Lessons Learned per Workshop Organisation
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Milestone 1
- Keep in mind the local context to answer local needs and specificities;
- Plan the stakeholders carefully to ensure that the right people, stakeholder groups and organisations are in the room;
- Organise carefully the workshop phases for successfully meeting the objectives and for engaging all participants;
- Attract different stakeholders in order to have a diversity and complementarity to obtain inputs as complete as possible;
- Offer an incentive for citizens in order to attract people to attend at the workshop;
- Find a topic which will attract different stakeholders;
- Be careful of possible competition of other events happening as the same time in the same city or on the same topic.
Milestone 2
- Provide a good incentive and personal benefits to motivate people to attend the workshop(s) and processes;
- Present the topic approached from the beginning of the workshop;
- Use using storytelling to describe the challenge with clear and concrete examples;
- Use diverse communication channels (e-mail, telephone, face-to-face and word of mouth) for recruiting participants;
- Present the RRI concept with clear examples;
- Address a specific subject that concerns multidisciplinary stakeholders;
- Present the Mobilisation and Mutual Learning and RRI approach;
- Be aware about the participants motivations to attend a workshop such as to learn from others participants;
- Contact directly the person to recruit via e-mails or telephone;
- Provide enough time for the presentation of science outcomes and sharing knowledge from research point of view;
- Be aware of the motivational factor that workshop participants may feel because they like the fact that an interdisciplinary group representing all society's niches is invited to brainstorming for resolving the problem;
- Start planning at least 4 months in advance the organisation of a workshop as it is very time consuming task;
- Be aware that policy-makers are not easy to engage unless they see a specific benefit that fits their agenda;
- Carefully consider the workshop's duration as many participants think that a one day-long workshop is too long;
- Define a workshop triggering question that is short, clear and easily understood by all stakeholders;
- Motivate to receive ahead of the workshop and on time the participants' action ideas and to attract participants from all stakeholders’ groups;
- Consider personal e-mails as the recruitment mechanism because it has been proven by far the most effective recruitment mechanism;
- Identify motives for policy makers and implementers to participate in the workshops as they are reluctant in participating;
- Explain clearly the MARINA project goals;
- Use keynote speakers to introduce the topic for example specialists, but their speech must be in simple language and avoid using difficult terminology;
- Define the date, finalise the workshop topic and have communication material two months ahead;
- Prepare a concise information corpus for participants.
Milestone 3
Milestone 4
Milestone 5
Milestone 6
Milestone 7
Milestone 8