Get Planning Your Event

Below are some guidelines for the types of events you could organise and tips to help you prepare your event. These are only guidelines, please feel free to develop your own ideas which will help raise interest in rail over the week.

Once you have you event planned you can upload it here on the website using this how to guide.

Site visits

  • How long do I have to open for? It is entirely up to you, it could be just a morning or afternoon on one or more days of Rail Week, whatever you feel would be manageable and suitable.
  • What are the different methods of opening? Start by thinking about how you wish to structure the opening of your building/site on the day. Decide in advance the size of groups being shown around and how these will be staggered. Will you have 3 tours starting at once, but at different points in the building/site? Or will you have 1 tour starting every 10-20 minutes? Will you start with a presentation?  Keep in mind health and safety and try to pitch information to the audience level you have.
  • Information prior to the event? If people need PPE, it is best to sort this out prior to the event by getting sizes from attendees. If people will be walking on uneven ground or going at heights please make this clear in the event details.
  • How do I plan a route around the site/building? For many projects this will be led by the safe walking route around a site or building. Try to select a route that will show off the key features of the site and give a good overview of the work taking place there. If you are able to have a space where people wait for access this might be where you have a bit of extra information about the building, perhaps a display and possibly refreshments if you are planning to offer them. This space could be manned by volunteers ready to talk to visitors.
  • Who should take the tours? You will need to decide who you will have on hand or who will show visitors around the site/building. They will need to know the route they are taking visitors on, and they should be able to answer questions about the site.
  • What about health and safety? Visitors should not be allowed access into unsafe areas, and dangerous activities should not take place. If protective clothing is required please supply this and undertake a full site brief. Otherwise generally, reasonable precaution should be taken to ensure the safety of visitors.
  • Signage. Please think about where you might need to signpost different elements, e.g. way to the entrance, toilets, disabled access, refreshments where offered by the building.
  • Feedback and evaluation: It is very important that proper feedback and audience research – including visitor numbers – is obtained. We are grateful for your assistance with this as far as is possible.

Talks

  • Subject: Think about your audience and make the information accessible to their knowledge levels.
  • Signage. Please think about where you might need to signpost different elements, e.g. way to the entrance, toilets, disabled access, refreshments where offered by the building.
  • Branding: We request that there is Rail Week posters on display outside each site to identify it as part of the event.
  • Feedback and evaluation: It is very important that proper feedback and audience research – including visitor numbers – is obtained. We are grateful for your assistance with this as far as is possible.

Going into schools

Many companies have their own outreach scheme to help promote careers in engineering and rail. Rail Week is the perfect way to get more schools, colleges and universities to know about your company and engage with them. We also have lots of resources you could use in schools. Take a look in the Ambassadors area.

If you need any further advice about hosting events please email hello@railweek.com