How to organise a well-run hybrid event – it’s all about preparation.
A detailed running order can help to organise activities, letting everyone involved understand their role in setting up and delivering an event.
It is also useful as a contingency plan – if someone is unable to attend (due to sickness etc.), you can give your replacement the running order and they can quickly get up to speed to replace the role that has been lost. We also generally allocate a deputy for the role of chair and any critical presentations. The event outlined here is based on our CREDS in celebration event, held in May 2023.
Begin your running order with the event title, date, time, and venue:
- CREDS in Celebration
- Tuesday 23 May 2023, 14.00 to 18.00 BST
- De Vere Grand Connaught Rooms (include the location and link to the venue contact webpage)
- + hybrid via Zoom (include a link to the event)
Add notes to speakers:
- All speakers: Please provide your slides to Kate Kwok by 12pm on Monday, 22 May and we will load your slides onto the laptop. If you can’t send them by this time, you will need to bring them on a stick and load them onto the laptop in the event room at 2pm on Tuesday (we will be travelling on Tuesday morning so will not be able to deal with slides that day).
Who is doing what?
List the tasks for the day and assign them to specific people:
- Chair – Joanne Wade (Jon Saltmarsh – deputy)
- Online host – De Vere / Sebastian from AV dept
- Online audience managers – Kate Kwok (as panel), Clare Downing (as audience)
- Tweeting: Hannah Harris
- Presenters – Please put your contact details on the last slide of your presentation, this gives people a way of getting in touch with you if they want more information
- We will be recording the event and sending the slides (a public version with anything sensitive removed, including non-copyright photos) to all those that registered
- Blogs to be written about the event– Jon Saltmarsh, Janine Morley, Sarah Plater
- Photographs – taking casual photos – Sarah Plater
- Signage – Kate to send title and logo pdf to named person venue
- Questions during the event: via slido. Participants can join at com using #11223344 on 23 or 24 May, or anytime afterwards (include link to slido webpage)
- CREDS will produce a written Q&A after the event.
- Notetakers – CD will ask each speaker for a one paragraph summary of their talk – Sarah P to turn into a blog. Note, the event will recorded
- Platform – Zoom webinar You will be asked for your name and email address during sign up. Confirmation will be sent via email, please click the link in the email – allow 5 to 10 mins to allow this to happen before gaining access to the event
- Online participant’s link: Kate will send the Zoom link to all those that have registered Include the attendee link:
- Recording will automatically begin when webinar is live at 15:00.
|Room opens for set up
|CREDS banners prepared
|Cardboard banners set up
|Registration desk (name badges & material & bookmarks)
|Kate, Clare, Anuja, Hannah
|Printing – agendas & QR code for feedback form & attendee list (4)
|IT – set up system, set up Zoom link and put presentations on computer
Event is hosted on CREDS Zoom link – log in system computer
Presenters are using laptop logged in via De Vere AV
|Kate to send ppts to De Vere via file sharing system on Monday or transfer from memory stick on the day
|Speakers load presentations
|Kate check with De Vere ppts that arrived on Monday
Speakers load their own if not already provided to Kate
|Be ready to greet attendees, hand out badges, cross off attendees on individual lists (one each)
|Clare, Anuja, Kay, Hannah
|Speaker briefing main room
presentations on computer, mics, clicker, time, set up, standing still, share PowerPoint window via Zoom, etc.
Speakers timing – Chair ensure speakers stick to times by holding up ‘3 minutes left’, 1 minute and sign from back of room and red ‘time up’ sign if run over more than 1 minute.
|Kate will bring a USB stick
Sebastian (De Vere) list of instructions for speakers
(Kate – print out 3, 1 and time up signs Friday)
|Open online Zoom webinar
|Joanne will open the main meeting with the ‘Welcome slide’ visible in Nicks ppt. Chair (Joanne) to be available to say ‘Welcome to this hybrid meeting on CREDS in Celebration – we will start in a few minutes.’
|Manage the online audience
Give instructions to use slido for questions
|Cameras – ensure cameras showing relevant view for online audience
Switch between cameras
Zoom in and out as required
|De Vere AV/ Sebastian
Ensure speakers use mics
Ensure audience use mics for questions
|De Vere AV Sebastian /Joanne
|Welcome and introduction to the event
|Joanne (see notes below)
Introduces each speaker (text below) and keeps speakers to time holding up 3 minutes left, 1 minute sign and red time’s up.
Reminder to audience: Please tweet during the meeting: @CREDS_UK
|CREDS Key Research Findings
|Nick Eyre, University of Oxford
|The Place Based Carbon Calculator: what it is and why we created it
|Malcolm Morgan, University of Leeds
|CREDS data use Place Based Carbon Calculator
|Matthew Stevens (via video)
|How we used the Place Based Carbon Calculator –
|Valentine Quinio, Centre for Cities
|The leaders of tomorrow –
|Sarah Higginson, University of Oxford
|Reflections from a CREDS Early Career Researcher – (no slides)
|Faye Wade, University of Edinburgh
|Building on our strengths: Working with industry on retrofit research –
|Tina Fawcett, University of Oxford
|Retrofit and small builders – the journey to delivery
|Brian Berry, Federation of Master Builders (FMB)
|Creating a vision for a low energy future
|John Barrett, University of Leeds
|Our joint project with the CREDS team to create the Go-Science scenarios
|Jack Snape, Go-Science live via Zoom
The Energy Demand Research Centre (no slide)
|The Energy Demand Observatory and Laboratory: data driven research to support decarbonisation of our homes
|Future of transport
Joanne to close the day (see notes at end)
Closing slide on ‘Closing remarks’ is in Nicks ppt
Share slides and recording with all those who registered
There will be blogs linked to the event that will be published on the CREDS website
Feedback form QR code
|Drinks, canapes and networking
|Close of afternoon event
|Sycamore restaurant: Consortium, AB and speakers
On the day
Include the agreed text for the Chair – it helps to keep everyone on track.
Show a holding slide for the online audience while people are waiting and logging in:
- CREDS in celebration
- 14:00 BST
- Please use @CREDS_UK if you are tweeting during the meeting
- Slido details for questions.
Welcome from the meeting Chair
We welcome you to this hybrid event, hosted by CREDS in London and online via Zoom.
I’m Joanne Wade.
I also chair of CREDS’ Advisory Board that is made up of representatives from academia, policy, business, NGOs and regulatory bodies relevant to energy demand and they provided independent guidance to the Centre Executive and Director, including through oversight of the Flexible Funds of the Centre. The Research Council that support CREDS (EPSRC & ESRC) are observers.
This event will showcase research findings on energy demand reduction, flexibility and the use of decarbonised energy from CREDS (the Centre for Research into Energy Demand Solutions). Alongside four impact success stories sharing how CREDS worked with policymakers, businesses and researchers to change the conversation about energy use which is essential for the transition to a zero-carbon society.
CREDS is the Centre for Research into Energy Demand Solutions and is a research programme funded by UK Research and Innovation. It aims to understand the role of energy demand change in accelerating the transition to a zero-carbon energy system, including the technical, social and governance challenges of demand reduction, flexible demand and use of decarbonised energy. (See Nicks slides pack slide 2)
All the work shared today has resulted from the extensive stakeholder engagement, knowledge exchange and impact ambition. Impact was identified as a priority in the proposal and explicitly stated as one of CREDS’ 3 main aims. By having both a strategic framing and allocating resources has enabled impact to be embedded within CREDS from the start. Resources have included both the expertise of the core team alongside direct funding and we will hear about a few of the many projects that have provided valuable evidence for stakeholders working in this field.
CREDS also decided to summarise all the work across its nine themes to create one synthesised summary for the entire programmes’ work. This has rarely been done in research programmes before. The ‘synthesis project’ started with a bottom-up collation of findings per strand of work, summarised into findings per theme, then synthesised into findings for the whole of CREDS sub-divided into topics that were common across multiple themes with references back to the academic papers. Nine theme summaries are also available.
This meeting will be recorded and made available on request.
Housekeeping for in-person attendees:
- Fire alarm
- Toilets location,
- Refreshment location,
- Quiet and prayer room.
- Ask audience to add questions to the Slido LINK
- Questions will be collated at the end of the event and we will produce written answers that will be sent with the slides to everyone that registered for the event.
Introduction to speakers (Chair)
Nick Eyre, is Professor of Energy and Climate Policy, from the University of Oxford. He is the Director of CREDS which is UK Research and Innovation’s major centre for research on energy use. His work on energy efficiency spans many decades and he’s currently a member of the Science Expert Group of the Department of Energy Security and Net Zero, and of the Scottish Climate Change Plan Advisory Group. His talk today will Introduce CREDS and provide a summary of the Key Findings of the research.
Malcolm Morgan, from the University Leeds, whose main research area is the decarbonisation of transport and housing. His talk today is on how household carbon footprints vary between places and what that means for how different areas can meet decarbonisation targets.
Matthew Stevens is a senior transport planner at the engineering consultancy Pell Frischmann. His talk today is about how they used the Place-Based Carbon Calculator to support Birmingham City Council and will be by video.
Valentine Quinio is a Senior Analyst at the Centre for Cities, the UK’s leading thinktank on urban economics and urban policy. In her four years at Centre for Cities, Valentine has led research looking at the role cities play in the Net-Zero agenda, and how that relates to other policy areas including transport and planning. Today she’ll talk about her experience using (and working with) the Place-Based Carbon Calculator.
Sarah Higginson is the Knowledge Exchange Manager for Research within CREDS, based at the University of Oxford. She has played a leading role in CREDS’ EDI work, has supported the CREDS ECRs and co-led all of the funding calls. Her talk today is on the CREDS Flexible Fund ECR call, one of the cornerstones of our work with ECRs and on EDI.
Faye Wade, is a Chancellor’s Fellow from the University of Edinburgh, whose main research area is in studying the supply chains and networks involved in shaping energy in the built environment. Faye’s talk today is reflecting on being a CREDS Early Career Researcher.
Tina Fawcett is an Associate Professor at the university of Oxford. Her main research areas are energy demand and energy policy, and she is a Co-Director within CREDS and leads the policy and governance theme. Her talk today is about the CREDS research report ‘Building on our strengths’ and the value of working with industry partners, in this case the Federation of Master Builders.
Brian Berry is the Chief Executive of the Federation of Master Builders (FMB), the largest trade association for SME building companies in the building industry. He is also a member of the Construction Leadership Council (CLC) Task Force. Today he will talk about why FMB worked with CREDS and the outcomes since the report was published.
John Barrett, is Chair in Energy and Climate Policy at the Sustainability Research Institute, University of Leeds with research interests in energy demand and scenario modelling, sustainable consumption and production, and industrial energy and resource efficiency strategies. He was awarded an OBE in 2022 in recognition of the contribution his research has made to shape UK policy in the areas of climate change and resource efficiency. John is a Co-Director and leads the Material and Products theme within CREDS. Johns talk today is on how to halve energy demand while maintaining a high quality of life for all.
Jack Snape, is from the Government Office for Science, where he leads the Foresight Projects Team – helping government to think longer term about complex issues facing the UK in the future, and how to prepare for them now. His talk today is on the Net Zero Society Foresight Project, which CREDS researchers played a key role in delivering, and how GO-Science are using the outputs to help net zero policymakers.
Cliff Elwell is Professor of Building Physics at University College London Energy Institute. His research focuses on understanding and improving the real performance of buildings, heating systems and ventilation. Cliff’s talk will introduce the Energy Demand Observatory and Laboratory, EDOL, a major five year project that aims to transform residential energy use with data driven solutions, policies and innovation.
Closing remarks (Chair) –
- We’ll be sharing the recording and slides from the meeting to all those that registered for the event both in-person and online.
- Please complete a feedback form to let us know what you thought about the event – QR code for fill out the form available
- I’d like to thank the speakers and also those who helped to organise this workshop today.
- Finally, I’d like to thank all of you for attending and contributing to the questions.
- For those that attended online, if you have any queries please contact the individual speakers or via email@example.com
- For those here in-person, please join us for drinks and further discussions. Thank you and goodbye.
Banner photo credit: Adobe Stock