SETTING UP A REGIONAL GROUP 8 point plan

SETTING UP A REGIONAL GROUP 8 point plan Chrissi Florides dos@globeenglish. co. uk Devon DOS Association (DDOSA) English UKSW

1 Getting started • Find out all English UK / BC accredited schools in your region / county • E mail all DOSs to see who is interested in setting up a local group • Set up a first meeting

2 First meeting • • • Set aims eg promote training, share ideas, support Assign roles eg a chair, a treasurer, an events organiser Agree criteria for membership eg BC accredited Agree funds: yearly subscriptions, workshops fees Canvass members for ideas for talks Agree on suitable days / times for meetings and workshops Treasurer needs to open a bank account Arrange back transfer facilities & cheque book Agree on next meeting (how often is up to you) Someone to take minutes & send them out after

Tips nos 1 & 2 • 1 Keep it cheap! - Minimal membership and fees makes sessions accessible to all irrespective of whether their school will pay • 2 Rotate the venue for meetings among member schools. DOS of hosting school to take minutes and send them out after – this shares the workload

3 Finding speakers • • • Cultivate links with publishers for free talks Find speakers through BC & English UK Find speakers through ETP Use academic staff in member schools Invite speakers from non member schools eg local universities with ESOL depts • Network at conferences • Contact other regional groups for ideas

4 Funding • Publishers offer free speakers, freebies and may sponsor larger events • DTI • Approach English UKSW for discounts • CUP may offer free exams training • Erasmus + • Local businesses may sponsor larger events

Tip no 3 • Don’t be afraid to ask for a discount! • Agree a nominal fee for speakers from member schools eg £ 50 + expenses

5 Booking a speaker • • • E mail potential speakers with exact info: Who you are What workshop you would like Possible dates and times Who will attend the talk and the objectives, eg local teachers / practical ideas • Ask about fees stating clearly that you are self funding & non profit making

6 The talks • Once a speaker is booked: • Agree a venue (rotate among member schools) • Send out a speaker form to find out requirements • Book accommodation for speaker if needed • Decide cost • Advertise (do a poster)

Tip no 4 • • • Advertise to non members too eg Universities & Colleges Private schools with ESOL / EFL depts Local CELTA / Trinity Cert providers State schools if applicable

7 Enrolments • For large events enrol and pay in advance • For evening events pay on the door but • Ask member schools to let you have rough idea of numbers

7 The talk itself • Host venue provides tea / coffee / biscuits • Organise change & receipts • Organise projector, screen, flip chart etc as required • Assign someone to introduce & thank speaker • Set a clear start & end time with slot for questions • Collect e mails of attendees to build up a mailing list

8 After the event • • • Canvass schools for feedback Email / thank speaker Forward invoice to treasurer for payment Send money taken on door to treasurer Find out if speaker offers other sessions or can recommend anyone • Start planning the next talk!

And the downside… • Organising events takes time and effort and its all voluntary and unpaid! • Persuade your boss to let you do it in your normal working hours, highlight the advantages for your teachers

Bigger and better • To begin with expect 10 -15 at a session • As you get known this will build up to an average of 30+ • Once you are established and have some funds in the kitty, consider organising a larger event such as a small conference • Keep accurate financial records • Good luck!