Delegate packs are an essential requirement for an event, no matter how large or small.
The pack should be properly branded as part of the overall programme and include the ESRC's logo. You can find further guidance on branding and the use of the ESRC brand online at branding.
Delegate packs typically include:
- Map showing location of the event
- List of workshops and which delegates are attending
- Biographies of speakers
- Speakers' slides or notes
- Contact information
- Evaluation form
- Emergency procedures.
Designing a programme
When deciding on the programme for your event, you should take into account the following:
- The main purpose of the event – is it about giving information or does it require participation from delegates?
- The make-up and expectations of the audience – what are they looking for from this event? How will you keep their attention and ensure they are motivated to contribute?
- The flow of the event – how will you ensure the event is not disjointed but flows naturally from one speaker or workshop to another?
Most delegates will find it hard to sit without a break for more than an hour and a half and will become tired after listening to the same speaker for more than 45 minutes. Typically, presentations should be kept to 30 to 45 minutes maximum, allowing time for questions at the end.
Promoting the event
All marketing literature should be properly branded to include the programme/centre branding and the ESRC logo. You can view the ESRC's identity guidelines (PDF, 1.2Mb) for advice.
Large events may require marketing plans of their own, using the full range of communication tools.
For example, you will need to consider:
- Direct mail shots, with personalised letters to important delegates you wish to attract.
- A professionally produced leaflet setting out who will be speaking, what they will be speaking about and who should attend. This should include a copy of the programme.
- Email shots to potential delegates. These lists may be developed in-house or could be supplied by an external mailing company. Professional groupings and the ESRC may also have their own personalised lists which you can use.
- A PDF of the leaflet and other information should be supplied for the programme's website and for the ESRC website.
- Use the media to generate publicity in advance of the event.
- Advertising in key publications.