Presentation from "Keep calm and carry on: Practical tips on how to cope when public engagement events go wrong" at the 2013 Science Communication Conference organised by the British Science Association - slides by Becky Purvis

1. Keep calm and
carry on
Becky Purvis

2. • 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

3. 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 Mazzucato
6 February 2013
All-Party Parliamentary Group on Medical Research

4. 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..

5. 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..

6. Getting the people you want to be there

7. 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

8. 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

9. 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

10. 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

11. 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

12. 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 speakers
they’ve all agreed to join you on the day
you’ve got a great chair
your dream attendees are going to be there
What could go wrong?
BRIEFING

13. 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

14. 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

15. 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

16. 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

17. 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

18. Becky Purvis
Head of policy
Association of Medical Research Charities
b.purvis@amrc.org.uk
Thank you