"The organization team went through three main phases, for which following work was performed and results were achieved:
1. PREPARING THE EVENT
Work performed
The main work was on one hand to ensure a high-quality programme by inviting high-profile speakers; on the other hand, it was to ensure a large communication to attract a large number of attendees.
Speakers and exhibitors have been identified and invited by the organization team. They have been selected based on their expertise either on recruitment process, or mobility funding schemes, or research landscape.
This phase, which was one of the main ones, started in april and ended in october.
A second main phase was communication. Our communication plan included a “save-the-date” (in avril), a communication to open the registrations (in october), and 3 reminders (between october and december).
Besides, some speakers have been interviewed (article or video) in order to attract participants to come and to make a stronger focus on the event’s topics (“mobility” and “career development”).
Goodies were designed and produced for both participants (luggage tag) and speakers (luggage tag + mobile speaker), with the mention of the event’s name (“Researchers without borders”) and the partners (ABG, FGU, UFI, European Commission). Those products have been chosen because they relate to the event’s topic, “mobility”.
Results achieved
53 speakers/exhibitors from 17 EU-countries
414 registrations (strong interest: within 1 week, 155 registrations)
1 event’s booklet including speakers’ and organisations’ profiles, vacancies for PhDs
1 goodies bag
143 tweets, 5 posts on LinkedIn and 6 on FB.
17 newsletters and mailings
Social reach of our communication plan on social media: 240316 people
1 interview of 3 speakers (article)
3 partners’ videos
2. THE EVENT
Work performed
The event was divided into 4 parts: the plenary sessions; the thematic workshops; the exhibition gallery; the individual advisory sessions.
Results achieved
92 participants (69% living in France, 15% in EU, 2% in non-EU)
11 individual advisory sessions
8 workshops with 105 attendees
12 companies and non-academic organisations, 10 research institutes, 10 mobility and research funding bodies, 13 other organisations
100 live tweets #EU4PHD
3. EVALUATING THE EVENT AND DISSEMINATION
Work performed
Two evaluation forms were created:
- one for the speakers and exhibitors: the goal was to check if they were satisfied by their attendance, especially regarding the number and quality of attendees they could met
- one for the participants to know if and how the event was worth attending
A long collaboration with the film maker was needed to finalise the 7 videos from the event. The goal of them was not only for promotional purpose but also and mainly for pedagogic purpose. By having short presentations focusing on one specific topic addressed during the event, we can integrate them in training workshops or advisory sessions with researchers.
Results achieved
7 videos online (recap of the event ; recruitment process in academia ; recruitment process in industry ; how public-private partnerships boost the career of PhDs ; EU-incentives to make the mobility easier ; funding schemes: MSCA and InnoEnergy)
1 brochure on mobility and career development
1 specific webpage, with all the event’s content on a free access (streaming, pictures, interview videos, speakers’ presentations)
At the time of this summary, we can’t give information on the number of views for the videos and the specific webpages.
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