manual how to organize a public debate
In the run-up to the 2018 municipal elections in The Netherlands, I led debates in various libraries on behalf of Probiblio. Hereby we have written a manual "how do I organize a debate". This contains a step-by-step plan for setting up a debate and a lot of useful tips about how to organize a debate: where do you start, when do you involve your debate leader and how do you ensure that the room is full? The most important tips are: think before you start and work from a good idea what you want to achieve. And start early.
Start with the invitation.
This helps you think from the visitors perspective
For me it was very nice to make this debate guide: it makes you think again about the subject of moderator. Do you also want to organize a debate? Then the manual is a nice tool. Due to copyright, I can't just put it online, but send me an email and I'll send it to you (and no, you won't get on a mailing list and you won't get any advertising from me).
The manual is in Dutch, but can be translated easily
instructions DEBATES ORGANIZE IN THE LIBRARY This manual has been developed by Rogier Elshout on behalf of or in collaboration with ProBiblio. We thereby provide a guide; pick up that glove! Incidentally, this guide is not the ultimate truth and does not claim to be comprehensive. In the spirit of organizing debate, it is "only" a certain contribution to give a place to the debate culture in your own Library. But where it concerns quality debates! © Rogier Elshout chairman, presenter and debate leader www.rogierelshout.eu / email@example.com / 06-24 76 89 48 IT STARTS WITH WHY It starts with why is Simon Sinek's philosophy, https://www.ted.com/talks/simon_sinek_how_great_leaders_inspirecore Why do you want to organize debates as a Library? What do you want to achieve with it? Who do you want to reach? And why? And above all: what need do you meet? And then ask yourself: what should you do the day after? the debate be different from the day before? After the HOW, remember: what must be in an event to achieve those goals. Only then think about the WHAT: who invites you, when is it and all practical matters. 3.1 Why would you want it as a Library Your debate must meet a need. In any case from the Library. And of course also from public; otherwise nobody will come. 3.1.1. Starting point Library Visitors Community Public benefit As a Library you have certain goals that with a meeting could be fulfilled. Visitors to the Have a library need for the meeting. In or from the city / village where you operate is there a need. There is a general one social need true one debate. 3.1.2. Objectives of libraries Libraries nowadays also have to organize activities in accordance with the Wsob library law the field of Encounter & Debate. In fact, it is a core task of the government must be acted on and the Library charged. The law states it as follows: A public library facility accessible to everyone includes at least the following functions that contribute to personal development and improvement of social life opportunities of the general public: a. making knowledge and information available; b. offering opportunities for development and education; c. promoting reading and getting acquainted with literature; d. organizing meeting and debate; and e. get acquainted with art and culture. Attention to Encounter & Debate seems to have been covered by law, the quality of debates must be still be guaranteed, something that is more difficult to lay down in a law. From the function of Meeting & Debating is also relatively easy to make the relationship to the other library functions. The emphasis on the quality of the debates is new; the recognisability is in the low threshold contact and communication with the citizen. Manual DEBATE ORGANIZE IN THE LIBRARY Rogier Elshout / ProBiblio, June 20187 3.1.3. Need audience If the audience - or better: your precise target group - does not need the event, it will come nobody and so you don't reach your goal. Therefore, think early: why would the target group want to come? And what is stopping them (thresholds). Then see if you can think of something that you can use both appeals to your intended target group if you achieve the Library's objective. Watch out for "everyone" events, which usually do not work. It is important to your target audience properly to have for you or to work from personas. Content and form In youth debates you sometimes see that this goes wrong. For example, you want young people to visit you read about 18 th century literature, but you already foresee that young people will not come to it. That are of course prodding for free food and the performance of the local rapper. So you arrange that young people who come to your lecture will then receive free food and there will be a performance. Sounds good, but the substantive message will then not come across. So beware: young people do not always fall for it. And if they fall for it, they sit reluctantly in your reading. So don't lure people with fun things around your event, but make sure that your event is attractive in its core, package it appropriately and misled not (content and form match). Maybe you can do a nice workshop where the rapper with young and old raps based on 18 th century literature? And make sure the reading is also fascinating. Or just choose another topic. 3.2 Where do you start? You only get a debate culture, read: building skills with organizing debates in your organization when you do it more often, experiment with different forms, the audience on various ways, etc. So just start and do, do, do! Please note: the management must support and support it with word and deed (read: budget and hours). Invest it initially with a "believer", someone who that has a "debate DNA", is not too bad to deviate from the beaten track and the other colleagues as much as possible in the development of a debate culture. A few tips: Invest it internally with a talented "debates" program leader. Invest in materials and furnishing, free up budget per debate for implementation. Just start it and do it. Next level debating organization: place the program / editorial board with volunteers. Take your colleagues along in this cultural change. 3.2.1 Test your idea by setting up the invitation If you have a first idea, don't start with an extensive project plan (in policy language), but make then a recruitment text for your target group to come to the debate and check if you have the answer the following questions positively: If I was the target group then: 1. I understand what this evening is about. 2. it is clear what it is for me. 3. I would come. If you can answer yes to all questions, then you have a good idea. Manual DEBATE ORGANIZE IN THE LIBRARY Rogier Elshout / ProBiblio, June 20188 3.3 General principles Set a number of principles that every event must meet. Our events are (for example): Maximum interactive Always have a surprising part Never last more than 105 minutes Smooth and fast, never boring In the large hall of the Library Free During busy times and inviting for people who walk by to sit down (even) Professional: light, sound, image and setup look good Be rated at least 8 by the public. We do it well or we don't do it. Never in a theater setup, always in an interactive setup Always accessible to people who speak Dutch to a certain extent Of course you can make some starting points different for different target groups / series. For instance: • Our lectures by writers on Wednesday are made by at least 15 people (bookworms (members who borrow> 3 books per month) visited and are highly intellectual and in-depth level, the speaker holds a 45-minute monologue. • Our "Timbuktu topical" debates on Saturday are made by at least 50 people accessible, current and understandable for everyone, there are never monologues. 3.4 One-off or a series Success takes time. Attracting people to a one-off event is difficult. It becomes easier if you series: a recurring format (political café with a fixed pattern for example three politicians, three propositions, musical interlude, poet, permanent presenter) at a regular time (each last Saturday of the month), with a common thread in the current programming social topics. Ideally, you don't even have to promote the specific event in detail, but go for it 50% of your audience the name of the event enough (some people watch De Wereld Draait By because of a certain guest, but most people watch because they know it every night at 7 p.m. and every time is a fun program). Benefits for the Library: There is a rack for programming The format can be further refined The audience continues to increase after every event It is becoming increasingly easy to get guests ("the political café? Yes, I know that is always fun"). Also helps you to limit: too many events is too much work and increasingly difficult to get full. Manual DEBATE ORGANIZE IN THE LIBRARY Rogier Elshout / ProBiblio, June 20189 3.5 For everyone, for a target group or by invitation Some events are for the general public. But if you try to satisfy everyone, you make it nobody really happy. Therefore, dare to specifically identify your target groups. You can even choose to organize some events for invitees only. That has if benefit: 1. It has something exclusive, therefore invitees will be more inclined to come 2. The debate can be lifted to a higher level For a public institution such as a Library, this may not be an obvious choice. Think carefully about this. As a debate stage you can "open your doors" to customers and organizations that use your room and facilities for a fee. That is none problem, but be open and communicate about the different forms that your debates have then get it. 3.6 Fill-in schedule Title of event Reason Theme Main question Target audiences) Goals per target group When is the event a success When did the event failed Why should the target audience / what need of the target group fulfills it Possible working form Are speakers needed? Possible speakers Possible discussion leader What is a good one moment for the target group + concept date Manual DEBATE ORGANIZE IN THE LIBRARY Rogier Elshout / ProBiblio, June 201810 4 CONCEPT DEVELOPMENT Start organizing your event well in advance. Inviting in particular takes a lot of time, make sure so that you have a format on time. 4.1 Be the first to involve your debate leader Are you asking for a chairman / presenter / debate leader? Involve first to ask for your speakers or arranges something else. Choose a professional debate leader who can help you focus goals and can think about the ideal format to achieve those goals. That someone knows a lot about a subject does not make a good debate leader. It was not! So someone is going to talk about the content and that is soon out of the reach of the general public. A good debate leader is the expert in the form, not on the content. The debate leader; involve him / her before the event is completed. Debate leader Rogier Elshout explains the ideal moment to ask the debate leader Manual DEBATE ORGANIZE IN THE LIBRARY Rogier Elshout / ProBiblio, June 201811 4.2 Develop a program Together with the debate leader, devise a good program that meets your starting points. Are you making a series? Then make both the vertical ones at the beginning (which parts will come each return) as horizontal programming (how do you enter those parts per event). For instance: Political cafe JANUARY FEBRUARY MARCH APRIL MAY Theme The swimming pool Dog poo Assistance The bridge Festivals Mr / Mrs presenter X Sir / Madam X Sir / Madam X Sir / Madam X Sir / Madam X Main question Must there be a new Must the municipality Must the municipality Must bridge swimming pool the new a consideration of wood or stone or do we buy the poop piston? enter? turn into? old up? Need more or more fewer festivals Timbuktu? Expert Lifeguard Prof Henk van Vliet, poepologist Someone from the SER An engineer? Politician A Janssen of party A (for new) Linszen from party C (front) Bouhari party A (front) Bleacher party D (wood) Helmers party E (Lake) Politician B Peters from party B (for refurbishing) Bleacher of party D (counter) Gerven lot D (counter) New party A (stone) Someone of party C (against) Musical interlude Singer Rinus Singer Rinus Singer Rinus Singer Rinus Singer Rinus Neighborhood reportage / the Near entrance chat box At the outlet site At the food bank At the bridge Residents and visitors at a festival Special one target group Dog owners, parents of children, schools People in the Youth assistance, senior citizens Swimmers, residents neighborhood Y Manual DEBATE ORGANIZE IN THE LIBRARY Rogier Elshout / ProBiblio, June 2018 Commuters12 5 WORK FORMS Think in time about the work forms that you are going to use. Choose a method that fits the set objective and principles. We identify the suitability of a number of work forms and provide them a number of pitfalls and solutions. Discuss your idea with your debate leader so that he / she can do it advise on the best working method. 5.1 Reading 5.2 Interview Manual DEBATE ORGANIZE IN THE LIBRARY Rogier Elshout / ProBiblio, June 201813 5.3 Debate 5.4 Debate with experts (panel) Manual DEBATE ORGANIZE IN THE LIBRARY Rogier Elshout / ProBiblio, June 201814 5.5 Debate between different parties (election debate) An interesting book about a good election debate is: A celebration of democracy https://www.bol.com/nl/p/een-feest-van-de-democracy/9200000006227442/ 5.6 Talk show Manual DEBATE ORGANIZE IN THE LIBRARY Rogier Elshout / ProBiblio, June 201815 5.7 Dialogue 5.8 Festival / market How much time do you give someone and what form do you choose? It hangs away from the speaker http://blog.sprekershuys.nl/hoe-lang-emand-nice-to-to- listen/ Manual DEBATE ORGANIZE IN THE LIBRARY Rogier Elshout / ProBiblio, June 201816 6 EDGE PROGRAMMING 6.1 Buzz in advance Make sure you have already started the conversation before the event. Create a buzz. You already have that content, and you attract more audiences. For instance: 1. Publish an interview with a speaker 2. Organize a photo / film / essay / craft competition 3. Place the chat room / wailing wall / suggestion box / scaffolding bucket in the Library Hang posters with in the days before the debate statements. Get the audience to vote for it: - with red / green stickers - with a digital system - with balls in a container Benefits: - nice promo - you know exactly which statements are controversial and which not. You choose that for the debate 6.2 Interlude Music, a poet, and artist ... art and culture belong to the Library and make your debate nicer. But beware: the artist (s) must be really good. Otherwise this has a negative one impact on your event. And now for something completely different ... An interlude can also be substantive. Need one inspiring speaker about something completely different. 6.3 And we are not going home yet What can you do after the debate? A drink, an introduction game or a meet and greet with the speaker (s)? 6.4 Interaction software Use software to engage the public. There are different systems, each with their own pros and cons. If you do not use a system, make sure you have red / green voting cards. Manual DEBATE ORGANIZE IN THE LIBRARY Rogier Elshout / ProBiblio, June 201817 7 CONTENT 7.1 Defined theme, clear main question Make sure the theme is well defined and the main question is clear. Don't be afraid to be small keep in mind: people are going to get anything and everything. 7.2 Propositions Good propositions are the basis of a good debate. Use the "good propositions manual" for this. The most important conditions: 1) Controversial: half of the room passionate for, the other half mordic against. 2) Contains "must": propositions must have consequences: what are we going to do? Prefer statements with the word must go in (we have to buy bananas) then vague "is it true" statements (bananas are tasty). 3) Rather a case than a principle: Rather a case (the assistance must be € 150 lower) than one principle (the welfare state must be reduced). Otherwise everyone talks past each other and it's not about anything. Don't spend too much time formulating propositions: send the debate leader ‘work in progress’: you first ideas. And above all: send the debate leader the dilemmas you want to talk about. There goes the exact wording will come later. 7.2.1 Dilemma or multilemma In addition to a binary statement (agree / disagree), we can also query several options. People choose then (with the voting system) one option from several options, different options give a number or create a ranking of multiple options. The different options should preferably be as concrete as possible, but really fundamental differences. They are therefore an example of a principle. Rack Multilemma Example Students not doing their homework must have made stay after. What do we do with students who do their homework don't make it? Staying behind (punishment) Corvee (useful punishment) Make an essay (introspection) Conversation with parents (pedagogical intervene) Nothing, personal responsibility Benefit Forces the conversation to focus on Let the debate broaden, but can also leave it the fundamental contradiction: blow out: Clearly, Offers more room for nuance It is absolute and you must Offers more room for alternatives really choose We can set the mood measure in the room (and possibly decide) Manual DEBATE ORGANIZE IN THE LIBRARY Rogier Elshout / ProBiblio, June 201818 8 INVITATIONS, PROMOTION AND REGISTRATION 8.1 Promotion = 80% of the work Ensuring a full room is at least as much work as all other things put together. Or perhaps 80% of the work. It is a waste of your investment if you organize a great event and then sit with an empty room, or with not the right people. So make a good promotion plan. 8.2 Invitations "Dear Sir / Madam, We are very pleased to invite you to an event of which it is completely it is unclear why you would like to be there, and that already sounds dusty. The date is somewhere in this write crepes hidden. There is a walk-in time and a start time and an end time for drinks. For you to sign up, send an email to sign up @ the name of our organization with your salutation, name, organization, dietary requirements, eye color of your dog and much more irrelevant information" Terrible invitations are still being sent every day. So pay attention: What’s in it for them> give sufficient motivation to your target group to come The Library has a purpose with the meeting. Maybe that is the reason why people come. But big chance of not. Therefore, think carefully: "What’s in it for them": which need of your target group satisfy you? Active language Active language instead of passive Imperative Short No unnecessary duties Specific Be as specific as possible about what will happen. People are more likely to come if they know exactly when something is going to happen. So state the program and add it what is expected from the public. Timing Make sure the invitations are sent out on time: send a save the date as soon as possible, and a reminder if speakers and program are known. Multimedia And a physical card and Facebook and Twitter and call after. Personal contact takes more time, but is the most effective. Large / striking registration button → call to action Everything in the mail must lead to: registration Manual DEBATE ORGANIZE IN THE LIBRARY Rogier Elshout / ProBiblio, June 201819 Manual DEBATE ORGANIZE IN THE LIBRARY Rogier Elshout / ProBiblio, June 201820 8.3 Ask or not to register Ideally, you give the possibility to the public to register very easily, but imagine it is not mandatory. 8.4 Braking Don't forget to send people a reminder. Feel free to send 2x a reminder to people who are not yet are logged in. But also send people who are registered a week before the event also one mail with practical info and a bait. Certainly with free events the no-show is huge (> 30%) (there rarely people who have not signed up). This way you ensure that people don't forget it. Post the days before the event on Facebook. Because people forget quickly. What Save the date When 12 - 4 wks in advance Invitation Reminder Last minute 6-4 wks For whom People with busy Public, press, target groups, calendars that this network important to the public, Press, press, target audiences, target groups, network network With some Copy of People with special interest in the debate or it subject you already want asked their agenda let it block. Even if you still have no speakers, program or precise interpretation: Send a announcement. Last info Make sure you have a whole one concrete invitation send: when people see this they must know exactly how the event goes out see. 1. 2. 3. 4. 5. 6. People who himself to have gave up what when true speakers topics / questions Eg: you do one debate about living. Send an early one save the date to housing associations, policy officers live, the housing association and councilors of the committee living. Medium E-mail E-mail Facebook event Letter Social media Posters / flyers Exhibition Manual DEBATE ORGANIZE IN THE LIBRARY Rogier Elshout / ProBiblio, June 2018 E-mail Facebook (event) Social media E-mail E-mail Facebook Facebook (event) (event) Social media21 Learn from festivals The competition at pop festivals is fierce and visitors postpone buying tickets for a long time. That is why they announce their "line-up" in steps. They regularly have "news" and therefore one excuse to post something in their Facebook event. They post in the last 2 weeks before the festival daily news, photos of the preparation, the weather forecast or just "we feel like it, you too?'. And of course regularly "almost sold out, be quick". At concerts there are sometimes several messages on the last day. Because they know: people often decide last minute, and many people want to buy a ticket, but have forgotten it 2 minutes later. 8.5 Use mailing lists and registration software 8.5.1 Mailing lists Do not send the mail from Outlook, but use a mailing program such as Mailchimp. This way you can easily create emails with beautiful layout that adapt to mobile phones You can see exactly how many people have received, opened and clicked through the email. People can deregister (and / or register), and you can mark registered people. So make sure that people who are already registered do not receive a reminder, but an email with "Nice that you will be there next week" 8.5.2 Automate the registration Make it easy for guests and yourself by automating the registrations. If the process is too difficult, people drop out. If people have to send emails: way too complicated. By automating it you will not waste any time keeping up the guest list and you can send follow-up emails easily. It looks professional. Manual DEBATE ORGANIZE IN THE LIBRARY Rogier Elshout / ProBiblio, June 201822 8.6 Address networks Every debate event is a possibility to increase your network and / or relationships. Try these contacts good to keep. Also dare to tap the network behind your network: ask the question (also to the debate guests) to take their supporters with them, to reinforce the plea. When debates arise from forms of cooperation with other organizations, it is easier to enlarge the network and that will therefore also help to increase the turnout for your debate. And note: each Library staff, and certainly externally oriented colleagues, have a network and can do this in favor of the debate. Just ask them about it! 8.7 Live advertising in the Library Use the floor and the visitors and all channels of the Library. You can posters hang up, put down flyers, place signs where the public can give their opinion. Sit down your own staff to point out visitors to the event and use your own channels (social media, newsletters, etc.). Manual DEBATE ORGANIZE IN THE LIBRARY Rogier Elshout / ProBiblio, June 201823 9 PRESS The press is, depending on the type of debate and the objectives to be achieved, a necessity, if only for the central debate guests. Invite broadly, as long as you like message and (debate) activity. Also tell the debate leader that he / she can attempt to "be in the newspaper tomorrow". It won't always happen, but if you do not give this guidance, it will never happen. This news Of course you can also make it yourself via your own library channels and / or a press release directly after it debate (on the same day). Journalists often sit anonymously among the public. It is up to you to contact and positively influence the story. That's allowed! Also tell the debate leader that there is press in the room. Also leave the journalist free to talk separately with the central guests; you can stimulate that contact - as a debating organization you are there for the professionals, also allow journalists to do their work. Manual DEBATE ORGANIZE IN THE LIBRARY Rogier Elshout / ProBiblio, June 201824 10 PRODUCTION 10.1 Organize yourself Do the things you are good at and hire them whenever possible. Invest in those things and materials for which the costs recur. Don't save on sound: a debate without good ones sound technology is disastrous for your activity! We are so confident in that: if the sound is not good and "it sound cannot cope with the audience ’, you might as well not be able to organize the debate. Don't leave one either tell the debate leader and / or debate guest to continue the debate without amplification: that's it beginning to skimp on the quality of the debate. Don't let it happen, there is no discussion about possible. If it is possible due to a low turnout in a small context, then you could consider it. But because you make a noise, passers-by are tempted to listen and participate. Lighting technology is optional: it is a nice addition and improvement, but - perhaps also considering the extra costs - not the most necessary. 10.2 Roadmap Make a simple scenario for the event and a project plan for the whole inclusive preparation and aftercare. Make sure that all information is together (who does what, and what must happen). But keep it short. And keep track of the progress (plan that as well). 10.3 Invite and brief speakers Let the speakers know two weeks in advance what they are expected to do. How much time do they have, are they being interviewed, what are the propositions and are they categorized for or against. The question is not what the speaker wants, the question is what you want. Be directive: they are there for your audience entertain. "Speakers are clowns." In this column, Rogier Elshout does quite a lot, but his message is clear: speakers are up for it to please your audience, not the other way around. @Rogier where is the link to the column 10.4 Technology Think in time about which technology you all need. Do you have that at home or do you have to hire technology? If you work with a regular supplier, you know what you have and you can get special rates arrange. Then you probably spend less time on it. Manual DEBATE ORGANIZE IN THE LIBRARY Rogier Elshout / ProBiblio, June 201825 11 PRACTICAL AFFAIRS 11.1 Room layout: interactive and accessible A debate in a theater setting works less well. Ideally, always arrange a setup where Speakers stand between the audience The audience can look at each other That way you have a setting in which most interaction is achieved. Other tips: Preferably leave the speakers. If they are seated, NEVER sit behind a table! That looks passive (speakers go lean back) and there is a physical barrier with the audience. In addition, it is no longer this time and it does not fit in with the accessible contemporary Library of today. Never place speakers on a stool. That can be uncomfortable for older people and women with a dress / skirt and actually nobody looks good on a stool. Do not use high standing tables for this speakers. They disappear behind that, certainly smaller speakers. Give them rather a low table. Set up 35% fewer seats than notifications, and keep a pile behind the hand. There is always no show. And prefer that you have extra seats shortly before time must put down, then empty seats. Move fit extra seats like the front ones rows are completely full. Direct people forward. It is important that especially the front seats occupied, including in connection with photographs and video. Be steering, people naturally sit in the back. For that reason It is therefore also important that you put down too few seats in the beginning, or the rear rows with depositing a ribbon. Put up standing tables behind the chairs, so you attract passers-by. 11.2 Sound Ensure good sound If it is difficult to understand, people drop out and that affects the entire meeting. Go for quality. Manual DEBATE ORGANIZE IN THE LIBRARY Rogier Elshout / ProBiblio, June 201826 Provide pin or headset microphones. This way your speakers are hands-free. Or at least give them one wireless microphone. By a microphone on a wire, and certainly by a fixed one microphone, people become static. Purchase a catchbox (pitch microphone) 11.3 Light Make sure the lighting in the room is good and the speakers / debaters are clearly visible. With a little bit of theater lighting, it immediately looks much more professional. 11.4 Screen Ask yourself if you really need a screen? If so: • Avoid a projector on a table. Hang it on the ceiling or shine from behind. • Prevent speakers from standing in front of the projector. Place the screens on the side or light up from behind. Voor de presentatoren is het prettig als de powerpoint voor hen goed zichtbaar is. Dus zorg ervoor dat ze voor zich op de vloer een monitor hebben, zodat ze niet de hele tijd met hun rug naar het publiek staan. 11.5 Mooi decor Heb je vaste items (zeepkist, tafel)? Liever geen rolbanners. Die zien er goedkoop uit. Hoe zie je dat je in de Bibliotheek bent? In plaats van een banner met het woord Bibliotheek er op, kun je ook zorgen dat je op elke foto een boekenkast ziet omdat je midden in de bibliotheek staat. Handleiding DEBATTEN ORGANISEREN IN DE BIBLIOTHEEK Rogier Elshout/ ProBiblio, Juni 201827 11.6 Interactiesysteem Door middel van een digitaal interactiesysteem kunnen mensen via hun smartphone stemmen, vragen beantwoorden (multiple choice of open), vragen stellen en nog veel meer. Voordelen: • Het ziet er modern uit. • Het is laagdrempelig; ook verlegen mensen worden zo gehoord. • Het is eerlijk: je hoort de mening van iedereen en niet alleen van de hardste schreeuwers. • Het bespaart tijd: in korte tijd kun je de mening van de hele zaal horen of veel reacties krijgen. • Hoger leerrendement: als mensen ergens over hebben moeten nadenken, onthouden ze meer. • Leukere vragen: in plaats van iemand het woord geven en maar hopen dat die een vraag stelt die iedereen boeit, kun je uit alle inzendingen de leukste reacties of vragen halen. Bij sommige systemen kan het publiek zelfs elkaars vragen omhoog en omlaag stemmen. Benodigd: Supersnel internet met veel toegangspunten. • Er moet voldoende internettoegang zijn voor iedereen. In veel zalen is de 3G/4G toegang niet voldoende en de meeste tablets werken alleen op wifi. Dat betekent dus: uw wifi router moet minstens net zoveel IP-adressen tegelijkertijd kunnen uitgeven als er mensen in de zaal zitten. En het liefst kort voor het evenement fris worden opgestart. Zijn deze termen abracadabra? Vraag het dan aan ICT. Haperend internet = haperend evenement. • Het liefst heeft u een netwerk zonder wachtwoord. In elk geval geen extra goed beveiligd netwerk met individuele wachtwoorden, certificaten ed. De gemiddelde digibeet is dan bij de borrel nog bezig met verbinding maken. • Er moet een bedrade aansluiting zijn voor de laptop (een internetkabel). Aansluiting op het scherm • Er moet geschakeld worden tussen de powerpoint/ achtergrond/ film en het uitslagenscherm. Dat kan met Alt-tab, maar is veel mooier met een VGA switch. Wederom abracadabra? Dan navragen bij een technicus. Zichtbare plek • De operator heeft een tafel nodig met stopcontacten, internet en wat ruimte. Hij/zij kan het beste werken als diegene met de technicus kan praten én het podium kan zien. Is de operator ook sidekick? Dan dient hij/zij ook zichtbaar te zijn vanuit de zaal. Handleiding DEBATTEN ORGANISEREN IN DE BIBLIOTHEEK Rogier Elshout/ ProBiblio, Juni 201828 12 GELUKKIG HEBBEN WE DE FOTO’S NOG Een event organiseren is veel werk en kost veel geld/menskracht. Met een kleine extra investering in audiovisueel materiaal, kun je het bereik enorm vergroten. 12.1 Foto’s en/of film Regel een fotograaf en/of een filmmaker om het event vast te leggen. Denk goed na over wat je vervolgens met het materiaal wilt doen: is het voor intern gebruik, is het materiaal voor folders en verslagen of wordt het gebruikt voor het grote publiek? Denk vooraf goed na wat je op de foto of in je video’s wil. Zie deze tips: http://blog.sprekershuys.nl/handige-tips-van-rogier-elshout/ Neem bijvoorbeeld dit filmpje: https://www.youtube.com/watch?v=jTtRPwsTE0A. Een heel mooi verslag over het debat, niet van het debat. Dit is geschikt om aan sponsors/directeuren te laten zien dat het geld goed besteed is. Maar het geeft geen beeld van wat er in de Bibliotheek heeft plaatsgevonden, daardoor is het minder geschikt voor inwoners/geïnteresseerden. 12.2 Live op de lokale omroep De lokale omroep heeft vaak de techniek om het event op te nemen en uit te zenden… en is vaak op zoek naar content. Maak een deal met hen! En stuur na afloop een verslag met een mooie foto naar de lokale krant: die zitten vaak ook om content verlegen. Handleiding DEBATTEN ORGANISEREN IN DE BIBLIOTHEEK Rogier Elshout/ ProBiblio, Juni 201829 13 UITVOERING De grote dag is aangebroken. Hoe zorg je nu dat het goed gaat zonder in de stress te schieten? 13.1 Sta op tijd klaar Zorg dat alles op tijd klaar staat. Zeg tegen de locatie dat de opstelling en techniek op een bepaalde tijd klaar moeten staan (ruim voor de aanvangstijd). Anders gaan technici uit van de aanvangstijd van het evenement en ben je te laat omdat de techniek niet op tijd klaar staat. 13.2 Repeteren en testen Loop het hele programma door. Klopt de powerpoint presentatie, kloppen de aankondigingen, weet iedereen wat hij/zij moet doen? 13.3 Broodje vooraf Regel vooraf een broodje voor de spreker en debatleider, zo kunnen ze vast even acclimatiseren. En zo voorkom je dat de sprekers de hele tijd hun mond vol borrelnootjes hebben. 13.4 Muziek vooraf Muziek terwijl mensen binnenlopen. Geen liftmuziek. En niet te zacht. Het wordt een leuke middag/avond! 13.5 Geen welkomstwoord door de directeur De directeur wil graag iedereen welkom heten om uit te leggen dat de Bibliotheek debat belangrijk vindt. Daar zit niemand op te wachten. Met je debat laat je zien dat de Bibliotheek het belangrijk vindt, dat is meer waard dan 1.000 woorden. Show, don’t tell. 13.6 Geen cadeaus tijdens het debat Het is niet leuk om te moeten kijken hoe sprekers een cadeau krijgen. Wacht met het geven van je presentje tot de borrel. Dan heb je ook echt even de tijd om iemand echt te bedanken. Handleiding DEBATTEN ORGANISEREN IN DE BIBLIOTHEEK Rogier Elshout/ ProBiblio, Juni 201830 14 COMMUNICATIE TIJDENS HET EVENT 14.1 Livestream Leuk, maar er kijkt bijna niemand naar. 14.2 Twitter, Facebook, Instagram Post wat over je event. Zorg wel dat deze posts interessant en relevant zijn en leiden tot interactie. Dit werkt minder goed Dit werkt goed Vlak voor het begin We gaan zo beginnen, spreker Y is er klaar voor We gaan zo beginnen. Wat wil jij vragen aan spreker Y? Tijdens Het is een interessant debat met meningen Partij A; “burgers boeien mij niet”. Wat vindt jij daarvan? Na Zo, dat was leuk Kijk hier de foto’s terug en tag jezelf. Handleiding DEBATTEN ORGANISEREN IN DE BIBLIOTHEEK Rogier Elshout/ ProBiblio, Juni 201831 15 NAZORG EN EVALUATIE Afhankelijk van je ambities kun je als Bibliotheek ná het debat de relaties dan wel de inhoud een vervolg geven. Een bedankje achteraf aan de centrale gasten, ook al hebben ze al een attentie van je ontvangen, wordt altijd erg gewaardeerd. En het kan helpen om ze de volgende keer weer te vragen. Mocht je de mailadressen van de bezoekers hebben geregistreerd is een bedankje en een extra contactmoment (eventueel een oproep voor feedback op de avond/middag) attent. Zorg er wel voor dat het voldoet aan de nieuwe AVG regels. Inhoudelijk kun je de opbrengst van het debat ook verder uitnutten. Dat kan middels persberichten richting de traditionele media, maar natuurlijk ook via je eigen kanalen zoals nieuwsbrieven en social media. Je kunt de inhoud en uitkomsten van het debat aan de verantwoordelijke politici doorgeven, zodat er daadwerkelijk ook iets met de uitkomsten worden gedaan. Een evaluatie van het debat kan voor verschillende doeleinden gedaan worden en op verschillende manieren uitgevoerd. In principe is evalueren altijd een goed idee, maar het kost natuurlijk tijd. Handleiding DEBATTEN ORGANISEREN IN DE BIBLIOTHEEK Rogier Elshout/ ProBiblio, Juni 2018