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Initial event planning

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					Checklist for schools liaison events

Initial event planning

Identify the aims of the event
e.g. to give A Level students
      a rich and rewarding experience of the subject
      an introduction to exciting research developments
      the chance to meet undergraduates and lecturers



Clarify the nature and needs of the participants
    just AS, or AS and A2 mixed, or cross key stage 14-19?
    selected by ability (eg gifted and talented), or mixed ability?
    just students (with teachers as minders) or event tailored for teachers too?


Determine the outline programme
    title of the course ensuring general cohesiveness not random pick’n’mix
    suitable venue and enough rooms if seminars are included
    invite academic staff with relevant expertise to participate, picking carefully for
   student-friendliness and a lecturing style likely to engage inexperienced students
    negotiate individual lecture/seminar titles and short descriptions
    decide how many, what pattern and what length of lectures/seminars is best,
   thinking carefully about pace, variety, pedagogy and student stamina
    negotiate lecture/seminar content carefully to make it accessible and
   enjoyable for inexperienced students across the ability range
    slots for introductory welcome/housekeeping, closing words/evaluation


Make sure the costs stack up
    determine what fee will be paid to lecturers and clarify expenses – amounts,
   types admissible and processes for payment
    decide on any catering to be included
    is there any supporting funding available e.g. for schools/colleges through
   Aim Higher or from University Outreach/Widening Participation sources?
    how many places? what charge to students/teachers?


Write a risk assessment
    Venue may already have one pre-prepared but make sure you know what it
   says because you will need to brief students at the start of the day about any
   issues they need to know about eg location of fire exits, what to do in case of fire
   or first aid emergency, any safety hazards they need to watch out for.


Decide what evaluation is needed
    Which parties to the event want it and on what basis? What format?
    Who is going to collate and analyse it?
    Is there going to be some kind of evaluation report? If so, who’s doing it?


Decide if you want any further contact
    e.g. invitations to university open days or special events
    e.g. follow-up activities arising out of any of the lectures or seminars
Checklist for schools liaison events

Getting the students in
Letter to go out to schools/colleges in the area
    consider timing carefully – teachers are hopeless with the deadlines
    Language List always a good option but be prepared for flooding and having
   to turn schools/colleges away
    booking form to include school/college contact details, including
   accompanying teacher’s name and details and those of a named person who will
   be at school/college on the day in case of emergency; signature of someone in
   authority giving students permission to attend; student names; request that any
   specific medical/dietary issues are identified if applicable.

Bookings
    how many places are available? how many per school/college?
    confirmation letters with maps
    sorry we’re full letters
    decision about how to select if too many applications are received – first
   come, first served? local network? other criteria (may be needed if Aim Higher or
   Widening Participation money is being used)?
    make sure payment is made up-front for places because on-the-day drop-out
   can be disappointingly high; clearly state that no refunds will be available
Preparation for the big day
Logistics
    Find out what equipment/resources lecturers need – if ICT based check
   hardware and software requirements, including any internet access
    Are you putting lecturers up in hotels? Do bookings
    Make sure the rooms look nice, have enough chairs, don’t smell etc
    Triple check any catering arrangements especially if external providers
    Plan to have a gopher in support of the main event organiser and don’t let IT
   technicians out of the building if ICT is involved

Registration
    Registration system in place to ensure a complete and accurate list of
   delegates is produced (for health and safety reasons and any future reference)
    Who will welcome delegates, show to the rooms, make comfortable etc?
    If teachers don’t get a coffee at this stage, they get very upset…

Introduction
    Who will do the first words of welcome
    Overview of the day and check everyone knows where they need to be when
    Housekeeping: any rules, health and safety issues, where the toilets are, etc
    Food and drink arrangements
    Introduce lecturers
    Can be useful to tell students to relax and basics about how you want them to
   behave in this ‘new’ environment eg do ask questions, good idea to take notes…

Follow up
Thank you letters
    To lecturers with any evaluation of the event/sessions
    To schools/colleges with open day invitations (not always appropriate)
    To any funders to encourage future support!

Final report
    If you’re doing one…

				
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