getting your message across: events for different audiences
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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: - PowerPoint PPT PresentationTRANSCRIPT
Getting your message across: Events for different audiences
Hazel BurkeRealities, NCRM/University of Manchester
Presented at: Research Methods Festival, St Catherine’s College, Oxford, 8 July 2010
Realities, part of the ESRC National Centre for Research Methods
Plan of action
1.How to organise a good event
2.How to organise really good events for:
• Research audiences
• Normal people
Realities, part of the ESRC National Centre for Research MethodsPhoto: Peter Kaminski from flickr
Always ask yourself three questions:
1. Is an event the best way to get my message across?
2. What is the purpose of my event?
3. Who do I want to come?
Realities, part of the ESRC National Centre for Research Methods
Your safety net….
• www.esrcsocietytoday.ac.uk – search for “communications toolkit” and use the section on Events.
Realities, part of the ESRC National Centre for Research Methods
Ask an expert
• Speak to a colleague with experience of organising a similar kind of event (good for insider info!)
Realities, part of the ESRC National Centre for Research Methods
Project management!
• Make a task list, with headings for dates, names and comments…
Realities, part of the ESRC National Centre for Research Methods
Project management cont…
• Use the task list…
Realities, part of the ESRC National Centre for Research Methods
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
Realities, part of the ESRC National Centre for Research Methods
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?
Realities, part of the ESRC National Centre for Research Methods
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?
Realities, part of the ESRC National Centre for Research Methods
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.
Realities, part of the ESRC National Centre for Research Methods
Burke’s Hierarchy of Needs (apologies to Maslow)
Signs: to venue, to rooms, to lunch, to toilets etc
Correctly-spelled name badge
Enough breaks
Good programme
Food. Especially tea, coffee and biscuits
Realities, part of the ESRC National Centre for Research Methods
Mission 2: Guest speaker at research event
• What extra things do they need/want?
Realities, part of the ESRC National Centre for Research Methods
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
Realities, part of the ESRC National Centre for Research Methods
Putting theory into practice: A case study
Exhibition about Family Resemblances project:
• Purpose
• Audience
• Why an exhibition?
Realities, part of the ESRC National Centre for Research Methods
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