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partnerships:azp:events [2017/06/12 10:20] (current)
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 +The way that a steering group or Trust run events and formal and
 +informal meetings will be fundamental to its success. Events can either
 +be important milestones in gaining commitment and making decisions, or
 +frustrating and counter-productive. It is possible to identify at least
 +five different purposes for an event or meeting:
 +-   Legal or formal: elections, receiving annual accounts
 +-   ​Information giving
 +-   ​Consultation and discussion
 +-   ​Making decisions and problem solving
 +-   ​Social
 +Although some of these purposes may overlap, each requires a different
 +style. What's crucially important is to ensure that everyone concerned
 +is clear about the purpose of the meeting and their role in it.
 +Difficulties arise if participants think that they have been invited to
 +a meeting to make a decision when, for example, the steering group or
 +Trust is seeking views.
 +The key to successful events and meetings is good planning. Consider:
 +-   The terms of reference of the meeting. Why is the meeting being
 +    called? What is it expected to achieve? Who needs to be there?
 +-   ​Whether there are requirements in the constitution for the meeting
 +    and the way that it is run: for example, annual general meetings.
 +-   The roles and responsibilities. Who will convene and who will host
 +    the meeting? Is it appropriate to have a facilitator as well as a
 +    chairperson?​ Who will record what happens?
 +-   ​Notices,​ agendas and minutes. What should be sent in advance? What
 +    can be circulated at the meeting? What will be circulated
 +    afterwards?
 +Start up events
 +During the start up process the steering group will need to run the
 +following meetings or events:
 +-   ​Meetings of the steering group and working groups
 +-   ​Workshops for different interest groups
 +-   One or more seminars
 +-   ​Presentations to funders and potential supporters
 +-   ​Social events
 +Steering group meetings
 +It may be productive for the steering group to run three types of
 +meeting for itself:
 +-   ​Formal sessions at which decisions are taken. It should be clear who
 +    is eligible to attend, and there should be an agenda, minutes and
 +    chairperson.
 +-   ​Creative and problem solving sessions. The steering group may wish
 +    to use a facilitator to run a workshop session in which they
 +    brainstorm ideas, prioritise projects or run through the business
 +    planning exercise.
 +The steering group should at some stage take a day or more together to
 +work through issues, preferably away from base. If possible make this an
 +overnight stay so that people can get to know each other informally.
 +Consider using a facilitator to plan and run the event.
 +-   ​Smaller working groups, which may co-opt other people, to look at
 +    specific issues. These could be the fore-runners of sub-committees
 +    of the Board. Groups may, for example, be formed to look at the bid
 +    document or business plan, communication materials, constitution,​
 +    specific projects or to plan an event. If that is done, it is
 +    important that a workshop session is run with the whole steering
 +    group to ensure that basic principles are agreed. Otherwise working
 +    groups may generate incompatible proposals. Do not make drawing up
 +    the constitution the lead group - instead concentrate first on the
 +    outline business plan.
 +The start up process set out in this toolkit depends in part on running
 +creative sessions for different interest groups at which they can put
 +forward ideas for projects and the principles on which the Trust should
 +be run. These are not formal committee-style meetings, but events at
 +which people work in groups and have more of a chance to have their say.
 +It is essential that the development officer or some other person acts
 +as facilitator.
 +One or more seminars are suggested in the start up process. Early in the
 +process it may be helpful to run a seminar for potential steering group
 +members and supporters to outline what a Development Trust is, what help
 +may be available from the funders, and what is involved in the start up
 +process. Later it will be important to run a seminar at which those who
 +have been to workshops and other meetings receive a report back, and
 +receive a presentation on the proposed bid which they can then,
 +hopefully, endorse. In general avoid large conventional public meetings
 +with a platform for the steering group and rows of chairs. They are
 +ideal for confrontation and the self-confident speaker; extremely poor
 +for giving everyone a chance to have a say and reaching consensus.
 +Instead make a presentation,​ split people into groups with discussion
 +tasks, and then have a report back session.
 +At various points during the start up process it will be necessary for
 +the steering group and development officer to present plans for the
 +Trust formally to potential funders and supporters. Presentations serve
 +a number of purposes:
 +-   They oblige you to organise your thoughts in a way which will be
 +    understandable and appealing: they should help you see things from
 +    someone else's point of view
 +-   They should also oblige you to develop consensus among the steering
 +    group
 +-   The presentation event should provide you with valuable feedback
 +As with all events, plan presentations carefully. If possible do a
 +'​dry-run'​ with someone outside your immediate group. Use a flip chart or
 +overhead projector to make the presentation,​ with notes as back-up. Not
 +only will it be far clearer, it will force you to organise your thoughts
 +in a logical sequence, and to be brief.
 +Social events
 +It is important to create opportunities for people to meet informally,
 +particularly since people will be coming from different interest groups
 +and may not have met before. © David Wilcox <​>​.
 +Tel +44 (0)1273 677377. Fax: +44 (0)1273 677379. These information
 +sheets may be freely distributed with this attribution,​ but not
 +republished as a whole. [Partnerships Online](../​index) : [The Guide
 +to Development Trusts and Partnerships](../​pguide/​index):​ [other
partnerships/azp/events.txt · Last modified: 2017/06/12 10:20 (external edit)