Guidance for policy events and engagements

Events and engagements

Meetings with stakeholders, networking with policymakers, planning events: there are a variety of ways to connect with your audience in person and online. When doing so, it’s helpful to keep in mind a few tips and tricks to make the most of limited time.

Types of engagements

• Individual briefings, meeting and video calls: You can ask to brief a minister on your research, or you may be invited to by their staff. This is a great way to connect with a key stakeholder and share your research.

• Parliamentary drop ins and events: These events take place in Westminster or Portcullis House, and offer an opportunity for MPs and civil servants to meet you and hear about your research. The CoSS Public Affairs team can assist you in setting these up, but note they require an MP to sponsor the event as well as budget to pay for it.

 Prior to a meeting or event

1. If we aren’t already looped in, let the CoSS Public Affairs team know you have an upcoming engagement. We can provide support, or simply note the engagement in our records.
2. Note the date, time and location in addition to the name and title of stakeholders attending the meeting.
3. Set your objectives: is there an ask you’d like to make? Are there other stakeholders you’d like to be introduced to?
4. Write and rehearse your key messages for the meeting. Try to stick to 3-5 key points, and be concise and clear in each.
5. Write an agreed agenda for the meeting and share with your stakeholder ahead of time, so you both can prepare.
6. Prepare any materials you need to take with you to the meeting.

After a meeting or event

1. Note the outcome of the meeting and include any agreed follow up actions (along with who is responsible).
2. Progress any action items (eg. Sending your written brief).
3. Send a thank you email to your stakeholder for their time and attention.
4. Send a summary of the meeting to CoSS Public Affairs so we can celebrate your success and help you plan next steps!

Tips and tricks

• Be mindful of the time: It is likely that your stakeholders will be short on time, so prepare ahead and ensure you are able to communicate your key messages in a timely manner. Otherwise, you may not get through them all.
• Be empathetic and follow the five golden rules: Maximise the impact of your meeting by focusing on the elements of your research that are most relevant to the stakeholder.
• Offer practical, achievable recommendations that demonstrate the impact of your research or findings, and relate them to the stakeholders goals. Suggest ways you can work together to meet their goals in addition to your own.
• Speak clearly, succinctly and accessibly. Avoid acronyms and jargon and use words and phrases found in a National broadsheet newspaper where possible.

Contact

The team is happy to advise on events and any other policy engagement queries you may have.

Dedicated CoSS team:

• Hannah and Nick: H.Bradley.3@bham.ac.uk; n.j.i.brown@bham.ac.uk.