1.4.1 Planning the seminar
More information on these activities is shown in the following boxes.
a) Set the objective of the seminar
Set the objectives of the seminar and the way they will be measured to evaluate if they were accomplished.
Example: identification of needs and the scope of needs.
Make hypotesis to be confirmed or discarted so as to direct the workshop planification.
b) Identify interest groups and create alliances
It’s important to identify interest groups and their key representatives.
Please consider inviting:
- Entities from Government: The participation of the Government is important because their presence could be supportive in case of regulations, funding etc.
- Quality Infrastructure: Accreditation, Standarization, Certification, Test and calibration labs.
- Directive personnel (from companies and NMI): Since the Directors are the ones who make decisions, it is important that they would be the first to know about the importance of metrology for the competitiveness of industry in the country.
- Representative and impacting companies: The Companies you invite must be representative for the cluster to they belong to. This means the company must have similar features as other companies in the cluster. The selected clusters must have an economic or social impact on the country. Look up statistics or national and international references.
- Entities that offer Financing Programs: In case the companies become interested adopting metrological practices, it is recommended that they receive information regarding financial programs.
c) Prepare program
Some recommendations about the design of the Programme:
- Program conferences and round tables that are of interest for all the focus interest groups.
- Think of hypotheses about industry needs and include activities in order to validate them.
- Consider sessions in which special guests and participants have the opportunity for dialogue among them promoting this communication.
- Personalize the conferences according to the situation and characteristics of the NMI and the companies in the country. Share experiences of success.
d) Formalize the invitation and follow-up
Choose official ways to invite to the seminar.
Example for correct ways:
- Send a letter signed by the NMI Director to the Company Director or decision makers.
- Show a poster behind a references/registration table.
- Make a personal call.
- Deliver invitation cards personally.
No matter how you choose to formalize the invitationit is always neccesary to ask for confirmation of attendance and in the cases of no confirmation make a personal approximation, i.e. by a telephone call.
e) Create alliances with key promoters
It is difficult to promote all seminars on your own. Get support from other NMI areas or institutions.
Ask for support from customer service areas, industry, Universities, Financial promoters, industrial associations, etc.
f) Prepare a budget and get the necessary resources
Prepare a budget (see Tool 2.4). In case you have limited resources, think about sponsors as one possibility to get the necessary resources.
Offer your sponsors some benefits, for example, to have a stand, to participate in the publicity as a sponsor or any other benefit with the focus of win-win relationships.
Sell space to sponsors next to the conference rooms.
g) Assemble the organizational team
Put together a small team that helps to carry out the seminar. It’s difficult for one person to follow-up, carrying out and simultaneously doing the different activities.
Select a responsible for:
- Preparing of session rooms, computers, audiovisual equipment, etc.
- Collecting all presentations.
- General coordination of the meeting.
- Registering and attending to participants.
- Registering agreements and the identified needs in each session.
- Follow-up the accomplishment of the Programme and time spent.
h) Prepare an evaluation form
Prepare a list of multiple-choice questions and open questions in order to evaluate the seminar including the possibility to provide recommendations.
Include questions on:
- General evaluation (accomplishment of objetive, logistics, the seminar,etc.)
- Content (quality of the information, efectiveness of sessions and exercises, etc.)
- Usefulness (New ideas, solutions, etc.)