Outreach Education (OE) is a part of Extended Education; one of the three functions (Resident Instruction, Research, Extended Education) of the College of Forestry. This guide written by Joseph J. Holmberg, James E. Reeb, and John D. Walstad is designed to facilitate the development and implementation of OE events such as workshops, conferences and symposia. Several guiding principles are listed followed by a description of key steps in planning and conducting an OE program. The Appendices contain policies, procedures, forms and examples of program notices, brochures and agendas.

Guiding Principles

These guiding principles should be kept in mind during development and implementation of Outreach Education events. The larger the event, the more critical the guiding principles become in ensuring its success.

1. Plan well ahead. A year or two of lead time is needed to plan workshops, conferences and symposia of regional interest. Three or four years of planning may be needed for national and international gatherings. Smaller events may not require as much lead time but at least six months is required to ensure venue availability and to market the event.

2. Involve the Forestry Outreach Education Office early. The Forestry Outreach Education Office understands the mechanics of organizing, marketing and conducting OE events. Their talents and experience will be helpful from the formative period through the event and its evaluation.

3. Utilize a steering committee. This will enhance the relevance of the program, build in diversity, ensure support and assistance and foster broad participation. Keep a record of steering committee meetings and decisions. Consider having Forestry Outreach Education Office representation at steering committee meetings.

4. Widely publicize the event. Stake your claim early and periodically send reminders (fliers, notices, web page URL’s, journal advertisements, etc.) to maintain visibility. The OE event brochure should be mailed six weeks to four months before the event depending upon the nature of the event and its market area. If media interest is anticipated, designate individuals as media contacts.

5. Establish deadlines and monitor progress. Preparing for an OE event involves a series of steps, some of which must be undertaken in proper sequence. Inordinate delay at a particular point can have compounding effects on later processes.

6. Design the program for the audience. Field personnel might benefit from lectures interspersed with field trips or require more frequent breaks. Consider a variety of instructional methods such as interactive panels, displays, poster sessions, small group sessions, “hands-on” work sessions, etc.

7. Select good speakers and moderators. Make sure they are knowledgeable, articulate, reliable and enthusiastic about their topic. Require them to use good visuals, rehearse their presentations and finish within your allotted time. If you expect written material (abstracts, extended abstracts, papers, biographical sketches or PowerPoint presentations) you will need to allow speakers adequate time to prepare and submit the information. You may need to periodically remind your speakers and moderators to ensure timely submission.

8. Determine the type publications that will enhance the OE event. Publications may include a binder, folder, compact discs or bound booklet with abstracts, PowerPoint slide reproductions and other handout material; proceedings; journal articles; or book.

9. Start the event promptly, keep on schedule and finish on time. This is particularly critical for concurrent sessions. Set and maintain a timeliness tone early.

10. Allow time for audience participation and interaction. Resist the tendency to cram too many topics and presentations into the agenda. Provide ample time for questions and discussion, breaks and other opportunities for more informal exchange of information.

11. Be responsive. Unanticipated problems and issues will arise especially immediately prior to and during the event. Be ready to deal with this eventuality in a calm and professional manner. Thorough preparation and contingency planning will minimize glitches and awkward surprises.

Key Steps

1. Conceptual Stage: Event Leader
2. Event Planning: Steering Committee
3. Program Logistics: Event Leader
4. Event Logistics: Forestry Outreach Education Office
5. Event Brochure and Web Page: Forestry Outreach Education Office
6. Event Distributional Material: Forestry Outreach Education Office
7. Proceedings: Event Leader
8. Post-event Activities: Event Leader
9. Post-event Activities: Forestry Outreach Education Office

Appendices

1. College of Forestry Continuing Education Policy (pdf file)
2. Forestry Outreach Education Brochure (pdf file)
3. Outreach Education Event Proposal (pdf form)
4. Sample Timeline for Planning and Conducting a Major Conference (pdf file)
5. Outreach Education Budget (pdf file)
6. Conference Evaluation (pdf file)
7. Sample Agenda (pdf file)
8. Tips for Speakers/Moderators (pdf file)
9. Tips for Poster Presenters (pdf file)
10. Tips for Abstracts/ Biographical Sketches (pdf file)
11. Examples of Program Notices (pdf file)
12. Examples of Brochures and Web Pages
13. Examples of Booklets (pdf file size 11MB))