Conference Planning: Processes, Funding, Resources

• Supports: • short-term targeted knowledge

mobilization activities (most often conferences and workshops)

• outreach activities such as artistic activities, development of interactive technologies, media events, adaptations, software etc…

• emphasis is on connecting Post-Secondary research and the community

SSHRC Connection Grant

Value

• Connection grants range from $7,000 to $25,000 for an event and up to $50,000 for an outreach activity

• There are four adjudications per year • December, March, June, September

Deadlines

Eligibility

• There are Individual and Institutional versions of the Connection grant

• Researchers should submit the Individual version (even if the event involves a large team)

• The focus should be on mobilizing Canadian research, especially if the event is outside Canada

Matching Funds

• Applicants must have 50% matching funds (cash and/or in-kind, excluding registration fees for event)

• For example, if you are requesting $15,000 from SSHRC, you must have $7,500 from elsewhere

• The matching funds cannot be from another SSHRC grant (although you may use SSHRC funds for the event provided there is no duplication of support)

Matching Funds cont…

• Applicants should approach their departments and faculties for financial assistance

• Applicants may have funds from another grant (other than SSHRC)

• Some examples of relevant in-kind contributions include:

• Conference space • Administrative support • Technical support • Communications and Knowledge Mobilization support

Adjudication

• Challenge: 40% • Feasibility: 30% • Capability: 30%

Common errors

• Not following SSHRC’s instructions about structure

• For example, in the “Detailed

Description,” often researchers will copy and paste details from a different application or from papers written about the project

• Such a practice will lower your chances of success

Detailed Description Structure 5 pages

• a description of the proposed event or outreach activity;

• a statement regarding the overall goal and specific objectives of the endeavour;

• a description of the research you will be disseminating, transferring, exchanging or mobilizing;

• a description of your main audience(s) (e.g., scholars, practitioners, etc);

• an explanation as to why it is important to connect with the specified audience(s); and details on how all activities can be undertaken within one year

Common Errors

• Copying the start of detailed description as your summary

• Burying project objectives • Not selling the significance of your project • Not aligning clearly with objectives of the

program • Not clearly justifying your budget • Not clearly detailing the training and

mentoring opportunities • Not clearly outlining your Knowledge

Mobilization Plan with appropriate details provided

KMB and Communications: Pre-award

• In general, take an active approach (using –ing phrases). Consider novel but proven techniques, within realistic parameters (budget, spread)

• Emphasize interactivity, co-creation of knowledge, and open access (including students!)

• When using traditional academic methods, think “outside of the box” – alternative publications?

• Introduce and briefly summarize the primary KMB activities, connecting them to stakeholders and conceptual knowledge (hot words: empowerment, engagement, participation, leveraging, etc.)

• Identify KMB approaches with one paragraph each (2-3 sentences about method; 1-2 sentences connecting to anticipated outcomes)

KMB and Communications: Pre-award

• Using jargon and/or complex descriptions of KMB goals and approaches

• Using generic descriptions of activities, objectives, outcomes

• Vague language about dissemination strategies

• Using divisive or occlusive language • Confusing/combining KMB plans with

expected outcomes • Overlooking co-creation and participatory

approaches to developing/sharing knowledge • Omitting elements of the application

identified elsewhere

KMB and Communications: Post-award

• Plan ahead – critically identify components that you can accomplish, that an RA can accomplish, or that require specialized assistance

• Develop an effective and timely communication strategy – anticipate windows of accessibility

• Provide advanced notice to the Office of Research Services and Communications, Public Affairs, and Marketing (CPAM) for support

• Have technology in place and develop a concrete KMB strategy

• Hold a “dry-run” at the event venue(s) • Have dual redundancies!!! • Plan for “day-after” activities – the press,

reporting, publishing, etc.

Tools

• WLU’s OneCard office is equipped to create a registration page that can accept payment

• Those payments can be deposited using WLU index codes

• They charge a set-up fee and 4% of the registration

• Contact Diane Litt for more information

Tools

• EventBrite is an online platform designed to facilitate event promotion and registration

• Built in tools: Reg surveys, social media integration, analytics, some customization

• Free events = no cost; Paid events = $0.99 + 2.5%, 3.5% for credit processing (debit, credit, and paypal)

• No tools for event management (i.e. calendars, schedules, maps)

Other Tools

• Guidebook – customizable and simple mobile app for event facilitation; includes calendars, directors, maps, social network integration, etc. No website integration.

• Now syncs with EventBrite • Free to 200 guests; $1750 for basic package • Topquark – series of plugins and widgets for wordpress

websites; includes an app option (like guidebook) • Simplifies web-based schedule, speaker information,

doesn’t have other tools (e.g. facebook, twitter) • $39 for wordpress plugin; $399 for app (incl. plugin)

Technologies on campus

• Video conferencing (for small sessions) – ITS Employee Technical Support will arrange. Rooms are fixed.

• Webcasting (WLU campuses) – No ITS support. Options available via Centre for Teaching Innovation and Excellence (CTIE) – Adobe Connect

• Webcasting (CIGI) – Available for all BSIA bookings; costs $100/hr and includes archiving.

• DIY – Adobe connect account available; other services like skype can be used without support. Equipment is a must!

• Develops and delivers the university's key messages • Provides information and advocacy on behalf of the university • Positions Laurier in the post-secondary sector • Handles all requests from the media • Manages Laurier's official social media channels • Publishes Laurier's alumni magazine, Campus, and internal

newspaper, insideLaurier • Promotes research and events through news releases, social

media, media outreach, website articles and articles in Laurier publications

• Manages Laurier’s brand & visual identity & produces marketing materials

Communications, Public Affairs, and Marketing (CPAM)

• General media training • Preparing for an interview if you have been contacted by a

reporter • Promoting your research or event to the media & external

community (through news releases, media pitches & social media)

• Promoting an event or initiative to the Laurier community • News-style coverage of an event (article, photo or video) • Designing a marketing piece (e.g. poster, brochure or invitation)

wlu.ca/creativeservices • Setting up a social media site for your department

CPAM Services

CPAM

• Who they are • Services offered • Contacts