|
Pew
Consortium
Homepage
Undergraduate
Symposium
Short
- Term
Consultations
Host
Faculty
Workshop
Speaker
Series
Pew
Activities
Faculty
Directory
Pew
Institutions
Representatives
Related
Links
|
|
Faculty Development Workshop
Preparation Timeline
At least three months before the
workshop:
- Discuss workshop possibilities with Pew staff
(director or program coordinator)
- Assess potential interest in the workshop with
colleagues in the consortium
- Submit proposal to Pew staff for review by the
Pew steering committee
- See attached guidelines for workshop proposal
- Ask the Pew program assistant for a copy of past
successful proposals.
At least two months before the workshop:
- Reserve hotel space
- Make budget arrangements
- Are the funds transferred to your institution?
If so, an account needs to be set up and supervised
- If funds are not transferred, you need to discover
what monies must be spent in
advance and what monies can be billed.
- Contact invited speakers.
- Know dates, travel reimbursement, and honorarium.
- Create an electronic flyer advertising the workshop
and distribute this through the Pew consortium, with a link to the Pew
workshop webpage (developed with the Pew program assistant).
- The flyer and webpage need to highlight the purpose
of the workshop & the invited speakers
- Provide complete contact information (name, mailing
address, fax, phone, e-mail)
- Make it clear whether or not participants will
be able to make presentations/ bring posters. (Some participants use
these workshops as opportunities for
dissemination.)
- Provide detailed travel information (both for
those flying and those driving)
- Provide detailed information on making room reservations
- Provide an on-line registration form with the
help of the Pew program assistant
- Ask for contact information.
- Ask participants to describe their own experience
with the conference topic
(this will help you plan the appropriate level of information)
- Ask participants why they are interested in this
conference (or what they
expect to learn from the conference). This also helps you plan a better
conference.
At least one month before the workshop:
- Invite appropriate administrator to "welcome"
the participants
- Make arrangements for the meals.
- Be sure to have vegetarian options
- Try to utilize at least one local restaurant
- Reserve meeting rooms
- Contact invited speakers about audio-visual needs
and hand-outs they wish to have distributed prior to the conference
At least two weeks before the conference:
- Mail the schedule, detailed program, and area
maps to participants. Include any handouts you wish them to read before
the conference.
- Include campus maps as well as city maps
- Include parking information
- Contact participants for flight information and
arrange shuttle service from and to the airport.
- Order conference supplies (yellow pads, pens,
name tags, overheads, college
information, folders, flyer with local information)
At least one week before the conference:
- Remind local colleagues of the conference
- Confirm the numbers for meals with the planned
food service.
- Arrange audio-visual needs (computer hook-up,
software, flip charts, overheads, etc)
- Confirm the arrangement for the meeting rooms
(arrangement of tables, etc)
- Copy materials you plan to use
- List of participants (with contact information)
- Revised schedule
- Handouts used during the conference
- List of local attractions and restaurants
- Map of the area
- Form for reimbursement of expenses
- Evaluation of conference
- Send e-mail to all the participants confirming
arrival and departure times and giving directions for meeting the shuttle
(if flying)
The week before the conference:
- Put together the packet for each participant
(folder, pad of paper, pen, nametag, list of participants, revised schedule,
handouts, local information, reimbursement form, evaluation form, map)
- Confirm airport shuttle service
- Put together an "emergency kit" (include
masking tape, markers, pens, extra forms, paper, blank overheads, overhead
pens, thumb tacks, post-it notes)
During the conference:
- Set up a table for registration
- Make sure all the audio-visual equipment is working
correctly
- Be sure that participants can find you if something
comes up. Give participants your home phone number.
- Have extra supplies available at all times (see
emergency kit in the previous category)
- Participate!
- Be sure that rooms are appropriately clean at
the end of each day.
The week after the conference:
- Send thank-you notes
- Send honorarium checks to invited speakers
- Process any other necessary expenses
- Write a final report (including the budget and
results of the evaluation forms)
- If appropriate, create a participant distribution
list so the discussion can continue.
- Make notes of what you will do differently next
time as well as what went particularly well
Hints and Suggestions
Hire students workers!! Have students help put together
packets, work during registration and trouble-shoot as needed. Be sure
to provide appropriate compensation for these students.
People enjoy seeing local attractions, scenery,
and restaurants. Try to include this in your planning. Is there a special
campus event (concert, play, etc) that you can attend as a group?
Be sure that at least one meal is off-campus.
People like e-mail access. Try to provide this and
include the information in their packet.
Give participants a chance to present. At the minimum,
have participants introduce themselves and say why they are at the conference
on the first day.
Include variety in your conference. At least some
of the time should be discussion (small or large group). One of the main
benefits from conferences is networking - be sure participants feel that
they've had a chance to do this. Participants also like to be active participants
- not just sit for the entire conference.
Give participants a chance to reach conclusions
and list suggestions (such as a "plan of action"). Think about
inviting an "outsider" to the conference to give observations
at the end of the conference.
Work closely with the Pew staff - the program assistant,
program coordinator and director can help make your work go much more
smoothly if you keep them informed.
|
|
|
|