Advice for Workshop Directors
Planning
Workshop Directors' Responsibilities:
- Schedule and Assign: Organise the weekly
schedule, assign papers, and designate discussants for each session. - Establish Contact: Reach out to all the Workshop participants before the event to introduce yourself and discuss Workshop details.
- Share Information: Provide your participants with schedules and any Workshop-specific guidelines.
- Follow-Up: Ensure all participants upload their full papers ahead of the event.
- Equal Time Allocation: Ensure that every participant has fair time for their presentation and discussion.
- Promote Networking: Encourage participants to connect and collaborate outside of Workshop hours.
Accessing Participant Details:
- You can retrieve participant contact details via My Events in your My ECPR account by selecting Full Details.
- Export participant details as an Excel spreadsheet using the Export Participant Details option.
ECPR provides guidance on workshop structure and optional social activities, while directors are responsible for coordination and implementation.
Scheduling
Workshop Duration: Each Workshop should run for the full duration of the Joint Sessions.
Breaks:
Incorporate the following breaks into your schedule:
- Morning Coffee: 10:30 – 11:00
- Afternoon Coffee: 15:00 – 15:30
- Lunch: 12:30 – 13:30 (adjustable as needed or you may choose to have lunch breaks at different times to avoid the peak hours at the catering outlets)
Punctuality
Workshop Duration: Each Workshop should run for the full duration of the Joint Sessions.
Breaks:
Incorporate the following breaks into your schedule:
- Morning coffee: 10:30 – 11:00
- Afternoon
coffee: 15:00 – 15:30 - Lunch:
12:30 – 13:30 (adjustable as needed or you may choose to have lunch breaks
at different times to avoid the peak hours at the catering outlets)
Please check specific schedule on the event's website page as times may vary.
Punctuality:
- Start and finish sessions on time.
- Use time warnings to guide presenters, indicating 5 minutes, 1 minute, and time up.
- Move discussions forward promptly when time is up.
- Five Papers per Day (1 hour per paper):
- 15 minutes: Presentation
- 15 minutes: Discussant-led questions*
- 30 minutes: Open discussion
*All Paper Presenters will serve as Discussants during the Workshop.
Important: Share the final schedule with your Workshop's participants and send the latest version to ECPR for their records.
Preparing Ahead of the event
- Log in to the ECPR Events App with your registered email and password.
- Navigate to the Papers tab under the Programme section.
- Click on individual papers and select Download Full Paper to access the PDF.
Follow-Up: If any participant has not uploaded their paper, contact them directly before the Workshop.
- ECPR will send participants a Know Before You Go guide.
- You may also email participants directly with additional Workshop-specific details.
On the Day of the Event
- Each room is equipped with a projector with HDMI/USBC connectivity.
- Bring your own laptop, charger, and EU adaptors, as laptops are not provided.
- Attendance: Record the Workshop's participants attendance daily for emergency purposes. Instructions will be available in the workshop room.
- Set the Tone: Start with an overview, clarify expectations, and address questions.
- Utilise Extra Time: Use any remaining time for casual conversations or additional networking.
- Foster connections by creating a Slack or WhatsApp group for your participants.
- Promote ongoing conversations on social media using the event’s hashtag.
- Encourage discussions among participants to deepen collaboration and learning.