Define the Purpose and Objectives
Before organizing any event, clarify the main goals and purpose. This will guide the content, structure, and audience engagement strategies.
- Purpose: Are you sharing research findings, fostering discussion, gathering feedback, or all of the above?
- Objectives: What do you want participants to learn or achieve?
- Example: “Increase understanding of the economic impact of cultural heritage among stakeholders” or “Engage stakeholders in a discussion about future policy actions.”
2. Identify the Target Audience
Understanding your audience is key to tailoring your presentations and discussions.
- Policymakers: Focus on actionable insights and recommendations for policy or funding.
- Community Leaders: Highlight how the research findings can benefit local communities.
- Industry Professionals: Emphasize economic and operational impacts.
- General Public: Make the research accessible, engaging, and relatable.
3. Choose the Format and Platform
a. Webinars:
- Platform Selection: Choose a platform that supports both presentation and interaction (e.g., Zoom, Microsoft Teams, Webex, Google Meet).
- Ensure the platform can handle the expected number of participants, offers screen sharing, and supports features like Q&A or polling.
b. Stakeholder Meetings:
- In-Person or Virtual: Depending on logistics and preferences, decide whether the meeting will be in-person, virtual, or a hybrid.
- In-Person: Ensure a suitable venue with audio-visual equipment.
- Virtual: Use a platform that enables smooth interaction and collaboration.
c. Public Presentations:
- Venue: If hosting in-person, select a venue that is easily accessible to the audience (e.g., conference halls, community centers).
- Web Presence: If virtual, promote the event via social media, email newsletters, and website banners.
4. Develop the Agenda and Content
Ensure your content is engaging, well-structured, and tailored to your audience.
a. Agenda Structure:
- Introduction (5-10 minutes): Brief overview of the research and objectives of the session.
- Main Presentation (20-30 minutes): Present key findings, insights, and recommendations using visuals (charts, graphs, infographics).
- Discussion (15-20 minutes): Open the floor for Q&A, feedback, or group discussion.
- Conclusion (5-10 minutes): Summarize key points, share next steps, and thank the participants.
b. Prepare Presentation Materials:
- Slides: Create a visually appealing slide deck that includes key findings, infographics, and charts.
- Handouts: Consider creating handouts summarizing key data and findings for attendees to download or print.
- Reports: Offer a downloadable version of the research report or executive summary.
5. Promote the Event
a. Online Promotion:
- Email Invitations: Send a well-crafted email invite to your stakeholders, including the date, time, agenda, and registration link.
- Social Media: Share event details across LinkedIn, Twitter, and Facebook to attract a larger audience. Create posts that highlight the key takeaways from the research.
- Website: Feature an event banner or pop-up on your homepage with a link to register for the event.
- Event Listings: Use event platforms like Eventbrite or Meetup to spread the word and manage RSVPs.
b. Offline Promotion:
- Flyers/Posters: Distribute flyers or posters in key locations (e.g., community centers, universities, and government offices).
- Direct Outreach: Personally invite key stakeholders and influencers to attend.
6. Facilitate the Event
a. Opening the Event:
- Welcome and Introductions: Start with a brief introduction of the speakers, research goals, and why the findings are important.
- Housekeeping: Explain the logistics (e.g., how to ask questions in a webinar, how the meeting will proceed).
b. Presenting the Research:
- Engage with Visuals: Use your visual materials (infographics, charts, etc.) to keep the audience engaged.
- Keep it Concise: Stick to key findings that are most relevant to the audience’s interests.
- Interactive Elements: Consider using polling or Q&A sessions to engage attendees. For example, ask the audience to vote on what aspect of the research they want to explore more deeply.
c. Facilitating Discussion:
- Moderate Q&A: After the presentation, open the floor for questions. Make sure to moderate to ensure that discussions stay on topic and everyone gets a chance to speak.
- Encourage Input: For stakeholder meetings, foster discussions on how the research can impact decisions and policies. Encourage feedback and suggestions.
d. Addressing Feedback:
- During or after the meeting, gather feedback from participants on the presentation’s effectiveness and clarity.
- Example: Use a survey or feedback form (via tools like Google Forms) to collect responses after the event.
7. Follow-Up Actions
a. Post-Event Communication:
- Thank You Emails: Send out thank-you emails with a summary of key points, slides, recordings, and any additional resources.
- Survey Feedback: Include a feedback survey in the follow-up email to understand what participants found most valuable and where you can improve.
b. Actionable Insights:
- Next Steps: Communicate any actions taken or plans moving forward, such as policy recommendations, collaboration opportunities, or upcoming initiatives.
- Stay Engaged: Consider hosting regular follow-up events or webinars to discuss the impact of the research and keep stakeholders informed.
8. Tools & Resources for Hosting Webinars and Meetings
- Zoom or Microsoft Teams: For virtual meetings with Q&A functionality, polls, and screen sharing.
- Eventbrite: For managing registrations and sending reminders.
- SurveyMonkey or Google Forms: For gathering feedback from participants.
- Canva or PowerPoint: For creating visually engaging slides and materials.
- Social Media Tools (Hootsuite, Buffer): For scheduling and tracking promotions across platforms.
Example Timeline for a Webinar or Stakeholder Meeting
- 4-6 Weeks Before the Event:
- Finalize agenda and content.
- Secure speakers or panelists.
- Begin promotion via email, social media, and website.
- 2 Weeks Before the Event:
- Send reminder emails with event details.
- Confirm registration and attendance.
- 1 Week Before the Event:
- Finalize all presentation materials.
- Test the technology (platform, microphones, etc.) to ensure smooth delivery.
- Event Day:
- Open with a welcome and introductory remarks.
- Present key findings and engage the audience.
- Facilitate a productive discussion and Q&A.
- Post-Event:
- Send thank-you emails with resources and feedback surveys.
Q&A Sessions
a. Dedicated Q&A Time
- At the End of the Presentation: Reserve a portion of the session (e.g., 15-20 minutes) specifically for Q&A. This gives attendees time to digest the information and ask focused questions.
- Mid-Presentation Q&A: For longer sessions, you can pause for a brief Q&A after each key section. This keeps engagement high and allows clarification in real-time.
b. Open the Floor to All Attendees
- Encourage participants to ask questions by either raising their hands (in virtual meetings) or unmuting themselves if appropriate.
- For in-person events, allow attendees to ask questions directly or submit them anonymously via a question box or digital forms.
2. Polls and Surveys
a. Interactive Polling During the Presentation
- Use tools like Zoom polls, Slido, or Mentimeter to ask stakeholders questions in real-time.
- Poll Example: “What aspect of the economic impact research would you like to learn more about?”
- Why It Works: Instant polls gauge audience interest and encourage participation without interrupting the flow of the presentation.
b. Real-Time Feedback:
- Ask specific questions or gather feedback on certain findings through live polls.
- Example: “Do you agree with the recommendation that policy makers should increase funding in this sector?” or “What challenges do you foresee in implementing these economic findings?”
3. Breakout Sessions for Smaller Group Discussions
a. Virtual Breakout Rooms:
- For virtual meetings, use breakout rooms to divide attendees into smaller groups where they can discuss specific aspects of the research.
- Assign each room a different topic or research finding to focus on.
- After 15-20 minutes of discussion, have each group report back to the main session.
b. In-Person Small Groups:
- In-person meetings can also benefit from small group discussions. Set up roundtable discussions where stakeholders can dive deeper into specific findings and share their thoughts.
- Afterward, reconvene as a whole to summarize the discussions and gather broader input.
4. Interactive Platforms for Questions
a. Virtual Chat Box for Instant Questions
- Enable a chat feature in virtual events (Zoom, Webex, etc.), so participants can type their questions in real-time.
- Assign a moderator to keep track of questions and present them to the speaker during breaks or at the end.
b. Live Q&A via Social Media:
- For broader outreach, encourage participants to post questions or comments on social media platforms like Twitter or LinkedIn using a specific hashtag (e.g., #SayProResearch).
- This method can also engage individuals who might not be attending the event but are following along online.
5. Ask for Written Feedback Before the Event
a. Pre-Event Surveys
- Send out a pre-event survey to stakeholders asking what specific topics or questions they would like to see addressed during the presentation. This helps tailor the session to their interests.
- Example: “What are the top three areas of the economic impact study that you want more clarity on?”
b. Encourage Submission of Questions Ahead of Time
- Allow stakeholders to submit their questions prior to the event. This allows you to prepare answers or dive deeper into the topics that are of particular interest.
- This also helps you identify recurring themes or concerns to focus on during the presentation.
6. Facilitating Engaging Discussions
a. Icebreaker Questions:
- At the beginning of the event, use icebreaker questions to encourage conversation and set the tone for active participation.
- Example: “What do you think is the most pressing economic issue facing our community today?”
- Use this as a way to engage stakeholders early and prompt deeper reflection on the research.
b. Encourage Stakeholder-Led Discussions:
- Foster an environment where stakeholders feel empowered to lead discussions. After presenting a key finding, you might ask: “What do you think are the implications of this for your community/industry?”
- This can be particularly useful in stakeholder meetings, as it allows them to explore how the findings directly relate to their concerns.. Utilize Moderators or Facilitators
a. In-Person Moderator
In an in-person meeting or presentation, have a moderator or facilitator to help manage the flow of questions and maintain the structure of the event.
The moderator can ask participants to queue up for questions and keep them concise.
The moderator can also highlight specific questions or comments that require a deeper dive.
b. Virtual Event Moderators:
For webinars, assign a virtual moderator to manage the Q&A sessions, ensuring the discussion stays on track and addressing questions to the speaker without interruption.
8. Collect Feedback After the Event
a. Post-Event Surveys:
After the event, send a survey to collect feedback on the presentation, including:
Clarity of the presentation
Engagement level
Suggestions for future topics
b. Follow-Up Questions:
In your post-event communication (email or social media), invite stakeholders to submit any additional questions or feedback that they didn’t have the chance to raise during the event.
Example Timeline of Interaction Opportunities in a Webinar or Stakeholder Meeting
Time
Activity
Interaction Opportunity
0-5 min
Introduction & Welcome
Ask participants to introduce themselves (virtual) or share a thought (in-person).
5-20 min
Presentation of Key Findings
Use polling or chat box for initial reactions or comments.
20-30 min
Interactive Q&A or Polls
Open the floor for questions and comments.
30-40 min
Breakout Session or Group Discussion
Divide into smaller groups to discuss findings in more detail.
40-50 min
Group Sharing and Q&A
Groups share their insights and questions.
50-60 min
Closing Remarks & Next Steps
Ask for any final thoughts or questions.
Post-Event
Send Follow-Up Communication & Feedback Survey
Include a survey link to gather insights and questions that weren’t addressed.
Tools for Facilitating Interaction
Zoom or Microsoft Teams: Both offer features like breakout rooms, live polling, chat, and Q&A functions.
Slido or Mentimeter: Use these platforms for real-time polling, Q&A, and interactive surveys during the event.
Google Forms or SurveyMonkey: For collecting detailed feedback post-event.
Twitter or LinkedIn: For promoting the event and engaging with audiences outside the event.
- This can be particularly useful in stakeholder meetings, as it allows them to explore how the findings directly relate to their concerns.. Utilize Moderators or Facilitators