Keep calm and carry on

Becky Purvis

• Head of policy at the Association of Medical Research Charities

• National membership organisation of charities funding medical research in the UK. 124 members.

• Work with our member charities and partners to support the sector’s effectiveness and advance medical research by developing best practice, providing information and guidance, improving public dialogue about research and science, and influencing government to ensure the best research can go ahead and be translated into new treatments.

• Run workshops, seminars, host awards, annual events – to share best practice, bring people together, policy development, influence

• Manage the All-Party Parliamentary Group on Medical Research

About me

Embedding research in the NHS – launch of our vision for research in the NHS

15 May 2013

Investing in medical research for the UK’s future – A breakfast with Sir Paul Nurse

14 May 2013

Annual Dinner - The interface between public, charity and industry funders with David Willetts MP and Professor Mariana Mazzucato6 February 2013

Embedding research in the NHS

Hosted by Lord Willis of Knaresborough23 January 2013

2012

Summer reception: How data saves lives – Unlocking the research potential of informationHosted by Lord Willis of Knaresborough11 July 2012

All-Party Parliamentary Group on Medical Research

We’ve heard a lot about being prepared for all eventualities large and small when holding an event.

I’m going to focus on how to design events to achieve your objectives and reduce the risk of last minute panics, with a particular focus on parliament which poses it’s own unique set of challenges..

Never work with children, animals or politicians..

Our priorities

• Getting the right people to our events

• Hosting constructive events

Design your event with these in mind

• Getting the people you want to be there

• Logistics

• Getting the most out of your speakers

Never work with children, animals or politicians..

Getting the people you want to be there

Designing your event:

Be clear who your audience is

– Make sure everyone is clear what you’re trying to achieve from the outset

– Are politicians really your audience?

Timing

– Pick a good time for your dream attendees

– For politicians, not Monday morning, not midday Wednesday, not Friday. Check it’s not recess

Type of event

– What are your priorities?

– Sit down meals particularly breakfasts work well if you want a focused discussion

– afternoon receptions allow people to wander in and out

Getting the people you want to be there

Invites:

Who do you invite?– Fill the room with interesting people, ensure it will be busy whether or not the people you’re after turn

up

How many?– At receptions work on a third not showing up– For sit down meals – keep a reserve list, one or two always drop out last minute

Register people with your audience in mind– Conference attendees might be happy to fill in a form, politicians invited to a breakfast/dinner want an

email to RSVP to or a phone number to ring.– Acknowledge their registration

Gentle reminders– No nagging, just reminding. Get people’s contact details when you register them and send them

joining information a week ahead, if you have a good list of attendees share this - people won’t want to miss out if everyone else is there. There’s lots of great software about to help you do this – eventbrite etc – but they don’t work for all events.

Getting the people you want to be there

Incentives to tempt people along:

– This is where clear objectives tailored to your audience pays off

– Marketing– put your feet in your dream attendees shoes and tell them why they need to come along, what’s in it for them?

– Think about what will tempt them along. Big speakers, photo-opps, topical discussions

Getting the people you want to be there

Holding an event in parliament raises some pretty unique challenges

Holding an event in a very busy place

• Run through everything with the banqueting team

• Aim to think through all the steps and possible hiccups in advance. Ask their advice

• Don’t be too ambitious

Last minute room changes/cancellations

• Go armed with paper, pen and blu-tack

• Be prepared to pull an event if necessary – make sure you collect contact details for everyone when you register them.

Logistics

Security

• Arrange deliveries well in advance

• Run through what you plan to bring with the events team

Victorian rooms, tight timeslots

• Think about plug sockets, windows, spaces to put tables – these rooms weren’t built for electronics and presentations, sound doesn’t carry, people can end up behind pillars

• If you want to bring display boards in, plan in advance

Interruptions

• Division bells, clashes with big debates happen to everyone.

Logistics

Challenges:

• Lost speakers

• The runaway speaker

• Ministers on a tight timeframe

• Keeping the conversation flowing and on topic

Getting the most out of your speakers

You’ve sourced the perfect speakersthey’ve all agreed to join you on the day

you’ve got a great chairyour dream attendees are going to be there

What could go wrong?

BRIEFING

Challenges:

• Lost speakers

– Maps

– Arrange for them to arrive early

– Take their mobile numbers, give them yours

• The runaway speaker

• Ministers on a tight timeframe

• Keeping the conversation flowing and on topic

Getting the most out of your speakers

Challenges:

• Lost speakers

• The runaway speaker

– Brief them thoroughly

• Explain the aim of the meeting and where they fit

• Tell them what the room looks like, who is in the audience

• Underestimate the time you are giving them to speak – they will run over

• If possible talk to them beforehand

– Brief your chair

• Arrange for them to talk to speakers beforehand so they will be confident keeping them to time if necessary

• Encourage them to introduce each speaker explaining what they will talk about

– If possible, put plenty of wriggle-room in the agenda

• Ministers on a tight timeframe

• Keeping the conversation flowing and on topic

Getting the most out of your speakers

Challenges:

• Lost speakers

• The runaway speaker

• Ministers on a tight timeframe

– High possibility of flying visits and last minute changes to when they will arrive and leave

– Keep agendas flexible – don’t print until you have to

• Keeping the conversation flowing and on topic

Getting the most out of your speakers

Challenges:

• Lost speakers

• The runaway speaker

• Ministers on a tight timeframe

• Keeping the conversation flowing and on topic

– Food and drink – even tea and biscuits gets people talking

– Detailed briefings for the Chair – give them a list of people they can call on to discuss specific topics, or to change topic/restart the conversation

– Give attendees some written material to look through, a list of topics can be useful at round table discussions

– At receptions, set up things to look at with people ready to answer questions

Getting the most out of your speakers

Be clear about what you are trying to achieve from the outset

– Events work better if they have a clear objective which you, and those attending, can understand. Your target attendees are more likely to see the benefits for them and come along, your speakers are more likely to keep to time if they understand where they fit in the overall aims of the day.

Assume nothing

– Be flexible. Agendas, attendee lists and seating plans are likely to change right up until the day. Finalising and printing is sometimes best done closer to the time.

– Get everyone’s contact details so you can make last minute changes

No one will notice when it goes wrong

– Chopping and changing on the day is fine, the only person who will know it didn’t go to plan is you.

Food and drink

– The best way to get people talking.

Be lovely to everyone

Top tips

Becky Purvis

Head of policy

Association of Medical Research Charities

b.purvis@amrc.org.uk

Thank you