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How to Host a Lunch 'n Learn
How to Host a Lunch 'n Learn
When Planning a L'n'L you need to include the following in your Action Plan:
- List of guest speakers (tentative)
- Location
- Date
- Tentative Agenda
- Advertising techniques
- Lunch menu / Estimated cost per guest
- Estimated number of guests
- Student networking goal
Guest Speakers
The first step in planning is to determining a theme for the event. Once you have decided on the theme, you need to find appropriate guest speakers. Most L'n'L s haveone or two key speakers from the industry who provide presentations on their specific area of knowledge. You also need to allow time for students to give presentations on their research.
When contacting potential speakers, it is generally best to start with a phone call, which is more personal than an e-mail. Be sure to explain the reason for the event and why you would like to have him/her as a guest speaker. If the person agrees, then you can follow-up by e-mail with the event details including the location, start time, parking information and the person to respond to or contact with any questions.
Date and Location
In consultation with the Mystic Regale office and your guest speakers, choose a date that does not conflict with any other important events. If possible, try and arrange a date that coincides with a time that is acceptable to all employees. Next, choose a suitable location in the area that is available on that date. University meeting rooms are preferred as this space is usually donated to the students.
Signing of Contract
If you cannot use a university meeting room and will be using a hotel meeting room, you will need to secure a contract with the venue.
Contact Person
Mystic Regale will assign you a contact person. Please deal with this person for any questions regarding the venue and meeting planning. You will also be asked to review the final details and provide final numbers to this person before the event.
Meeting room layout/set up
Be sure to request a room that will comfortably seat the maximum number of guests you are inviting. A U-shaped set-up works best to allow for group discussions, but the set-up should be determined based on the format of the meeting.
AV Equipment
We recommend that you request/provide a laptop and projector if at all possible.
Catering
The most convenient, and usually most economical option, is to have the event catered. When people confirm their attendance, specifically ask if they have any dietary restrictions. Always include a vegetarian option.
Marketing your event:
Roughly a month before the event, and after your agenda and guest speakers have been confirmed, advertise your L'n'L at your workplace. E-mails and posters are a good way to attract students. As well, contact local industries by sending e-mails advertising the event. Make sure you clearly post contact information and a cut off date for people to RSVP.
Introductions
Please take the time before the meeting starts to introduce guest speakers and/or special guests, and to thank everyone for attending. In the past, lead researchers have prepared this introduction.
Thanking the Speakers
In addition to thanking the speakers publicly, you should send them a handwritten thank you letter in the mail.
Finalizing your agenda:
Always keep in mind the purpose of behind L'n'L events - to allow attendees to network and to provide an opportunity to present project updates.
Remember to schedule a morning (and possibly an afternoon) break. Networking can easily be facilitated with longer breaks. If you plan to have a guest speaker over lunch, be sure to allow time for people to eat prior to the person speaking.
Lunch 'n' Learn Checklist
Two or thee months before event:
1. Choose a theme and invite guest speakers accordingly
2. Choose a date
3. Choose a venue
One month before event:
1.Confirm agenda, including guest speakers and students who will present
2.Invite participants, circulate the agenda including contact information for RSVP
3.Order food including a vegetarian option
4.Generate attendance list with guests' names, e-mail addresses and organizations
Two weeks before event:
1.Follow up with any invited guests who have not responded to the invitation
2.Reserve any A/V equipment that is needed
One week before event:
1.Confirm final numbers with catering
At event:
1.Post signs directing guests to the meeting room
2.Check/arrange room layout - display any posters
3.Have someone greet guests, thank them for coming
4.Introduce guest speakers
5.Thank everyone for attending
6.Ensure there is enough time for networking and questions
7.Take pictures at the event
After the event:
1.Mail thank you cards to guest speakers