Phase 2 - Events & Activities Co-ordination

The purpose of a Green Travel Programme is to educate and engage with students and staff - with the ultimate aim of affecting a change in travel behaviour towards the use of more sustainable modes of transport.  This can take multiple forms - from an Exhibition Day to a led walk/cycle to simply a marketing campaign.

STEP 1: Activities Workshop

The first step in determining what events would be held is an Activities Workshop. This includes discussing:

• What types of activities should be held - an exhibition day, charity events, etc?
• Who should be engaged - other environmental groups, international students, students and staff? 
• What should each of the activities entail  - a range of exhibitors, a student demonstration, etc?
• What information should be presented on a going basis versus what could be held at an annual event?
• Is there another event that the programme should partner with (such as Fair Trade month or Environmental events)?
• Are there any national sustainable travel events that the programme could run alongside (such as Bike Week or Car Free day)?

This discussion also be done at the inception meeting and adopted into the Delivery Strategy.

Event Options:

One of the best ways to engage is to provide an Exhibition Day. An exhibition day will provide information in an interactive format to allow students and staff to learn more, ask questions and agree on actions.  The contents and format of an Exhibition Day are discussed in further detail in Section 3.

Alternatively, the programme could consist of a series of ongoing Activities & Events.  This would promote continuous involvement; however it may be harder to maintain a captured audience over a longer period of time.  Examples of activities and events are provided in Section 4.

STEP 2:  Event Scoping & Management

Once the type of activities have been identified, the Event requirements should be scoped.  This should address:

• When should the event occur - should they all occur over one week, part of Freshers fair?
• Where should it occur - where is an active location to capture the greatest footfall?
• Should the events be interrelated - should they be promoted jointly or build on one another?
• Who is taking the lead on each of the delivery aspect of the event - who should be the primary point of contact in organising?
• What are the timescales for delivery - what interim deadlines need to be achieved to delivery on time?
• What are the resource requirements - who's and how much time is required?
• Are all the contact details/relevant parties identified and available?
• Who is going to lead and help out  on the event day itself?
• During this Step, progress meetings are recommended to update the Steering Group on the progress, identify/manage/mitigate any risks and discuss any outstanding questions or concerns.