17/10/ Successful conferences and contact seminars Coordinators’ meeting Magnus Persson Brussels 17/10/2005

17/10/2005www.learningteacher.org2 The presentation To organise an international conference Choice of location Preconditions and pre-requisites Planning and preparations Proper timing What to keep in mind At the conference To organise a contact seminar

17/10/2005www.learningteacher.org3 The Learning Teacher Network Conferences Albufeira PT 2004 Prague CZ 2005 Publications Towards the Teacher as a Learner (2004) Learning for the Future (2005) Contact seminars Dublin IE 2004 Ljubljana SI 2005

17/10/2005www.learningteacher.org4 You are welcome to … The 3 rd Annual Conference ’A Vision of European Teaching and Learning’ Ljubljana SI May Grand Hotel Union **** Hereby you are invited

17/10/2005www.learningteacher.org5 The choice of location Easy and fairly price-worthy to reach, for participation from all Europe A location where there is also ’more to do’ for participants in their (short, but) free time Local, ’trustworthy’ partners that are willing to take on the responsibility General price level (defines the fee, and thus the number of participants ’recruitable’)

17/10/2005www.learningteacher.org6 Pre-requisites Committed partners on location Active partners (and others) for professional contributions Reliable structure of management, organisation and communication Network dissemination capacity The conference is to be self- financed (fee) and/or sponsored

17/10/2005www.learningteacher.org7 Planning and preparations Decision by the network partners Dates, location and conference venue Agreement with local partners Targets/objectives Overall time plan Preparatory planning meeting Dialogue co-ordinator and local partners Organisation and procedures, division of responsibilities, management issues, budget and conference fee/s, accommodation, ’marketing’ issues

17/10/2005www.learningteacher.org8 T minus 9 Thematic focus, title and conference design Conference structure and formats Calls for presentations and papers (internal and external) Preparations of (conference) website 8-9 months prior to the conference

17/10/2005www.learningteacher.org9 T minus 8 Conference structure and content (to be made clear and transparent) Defining presenters, contributions and format of sessions Production of conference brochure and information launched on website Information and invitation to all NA’s, the Commission and national authorities Start of wide dissemination process 7-8 months prior to the conference

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17/10/2005www.learningteacher.org11 T minus 7 Dissemination of conference Start of registration period Local organisational issues ’Conference bureau’ Local management structure and division of responsibilities – followed by local planning meetings Overall management, financial management, registration management, technical management, communication structure (related to participants) Details on venue, infrastructure and accommodation ICT and other technical issues 7 months prior to the conference

17/10/2005www.learningteacher.org12 T minus 6, 5, 4 … Registration period, for example during 4 months with a clear deadline (later registration may be accepted but to a higher fee) ’Conference bureau’ at work (registrations, procedures of payments, logistics, accommodating delegates, high number of practical details)… PowerPoint presentations, materials etc. from presenters to co-ordinator, followed by the editing of handouts 3 months prior to the conference

17/10/2005www.learningteacher.org13 T minus 3 Last minute changes (things might/will happen!!) Welcome information package sent to all delegates Welcome letter/s, brochure and final programme, list of delegates, logistic information, some tourist materials, etc. Presenters’ presentations and handouts, evaluation sheets, etc. delivered from co- ordinator to local organisers for printing 2 months prior to the conference

17/10/2005www.learningteacher.org14 T minus 2, 1.. Last minute preparations locally Presenters given information on conference procedures and practical details (by network co-ordinator)

17/10/2005www.learningteacher.org15 At the conference Conference hosts/hostesses (as good service and support; and more questions asked than can be foreseen) Clear room mapping and clear information about sessions Handouts handed out at each session Evaluation sheets handed out and collected at each session Technical support at hand all the time Keep to the time schedule!

17/10/2005www.learningteacher.org16 A few things to keep in mind Of major importance: the smooth running of the conference! Enjoyable meals a good contribution to a successful conference Start the conference preparations well in time and follow the time plan Disseminate to - and ’recruit’ delegates from - as many countries as possible Identify key people for the different responsibilities

17/10/2005www.learningteacher.org17 Rich as to content, but focused Allow time for informal talkings and connection making (e.g. at breaks) Ensure a mix of working formats and proper length of sessions If possible, pay attention to the diversity of languages (different languages present) Keep the European background always present and promote Comenius

17/10/2005www.learningteacher.org18 Organising contact seminars Decide on location and seminar venue Decide on action/s and format Agree with seminar leaders Present the seminar as a brochure and on the web (suggestion: 8 months before) Inform, invite and communicate with all NA’s (do so all along the process) Disseminate and ’market’ widely through the network and other channels

17/10/2005www.learningteacher.org19 Seminar set-up A comprehensive programme with a clear strategy See recommendations from the Commission From EU horizontal/annual priorities and information about Socrates/Comenius to hands-on work shops A conscious, step-by-step process of relation building, identifying project ideas, forming of groups, work shops for project work more in detail, application procedures Make a holistic package with a combination of working, socialising and contact building

17/10/2005www.learningteacher.org20 Communicate Communicate well with the participants from registration/ selection until the seminar Background information Practical details Expectations and presentations Preparatory tasks

17/10/2005www.learningteacher.org21 A few things to keep in mind Important ingredients: create interest in the possibilities of Comenius and to work together in a European context build trust and friendship between the participants provide knowledge and understanding of Socrates/Comenius, project working and transnational cooperation transform motivation into action

17/10/2005www.learningteacher.org22 to feel comfortable in participating to feel confident to feel free to talk and to express views and feelings to be able to verbalise own ideas and compromise with others to combine work with having fun Ensure full inclusion of each individual Ensure individual satisfaction

17/10/2005www.learningteacher.org23 Ensure the leaders’ proper knowledge about the Socrates programme/ Comenius action Be clear about the expected outcomes of the seminar Pay most attention to (and allocate most of the time to) the building of groups and the subsequent group discussions/work shops on each group’s project idea (in other words, the focus not to be on the actual filling in of applications) And,

17/10/2005www.learningteacher.org24 Allow time at the end of the day for each one’s self-reflection Arrange for an overall evaluation at the end of the seminar, and provide also the NA’s with this Without intervening, follow up and support the life of the new project groups also after the seminar – to the submission of applications and the results of the selections