Resource:How to plan and host an innovation convention at your university

Introduction

An innovation convention is an event hosted by a UIF cohort that showcases innovation on campus and provides students an opportunity to learn more about innovation techniques through activities. The size of this event can range dramatically depending on your school size and culture. Activities during the event could range from design thinking exercises, or talks with passionate professors.

Needs, Goals and Activities

It is very important that you consider your stakeholder (target audience) when planning this event. Be sure to define who you would like to come, and start interviewing people in that category. Gain empathy with them, and learn what they would like to get out of it. Be sure that their goals align with your mission as well.

When you have determined who your audience is, you can use a tool like Strategyzer to plan your event. Strategyzer offers an awesome chart called the Value Proposition Canvas. This is a tool that helps you plan by thinking about your stakeholders and what you can offer them.

Audience

Remember that you can’t make everyone happy so chose your audience! The primary audience for an innovation convention are any students interested in innovation. When Fellows at Rowan planned their innovation convention, they focused on promoting the event to business and engineering classes. It’s a good idea to promote the event by giving short speeches in classes where innovation is inherent in the program, but keep the event open to everyone. Remember, even if work for the event is dragging you down, talk up the event to the nth degree.

Activity and Content

Consider your goal, and work to brainstorm a few type of activities that would help you achieve this. Use your resources that you learned through UIF, and do not be afraid to ask other people for help. There are certainly plenty of faculty and community members that would love to host a session or talk at your event, but YOU have to approach them first about it.

Cost

Everything comes down to money, but it does not have to be the biggest limiting factor for your event. Start looking for sponsors and considering fundraising early. Ask a professor if they have contacts who would be interested in donating to such an event.

Also, don’t be afraid to charge money for your event. Charge a fee to hold a seat. This brings in revenue and increases the likelihood that your guests will come since they already paid. It will also ensure that your guests make the most out of their time at your event… because they are paying for it!

Space

When looking for a space to host your event, think of Goldilocks. You want a space that’s just the right size. If a space is too big it can make your event feel empty and unwelcoming. If a space is too small, then your event will be too crowded making your guests uncomfortable. Creating an event RSVP can help you determine the size of the venue you will need.

It’s also important you provide a space that promotes the feeling of the event. To bring out one’s creative side, try creating a comfortable space by providing couches and seating that promotes collaboration.

Branding and Promotion

It’s really important that you come up with ONE name for your event. If one person from your group is calling the convention the “UIF convention” and another person from the group is calling the event the “Innovation Convention,” students will think that they are two different events and will get confused.

Be creative! What intrigues most students at your school? What will get them to come to your event. If it means having comfort food, market that to them! Really consider the student, be empathetic, and use design thinking to make sure you are fitting their needs.

Use social media! Social media can be a powerful tool for promoting your event. Share your event on Facebook, Instagram, Twitter, etc. Leading up to the event make sure to post about different activities you will be offering to get everyone excited! Don’t forget to include the time, date, and place. While the event is occurring assign a team member, or hire someone else, to take pictures and videos of the event. Live post to gain more traction. Make sure to thank everyone who helped the event take place, and thank your guests afterwards in an appreciation post.

Make sure your branding and promotion items are consistent! You and your team should decide what kind of message you want to promote internally and externally to your campus. The two messages should match.

Event logistics

This is the planning that needs to be completed before the event, which prepares you for activities during the event.

Responsibility Matrix

While planning the event, create a responsibility matrix to split the workload and set deadlines. This will make your team more efficient. Use color coding to easily see which tasks need the most attention. An example is shown below.

Evaluation

For any event that you plan, you and your team should come up with an MVP, or a minimum value proposition. This is a least amount of success that you still consider a success. For example, an MVP can be: one person walks away feeling empowered. Use your MVP to evaluate your success. Did you meet your goal?
Lessons learned and tips for others

1. Create a comfortable atmosphere and be attentive to your guests. It is your job to make sure they have a good time!
2. Expect and be ready for things to go wrong.
3. Have comfort food and market it! College kids LOVE free food.
4. Thank your guest speakers! They are taking the time out of their days to help you put on an awesome convention. Show your appreciation in anyway possible!
5. Have Fun! Be extra prepared so you can enjoy the event you are hosting.

This page was created by students Jacquelyn Demshick and John Kershner, two Fall 2017 UIF Candidates. Special thanks to UIF 2016 graduate Brandon Graham, and the Rowan University UIF Team: Antonia, Kayla, Melody, Cory, and Mike!