Remember, planning an event is much more fun with other people. The more minds that are involved, the more ideas you will generate and the clearer the message will be.
1. What are your aims?
Before deciding what to do, it is a good idea to consider what you hope to achieve for:
- Yourself
- Your organisation
- The organisers
- The participants
- Pathology
2. Who will you target?
You must identify your target audience so you can develop your event. Think about your aims. Which audiences would be best?
- Patients – families, children, adults
- Healthcare professionals
- Medical students
- Secondary School students
- Primary School students
3. What will you do?
You will need to consider the subject matter, theme and format of your event. What type of event would interest your target audience? You can find ideas and inspiration almost anywhere, for example:
- Topical issues in the media (newspapers, magazines, radio, television, internet)
- Brainstorming with friends and colleagues
Pathology can be explored through many formats, ranging from hands-on activities to tours of laboratories. Some popular formats for events include the following elements:
- Hands-on activities
- Public discussions
- Demonstrations
- Exhibitions or displays
- Talks or presentations
4. Where will it take place?
Choose a venue that suits your audience and the type of event you plan to run. Events can take place in a number of places:
- Laboratories
- Meeting rooms
- The internet
- Schools
- Shopping centres
- Lecture theatres
- Anywhere else you can think of!
Make sure you check the suitability of the venue well in advance, and ensure you know where the facilities, toilets and exits are in case of an emergency. Also make sure that audio/visual equipment is working well before your event.
5. What about publicity?
Letting people know about your event is the only way to attract an audience. The success of your event is largely down to your publicity campaign. How you market the event will depend on the event itself and whom you wish to attract. You should contact your Communications Department for advice.
How to publicise your event
- Decide on your event and your audience
- Contact your Trust Communications Department to let them know about your event
- Create posters and flyers about your event
- Market your event
- Send out invitations
Inviting the media to your event
- Identify who is going to speak to the media
- Contact your press office about sending out a press release to the local media.
- On the day – Take photos, but make sure you get consent. You should have a signed consent form for anyone who is clearly identifiable in the photographs of your event, especially for anyone under 18.
- Don't forget evaluation, ideally both before and after the event
- After the event - Thank all those involved and those attending the event
Working with the Media
- Talk to your Trust’s Communications Department
- Draw up your media mailing list
- Send out press invite – 4-6 weeks in advance
- Issue press release – 1-2 weeks in advance
- Keep message clear and short
- Have snappy quotes and statistics
- A picture paints a thousand words - book a photographer or take photos (but remember to get consent for photography, particularly with children)
- On the day decide on who is going to talk to the press
- Follow up with a “thank you” to any journalist who attended/covered the event
6. Was it successful?
Audience feedback will help determine whether your event was successful and assist in future planning. Develop an evaluation form that will provide you with information such as:
- How many people attended your event?
- How did they find out about your event?
Did they enjoy it? - How could your event be improved in the future?
- We will provide guidance and questionnaires in organiser's packs.
7. Further sources of information
Please contact samantha.jayaram@rcpath.org if you'd like any more information.
