SETTING UP A REGIONAL GROUP 8 point plan Chrissi Florides Devon DOS Association (DDOSA) English UKSW

1 Getting started Find out all English UK / BC accredited schools in your region / county E mail all DOSs to see who is interested in setting up a local group Set up a first meeting

2 First meeting Set aims eg promote training, share ideas, support Assign roles eg a chair, a treasurer, an events organiser Agree criteria for membership eg BC accredited Agree funds: yearly subscriptions, workshops fees Canvass members for ideas for talks Agree on suitable days / times for meetings and workshops Treasurer needs to open a bank account Arrange back transfer facilities & cheque book Agree on next meeting (how often is up to you) Someone to take minutes & send them out after

Tips nos 1 & 2 1 Keep it cheap! - Minimal membership and fees makes sessions accessible to all irrespective of whether their school will pay 2 Rotate the venue for meetings among member schools. DOS of hosting school to take minutes and send them out after – this shares the workload

3 Finding speakers Cultivate links with publishers for free talks Find speakers through BC & English UK Find speakers through ETP Use academic staff in member schools Invite speakers from non member schools eg local universities with ESOL depts Network at conferences Contact other regional groups for ideas

4 Funding Publishers offer free speakers, freebies and may sponsor larger events DTI Approach English UKSW for discounts CUP may offer free exams training Erasmus + Local businesses may sponsor larger events

Tip no 3 Don’t be afraid to ask for a discount! Agree a nominal fee for speakers from member schools eg £50 + expenses

5 Booking a speaker E mail potential speakers with exact info: Who you are What workshop you would like Possible dates and times Who will attend the talk and the objectives, eg local teachers / practical ideas Ask about fees stating clearly that you are self funding & non profit making

6 The talks Once a speaker is booked: Agree a venue (rotate among member schools) Send out a speaker form to find out requirements Book accommodation for speaker if needed Decide cost Advertise (do a poster)

Tip no 4 Advertise to non members too eg Universities & Colleges Private schools with ESOL / EFL depts Local CELTA / Trinity Cert providers State schools if applicable

7 Enrolments For large events enrol and pay in advance For evening events pay on the door but Ask member schools to let you have rough idea of numbers

7 The talk itself Host venue provides tea / coffee / biscuits Organise change & receipts Organise projector, screen, flip chart etc as required Assign someone to introduce & thank speaker Set a clear start & end time with slot for questions Collect e mails of attendees to build up a mailing list

8 After the event Canvass schools for feedback / thank speaker Forward invoice to treasurer for payment Send money taken on door to treasurer Find out if speaker offers other sessions or can recommend anyone Start planning the next talk!

And the downside… Organising events takes time and effort and its all voluntary and unpaid! Persuade your boss to let you do it in your normal working hours, highlight the advantages for your teachers

Bigger and better To begin with expect at a session As you get known this will build up to an average of 30+ Once you are established and have some funds in the kitty, consider organising a larger event such as a small conference Keep accurate financial records Good luck!