Training Scientists to Make the Right Moves - Howard Hughes ...
Training Scientists to Make the Right Moves - Howard Hughes ... Training Scientists to Make the Right Moves - Howard Hughes ...
Chapter 8 Making It Happen What will I do if the food I ordered for an evening or weekend event doesn’t show up and the business is closed or the contact person doesn’t answer the phone? Have staff on hand who know the area and have cars in case they need to dash to a nearby store for food. Have keys for the kitchen area, or at a minimum, whatever you need to make and serve coffee and tea while you’re waiting for them to return. Best advice: Doublecheck your order the day before it is due, and make sure you have a cell phone number (or other surefire way) to reach the contact person. Persistence and Luck Save the Day “When I helped Science’s Next Wave run an ‘Interviewing Skills for Scientists’ panel, I had four scientist panelists and one human resources panelist. The event was on a Tuesday, and a panelist cancelled the Thursday before. I queried three people from my list of potential speakers; none of them could attend. There was one speaker that I had been playing e-mail tag with for more than a month, and I had finally given up. I decided to try one last time the day before the event. Luckily, my e-mail got into his inbox just as he returned from a trip to Europe, and he accepted right away. I could have done the panel without that fourth scientist, but the lastminute substitute ended up being the stellar panelist of the evening.” —Lisa Kozlowski, Thomas Jefferson University THE RUN-UP TO THE EVENT Prepare Nametags and Tent Cards All people attending a meeting should wear nametags, including organizers and other staff. Making nametags requires decisions about design and what information to include beyond the person’s name. For example, you may want to include title, affiliation, city; category of attendee (e.g., presenters, participants, staff); and numeric or other coding (e.g., Ph.D. or clinician researcher) for evaluation purposes (see chapter 9, “Evaluating the Training”). In addition, make sure the lettering on nametags is legible at a distance of a few feet; this will also limit how much information you can fit in. Keep in mind that the more information you include, the greater the likelihood that you will get some detail wrong and will have to redo the nametag. Remember to have extra nametags on hand at the meeting because you will be asked to redo a few no matter how careful you are. Consider taking a laptop computer and small printer on site to generate new nametags. Tent cards are used to identify speakers on stage during a panel session or even at the podium. Make these in advance and make sure they display the name in a way that is clearly visible from the back of the room. Prepare Welcome Packets For each participant, include the following: Nametag in badge holder Agenda List of session objectives 73
Training Scientists to Make the Right Moves 74 List of speakers and biographies List of training participants (and contact information, if desired) Copies of speaker presentations and any additional handouts (if you are not distributing them during the sessions) Evaluation forms Notepad and pen Announcement of the next training event (when, where, and how much) Floor plan of training facility Ground transportation information Arrange Ground Transportation If participants are staying at a hotel and the training event is at a different location, you will need to arrange transportation to and from the hotel. To cut down on costs, you may want to rent a minivan or bus that makes the trip several times a day on a given schedule (the schedule will be dictated by your meeting’s agenda). Some planners arrange transportation from the airport at the start of the meeting and back at the end. Other planners coordinate taxi sharing to take participants to airports at the end of the event. It is helpful to reconfirm details at some point during the meeting; people’s schedules can change while they’re at the event. A Few Days Before the Event As the event draws nearer Meet with the facility staff who will be on duty during your event to introduce yourself, go over the final agenda, and find out who the “go-to” people are for specific problems that may arise. In particular, you will want to meet with the person who will be loading the speakers’ presentations into the computer and go over the session agenda and the order of speakers. Find out how the heating or cooling of rooms is handled. For example, if these are on an automatic timer, ask the facility liaison to arrange for the appropriate temperature to be set manually the day of the event. Establish clear lines of responsibility for the event with your organization’s staff—who is in charge of what. For example, someone with decision-making authority should be accessible for logistics troubleshooting at all times, including breaks between scheduled activities. Have a short meeting with your session moderators, organization staff, and others who will be on hand to go over what they are supposed to do. For example, who will staff the registration table? Who
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Chapter 8 Making It Happen<br />
What will I do if <strong>the</strong> food I ordered for an evening or weekend event doesn’t show<br />
up and <strong>the</strong> business is closed or <strong>the</strong> contact person doesn’t answer <strong>the</strong> phone?<br />
Have staff on hand who know <strong>the</strong> area and have cars in case <strong>the</strong>y<br />
need <strong>to</strong> dash <strong>to</strong> a nearby s<strong>to</strong>re for food. Have keys for <strong>the</strong> kitchen<br />
area, or at a minimum, whatever you need <strong>to</strong> make and serve coffee<br />
and tea while you’re waiting for <strong>the</strong>m <strong>to</strong> return. Best advice: Doublecheck<br />
your order <strong>the</strong> day before it is due, and make sure you have a<br />
cell phone number (or o<strong>the</strong>r surefire way) <strong>to</strong> reach <strong>the</strong> contact person.<br />
Persistence and Luck<br />
Save <strong>the</strong> Day<br />
“When I helped Science’s Next Wave run an ‘Interviewing Skills for <strong>Scientists</strong>’<br />
panel, I had four scientist panelists and one human resources panelist. The event was<br />
on a Tuesday, and a panelist cancelled <strong>the</strong> Thursday before. I queried three people<br />
from my list of potential speakers; none of <strong>the</strong>m could attend. There was one<br />
speaker that I had been playing e-mail tag with for more than a month, and I had<br />
finally given up. I decided <strong>to</strong> try one last time <strong>the</strong> day before <strong>the</strong> event. Luckily, my<br />
e-mail got in<strong>to</strong> his inbox just as he returned from a trip <strong>to</strong> Europe, and he accepted<br />
right away. I could have done <strong>the</strong> panel without that fourth scientist, but <strong>the</strong> lastminute<br />
substitute ended up being <strong>the</strong> stellar panelist of <strong>the</strong> evening.”<br />
—Lisa Kozlowski, Thomas Jefferson University<br />
THE RUN-UP TO THE EVENT<br />
Prepare Nametags and Tent Cards<br />
All people attending a meeting should wear nametags, including organizers<br />
and o<strong>the</strong>r staff. Making nametags requires decisions about design and what<br />
information <strong>to</strong> include beyond <strong>the</strong> person’s name. For example, you may want<br />
<strong>to</strong> include title, affiliation, city; category of attendee (e.g., presenters, participants,<br />
staff); and numeric or o<strong>the</strong>r coding (e.g., Ph.D. or clinician researcher)<br />
for evaluation purposes (see chapter 9, “Evaluating <strong>the</strong> <strong>Training</strong>”). In addition,<br />
make sure <strong>the</strong> lettering on nametags is legible at a distance of a few feet;<br />
this will also limit how much information you can fit in.<br />
Keep in mind that <strong>the</strong> more information you include, <strong>the</strong> greater <strong>the</strong> likelihood<br />
that you will get some detail wrong and will have <strong>to</strong> redo <strong>the</strong> nametag.<br />
Remember <strong>to</strong> have extra nametags on hand at <strong>the</strong> meeting because you will<br />
be asked <strong>to</strong> redo a few no matter how careful you are. Consider taking a<br />
lap<strong>to</strong>p computer and small printer on site <strong>to</strong> generate new nametags.<br />
Tent cards are used <strong>to</strong> identify speakers on stage during a panel session or<br />
even at <strong>the</strong> podium. <strong>Make</strong> <strong>the</strong>se in advance and make sure <strong>the</strong>y display <strong>the</strong><br />
name in a way that is clearly visible from <strong>the</strong> back of <strong>the</strong> room.<br />
Prepare Welcome Packets<br />
For each participant, include <strong>the</strong> following:<br />
Nametag in badge holder<br />
Agenda<br />
List of session objectives<br />
73