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

How to organise good events

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

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

How to organise really good events

Realities, part of the ESRC National Centre for Research Methods

It’s all about the audience

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

Stealing isn’t always bad

Realities, part of the ESRC National Centre for Research Methods

What ideas would you steal?

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

Realities, part of the ESRC National Centre for Research Methods

Borrowed (ahem) ideas

Realities, part of the ESRC National Centre for Research Methods

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