Organising Events: Do's and Don'ts

• Think about the order in which you are going to organise things. For example, it is important to set the date early on and agree the venue - these are two of the most important pieces of information from the point of view of your potential audience.

• Try and think about timing. Which day of the week is likely to be best for potential audience, speakers etc.? Have you remembered to check whether your event will clash with another conference, training day etc? Check local press listings where appropriate or the back page listings in The Lecturer and the TES and THES listing service before scheduling your event.

When organising a local event it is also very important to make early contact with local education partners to ensure the date you have in mind will not clash with another local event.

• Brief speakers thoroughly as to the purpose of the event and their contribution. Ask for a copy of speeches in advance of the day. Check that the tone and content is appropriate for the purpose of the event. For example, do you want debate, controversy, show of solidarity? If there appears to be a problem with the speech give speakers plenty of time to make appropriate changes.

• Check your speakers' audio-visual needs and ensure equipment is available and in good working order. OHP bulbs are liable to blow when you least want them to!

• Check that a politician, celebrity, academic or other expert will be an interesting and articulate speaker. Have you, or someone whose judgement you trust, had a chance to hear them speak before an audience? If there is any doubt over their public speaking skills consider an alternative. An on-stage interview can be a good way of getting around this problem. For someone with poor public speaking skills but expertise in a subject this interactive approach will usually be preferable to having the person simply read a prepared speech. When choosing speakers remember to consider the gender and ethnic mix of your platform - is it as balanced as it could be?

• Do consider how information can be delivered to your audience.
- Questions and Answers
- Chat-show style
- Speech
- Panel session
- On-stage interview
Speakers can use
- Videos
- PowerPoint presentation
- Slides
- OHP

By using a variety of these methods you can help make the event more interesting. Interactive presentations after lunch - Q and A, on-stage interview for instance - are a good way of keeping people alert.

• Consider whether your venue is accessible (both geographically and physically).

• Think about how the event can be publicised. Have you invited the press? How will potential delegates get to hear about your event? Will you be doing a mailshot? Using posters? Can you send an e-mail reminder? Is it worth contacting the Education press - Independent (Thursday), Guardian (Tuesday), THES/TES for inclusion in listings? Have you let the NATFHE Press Office know the event is taking place? Is it worth putting an announcement in the local press or writing a press release for key journalists. Some publications have a free listings service, alternatively it may be worth paying for an advert.

• Don't try to cram too much into the day. Surveys have shown that one of the most rewarding parts of the day for delegates is the opportunity to meet like-minded people and network. Always build in time for this at regular intervals during the day.

• Consider why people might be interested in coming to your event Some possible reasons might be:
- Education
- Networking
- Debate, discussion
- To be seen
- Information
- Influence policy

Cater the event to meet the above requirements. For example, if you are including a 'Q and A' session, why not e-mail delegates to ask for question ideas? Try and get some feedback on the Programme you have in mind, this might persuade you to re-jig the day to more accurately reflect your audience's interests.

• Check the venue's terms and conditions before signing a contract. If one or more clauses seem unreasonable e.g. forfeiting 90 per cent of the hire cost for cancellations of six months or less, send two copies of a letter back with the signed contract stating that you accept all the terms except 'clause x' and asking them to countersign acceptance of one copy, returnable to you. This will then alter the legal agreement between you and the venue.

• Don't cancel, postpone! If, for whatever reason you need to cancel the event it will always work in your favour if you can avoid using the word CANCEL with venues. Try saying something along the lines of, 'we have realised that the timing is a little problematic for some of our delegates and would like to postpone until later in the year.'