Plan your event
Here’s some feedback and top tips on how to make your Gathering event a success, based on what previous delegates told us they enjoyed.
When planning your event
- Ensure your event content and description on the website matches what you plan to deliver on the day. To edit your website listing, use the My hosted events function. Please note:
- You will need to be signed in to your My SCVO account to access this.
- For security reasons, our event management system requires two-factor authentication (2FA) to be set up for your My SCVO account.
- Only one person at a time can access the system for each event. It is initially set up to be the person who submitted the event proposal; if you'd like to change this, please email us with the email address of the My SCVO account you want to change it to.
- Stories and case studies from a diverse range of people, including those with lived experience, are very popular with delegates. Think about how you can use storytelling to connect with your audience.
- Give plenty of time for Q&A and discussions with your audience members.
Top tip
Use the My hosted events function to check your delegate list. This will give you a better understanding of who's coming to your event, and will help you pitch the right sort of content for your audience!
In the run up to your event
- We want everyone to experience and enjoy the Gathering so, along with our friendly Gathering team, we must all do our best to accommodate people’s requirements.
- Requirements can be found on your delegate list. SCVO's Events Team will monitor and address all requirements for your event; however, we share them with you so you can also be aware, as there may be actions for you to take. For instance, if someone requires that everyone speaking at your event uses the microphones at all times, make sure you adhere to this and use the handheld mic(s) for any audience questions.
Top tip
Engage with your audience prior to your event. Send everyone on your delegate list a message to say you're looking forward to welcoming them, update them with any new speakers in the coming weeks, and remember to get in touch a day or so before saying you can’t wait to see them there!
At your event
- Make sure your slides and presentation materials are clear, use minimum text, avoid using jargon and flashing images. If using video, add captions so it's accessible.
- We know speaking to large audiences can be daunting. To ensure that everyone in the audience can make the most of your event, speak clearly into the microphones and speak at a nice and steady, slow pace. This is particularly important for those with hearing loss. Encourage your audience members to use the microphones when asking questions so their questions and comments can be clearly heard.
- Avoid using terms and language that may upset or offend people.
- Try to avoid sales pitches to keep your captive audience engaged.
Top tip
The Gathering welcomes hundreds of new attendees every year - make them feel welcome. Use the first couple of minutes of your event to get your audience to turn to the person next to them, say hello and spend a minute or two finding out who they are, what organisation they are from and why they are here.
After your event
- Send a thank you message to everyone who attended, and share any resources, links, reports and slides so that they can soak up everything they heard and learnt from their time with you.
- We will share feedback from your event with you after the Gathering.
What our Gathering delegates told us...
Looking for some inspiration on how to frame your event or what elements to include? Here are the sorts of things Gathering delegates have enjoyed in the past!
"The speaker was very engaging and delivered both ideas and practical suggestions that were useable right away. Great at engaging the audience."
"The case studies were really inspiring and thought provoking."
"The young people who organised this session were brilliant and created a great interactive session - so many ideas!"
"I really enjoyed the debate. The speakers were varied and knowledgeable and best of all - not afraid to challenge each other."
"I enjoyed the mix of presentation with time to talk and share questions, issues or examples."
"I really enjoyed the speaker who gave a wonderful introductory talk. I equally enjoyed the opportunity to chat to others around the table and hear their viewpoints."
"The tips and tools suggested in the presentation were really helpful and I've taken a lot away that I can quickly take forward in my workplace."
Get in touch
Got a question about planning your event for the Gathering? Contact our team who will be happy to help.
