Event planning and sending Iconnects

How to plan an Icon event • How to submit your event and request an Iconnect • Recording Consent Form for event speakers

Events are the lifeblood of Icon's Groups and Networks!

The provision of high quality, affordable and accessible training for conservators is a key strategic activity for Icon, and Icon Groups and Networks and Icon’s Professional Development Team regularly organise training events to support the professional development of Icon members and non-members alike. 

Here you can find some guidance on what you need to do to organise and deliver events for Icon members:


How to plan an Icon Event

Planning an event can be made easy if you visualise all that needs to be done as a series of stages.

Firstly, consider the purpose of your event. What are your objectives, and who is the target audience for this? Do you have any evidence to indicate how likely your target audience will be to engage with your event?

Secondly, consider your objectives in relation to Icon's Professional Standards. What Professional Standards are reinforced by the event? This will help to underscore how attending the event will benefit your target audience - and encourage them to book.

Icon's event brief template will help you plan the event outline and identify the actions required from here, but prior to this it's a good idea to review upcoming Icon events on the website. If there are similar events in the pipeline already, you'll be fighting to attract the same people - not ideal!

Also make sure your intended dates to not conflict with any other events that might already be up and running - and have attracted the same people you'll be inviting to attend your event at the same time.

How to submit your event and request an Iconnect

Follow the instructions below and submit your event at icon.org.uk/submit-your-event.html

 

How to access Icon's webinar platform

Icon's Groups and Networks benefit from access to a webinar platform which is free to use for all Group and Network events. To gain access, liaise with the Membership Officer. 

For advice on how to run effective heritage webinars, see this video prepared by Charity Digital.

Consent Form for event speakers

If you are planning to record the event, you need to have your presenters sign a consent form where they agree to be recorded. Icon's template can be found below.

Icon Consent form for Events.docx

 

Promoting Icon at your events

Don’t miss your chance to recruit more members to bolster your hand and keep interested people involved with us! 

Just drop in one of these handy slides at the beginning or end of your event Powerpoint presentation, and if possible close with a few words encouraging events attendees to join and get involved.

Icon Slide for Presentations.pptx

 

Postprints Guidelines

There is often substantial demand for postprints, particularly after larger conferences and symposium - and these can often provide a worthwhile legacy for such events that can help funders to recognise the value of support for the event, either for individual delegates or as an opportunity for sponsorship.

The postprints section of the Icon website was designed as a permanent home for Group postprints, which could be uploaded in a consistent look and style.

FAQs

I've submitted an event but it hasn’t been listed on the Icon website. When will it be added?

Once you have submitted your event it takes 2-4 business days for the event to be listed on the website. Please note that events are managed by a team of staff who work in Membership, Professional Development and Communication and therefore are juggling their own tasks while actioning events for Groups/Networks. Icon staff work part-time and during busy periods there may be a delay in listing events.

How does the event appear on the Icon website event calendar homepage?

The event will appear on the calendar as below. It is important to include a short and catchy summary/teaser which will entice members to click through to your event page:

How does the event page appear on the new Icon website?

The event page appears as below. Within the ‘main content’ field you can include speaker profiles, images and detailed information on the event. There is also a ‘sidebar content’ field which can contain further details not relating to the main content/event description.

How do I see the number of attendees?

For Zoom Webinars/Meetings, you can always see the total number of attendees when viewing the bottom of the Webinar/Meeting under the 'Manage Attendees' section where it says 'Approved' for those attending and 'Denied' for cancellations.

Will a reminder email be sent to attendees?

For Zoom Webinars a reminder email with the link to join can be sent 1 week, 1 day and 1 hour before events. To schedule this, go into the Webinar and click the 'Email Settings' tab. Within that section you will see a line saying "No reminder email to Attendees and Panelists" click edit next to this line and tick all or a selection of the reminders you would like to be sent to attendees.

Please email [email protected] if your Zoom session is a Meeting as we must schedule in a manual reminder for these.

Where do I find the Zoom recording of our event?

Prior to running your event, please email [email protected] to ensure the option to record your event is switched on.

Once your event has ended, you will find the recordings on the Zoom account here. All committees must download and edit their event before providing it to the Events Team for uploading to the YouTube account.

How do I add speakers to my Zoom Webinar?

For a Zoom webinar, locate the session on our account and under 'Invite panelists' click 'import from csv'. On an excel spreadsheet you will need to put the email address in one column and the full name in another column and then save the spreadsheet as a CSV file and upload to this prompt on Zoom. It will then send an invitiation to the Speaker.

For Zoom Meetings, these Speakers need to be added in as attendees via Eventfolio. Please email [email protected] with the full name and email address of your Speaker.

Note: we do not provide Speakers with our login details to the Icon Zoom account.