Start Planning

2. Organisation Stage

Plan with sufficient lead time: Aim for at least 3–4 months of preparation, depending on the format and complexity of the event. 

Define key milestones early:

  • Defining the topic and concept (e.g. 3–4 months in advance)
  • Confirm speakers
  • Book venues
  • Launch promotional activities (at least 4–6 weeks before the event)
  •  Follow-up including evaluation and documentation/reporting (e.g. at least 1 week after the event)

Include buffer time: Reserve 10–20% of the total timeline to handle delays in approvals, design, coordination, etc.

Use time management tools: Tools like Trello, Asana, or Gantt charts help visualize tasks and deadlines.

Adapt language to different heritage types:

  • Use domain-specific language depending on the heritage focus (e.g. cultural, mining, industrial).
  • Cultural heritage may involve emotional or symbolic language, while industrial heritage might require more technical or historical framing

Consider multilingual communication needs (HI-EURECA-PRO involves multiple languages and countries) :

  •  Provide translations or bilingual materials (e.g. English and local language)
  • Avoid idioms and culture-specific references that do not translate well
  • Use plain, international English for broad accessibility

Adjust to varying levels of expertise (Tailor complexity to your audience) :

  • For non-experts: use analogies, visuals, and short sentences
  • For mixed groups: combine simplified explanations with optional deep-dive content (e.g. expert boxes, links)

Create terminology glossaries across languages 

  • Provide key terms in multiple languages, especially for terms specific to heritage, technology, or research practices, to ensure shared understanding

Be sensitive to regional identities and narratives

  •  Respect and reflect local language use, identity, and memory—especially in heritage contexts involving contested histories or emotional topics
  • Promotion & public relations
  • Budget planning
  • Technical infrastructure
  • Visualization methods (VR/AR, infographics)
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