

  16. Mission 2: Guest speaker at research event • What extra things do they need/want?

  17. Mission 2: Guest speaker at research event • A bit more TLC! • Details of AV facilities • What to do with their presentation • Water, cups • A thank you. Try putting all the information on a special “Information for speakers” info sheet

  18. Stealing isn’t always bad

  19. What ideas would you steal?

  20. Putting theory into practice: A case study Exhibition about Family Resemblances project: • Purpose • Audience • Why an exhibition?

  21. Audience focus • Not held at university • Easy to get to • Accessible, not stuffy. No jargon • Family-friendly (timing, content) • Informative (layers of information), thought-provoking, relevant • Fun

  22. Borrowed (ahem) ideas

  23. Toolkit about exhibition at www.manchester.ac.uk/realities/resources

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