+ Running a Major Event: Challenges of scaling up Trevor McCrisken & Denise Hewlett, PAIS.
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Transcript of + Running a Major Event: Challenges of scaling up Trevor McCrisken & Denise Hewlett, PAIS.
+Running a Major Event:Challenges of Scaling Up
US Foreign Policy Conference at Warwick, September 2014
Sponsored by BISA, ISA, US Embassy, ESRC, Institute for the Study of the Americas
Organised by PAIS – Academic-Administrative partnership
Oz Hassan, Trevor McCrisken, Denise Hewlett, Jackie Smith, Mary Sheffield, Michiel Foulon
Attendees – 80 including 18 Early Career Researchers
Three days: Early Career Day and Main Conference Days
Budget: £32,500
+Start planning early!
Started discussions 1 year before the conference
Ambitions – THINK BIG! Biggest US foreign policy conference in Europe Big name keynote speaker Not just a meal – a banquet – at WARWICK CASTLE!
Practicalities – venue, accommodation, responsibilities, costs, FUNDING
What could each of us bring? – experience, contacts, time and energy
+Get the keynote – all else follows
Key part of thinking big and being ambitious
Former US President Bill Clinton Had spoken at Warwick at the end of his presidency Surely he’d want to come back?? But his fee….was1 million dollars!!!
Plan B: Hillary Clinton
Madeleine Albright, former US Secretary of State
John Negroponte, George W. Bush’s Director of National Intelligence Role in Central America in the 1980s
+Who you know helps
Robert Wescott, President of Keybridge Research, Washington DC Special Assistant to the President for Economic
Policy, Administration of Bill Clinton
US Embassy connections
Liz Dibble, Deputy Chief of Mission, US Embassy London Plus Assistant Cultural Attache, Robert Adelson
+Show me the money
IAS Grant £18,000 Oz as early career researcher wasn’t able to be lead so I
had to take lead on this application Joint effort among the team – lots of rewrites to get the
emphasis right – Early Career development
US Embassy Had contributed to previous BISA USFP Working Group
Conferences to the tune of about £1500 We applied for £2,950 They granted us £1,950 On the basis of “If you don’t ask you don’t get”, I pressed
them for the full amount Bob Geldof principle!
+Timetable 6 months prior to event: website, invitations, flyers, keep
speakers warm, off campus bookings (University permission)
4-5 months prior to event: sort out speaker accommodation and travel, monitor conference registration, put conference programme together, alert panel members
3 months prior to event: print up publicity and programme, finalise registrations
2 months prior to event: Request papers from presenters, check with venues
1 month prior to event: prepare information pack for attendees
2 weeks before event: send out info pack, prepare badges, finalise venue information
Be prepared for anything, dropouts – keep a spreadsheet
+Working with the University
Rules and regulations – costs, what you can use/what you can’t
Going off campus
Booking VIPs – University can help, but maybe take a deep breath!
Security – potential for protests, etc.