Today I discussed with Brad the possibility of having Gemma Hunt to be a guest Speaker.
Is she a good person to relate to Students
Will they recognise her
Will her talk have the right content for what we are trying to put across
Will she bring in the Media attention.
I had spoken to some of my peers who had met her in a previous project and they said she was charismatic, not patronising and interesting. I personally feel she would be a good addition to the Media event, I had mentioned her in class also and had a good response.
Once speaking to Brad he felt the same, so after the meeting I was to write an email to her ( Lesley had asked her if I could contact her).
The rest of our meeting was about delegating.
We had both compiled a list in which we included all the 'Pre Event' Roles we could think of.
JOB ROLES
Chasing/making sure jobs are done.
Help others with any problems they come across.
Make deadlines.
Planning details of the event/keeping record of everything.
Schedule for the day
Research (Set to research a certain subject as it’s needed, then report back)
Potential Speakers in group.
Paper work.
Time keeping (Write a time plan)
How will we break down the students in to smaller groups?
Decide on guest speakers and the content of their talks. Also arrange for them to come/travel/food
Communicate with other groups.
Content of the program
Timetable of events (Breakdown for the day).
Planning for the activity rooms along with technical side
Contact list.
Work out routes for traveling between rooms – prettiest/shortest
Lunch for students – where and when
Contact and inform student fellows of their roles – what do they need to do on the day Media coverage and communications/inform the media.
Need to write out everything that needs to be said to Tim.
Making and keeping Contacts.
T-Shirts with names on.
Free information packs/goodie bags – decide on contents:
Directions/map
Gifts/pens
Info on courses/ course booklets
Milk magazine
I love Bath Spa bags
Toilet directions/signs
Graduation certificates
Arrange rental of cameras and all equipment.
Digital Cameras
Tripods
Video Cameras
Macs
How will we technically do the activities
Seating arrangement plans for each room
How are we going to dress each room with aesthetics, equipment and budget in mind
Equipment planning and rental – full detailed lists for time/which room/for what
All props arranged – rental/budget in mind
Epic/funny video needs to be created.
Test run all the activities.
DVD burners/Filming on the day
Write out talks we are giving to students – write one for each activity
Find bus times for the students – travel
Questionnaires
Evaluation forms
Budget breakdown and expenditure
I sent the List to Helen Goldsworthy, Widening Participation Coordinator, to see if she thought the list was okay and if she could think of any roles to add these were her suggestions:
book rooms and porters if the tables and chairs need to be added or taken away, and also to let Security and Central Services know about the event, via WMS systems.
Other than that, ensure you are aware of fire exits, fire location points if the alarm goes off, and the nearest first aiders to the rooms you are using.
Brad and I continued to delegate to which groups we should give what tasks. The group leaders from each of the groups could then filter these down onto the best person they felt would be for the job.
I started writing out briefs for each of the tasks. I found it quite hard to delegate at first but know I'm getting into the hang of it , and explaining what needs to be done.
Tomorrow I am having a meeting with each of the Team Leaders Esther, James and Brad. This is what we need to discuss:
Roles and delegations
The Green Screen activity - what else can we do to make sure we correctly fill the 45 mins
Food and Travel for the Students - How will we manage this
Guest Speakers - Who else will we get, we need to finalise soon!
The Media, Who and How are we going to attract them.
As I am talking to Tim Hammond about the event on Thursday , I want us to discuss exactly what information I should give him.
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