This week’s guest post comes from the ASD Mental Health site, Dr. Jonathan Weiss’ Blog. It was first published on April 13, 2016 and is reposted here with permission.
by Drs. Jonathan Lai & Jonathan Weiss
On Saturday May 28th, the Chair in ASD Treatment and Care Research will be hosting Spectrum, a TEDxYorkUSalon focussing on concerns relevant to transition-age youth and to adults with Autism Spectrum Disorder.
When the Chair was first launched, we asked stakeholders (e.g. people with ASD, clinicians, family members, policymakers, and researchers) how they wanted to be engaged with, both in terms of what we’re doing, and what was going on in the Canadian field of autism research. The message was clear: we need more than one approach, for multiple types of audiences, including those we already knew as well as those in the autism community we had not yet reached. So how best to develop a dynamic, accessible, and efficient way of exchanging knowledge about autism across so many different perspectives? This is where TEDx comes in.
Our upcoming event is part of our strategy of innovative knowledge mobilization and stakeholder engagement. Since knowledge translation is a learning process among stakeholders with different perspectives and expertise, we have involved people with ASD, parents, researchers, educators, policy makers, and service providers as presenters. The presenters will give short 8-minute talks which will be placed online following the event and made freely accessible to the public.
The well-known and appreciated TED format is all about developing, refining, and sharing ideas in an entertaining way, both for those present in the physical audience, as well as those in a virtual audience who can access the talks worldwide. It’s a format, and a brand, that has tremendous recognition and a demonstrated ability to break down complex knowledge into a format that can appeal to a wide range of audiences: it’s open to everyone. Since our goal is share the knowledge that’s been generated in the Canadian autism community openly, we are creating broadly appealing content that will be available through the TEDx in-person and online platforms. We believe it will be an effective method to bring multiple perspectives together and listen to one another.
How can you plan your own TEDx event?
A TEDx event is not an easy thing to coordinate or one that can be developed in only a few months time. You will need dedicated personnel; we have one person (JL) who is dedicated to coordinating all aspects of the day over a 12 month period, for about one day a week. Our timeline was as follows, based on our capacity:
|Timeline (# months in advance of event date)||Task to be completed|
|10 months||Read TEDx guidelines, craft vision and goals|
|9 months||Find a venue and date, have an budget|
|8 months||Curate speakers, identify sponsors and partners|
|7 months||Construct a program (running order)|
|6 months||Form your teams (A/V, volunteers)|
|5 months||Coach speakers (monthly emails, one-on-one sessions)|
|5 months||Build a website (marketing)|
|2 month||Promote to your audience (marketing)|
First, craft your vision and goals (10 months ahead of time). It’s important to think through and articulate your vision (how would you define success?) and then identify how you can evaluate whether and to what extent you achieved your goals. Our vision and goals were to: 1) make topics of ASD research accessible, 2) build enthusiasm about research and 3) expand reach globally to people living with ASD, students and service providers. This shaped the types of questions we asked on our evaluation forms. For example, we hope that the TEDxYorkUSalon event will lead to greater excitement, optimism and familiarity about Canadian research in ASD and with regard to how people view ASD more generally. We ask questions about these topics in an optional questionnaire when they register, and will do so again after the event, to measure individual change.
As you begin this goal setting and visioning process, read the guidelines to know what goals are feasible. The TEDx Organizer’s Manual had many helpful tips and a step-by-step guide on how to organize an event like this properly. Since this is our first time, we had a steep learning curve. There are various guidelines for the different types of events. TEDx licenses are given to people based on location (e.g. TEDxNewYork, TEDxToyko, TEDxUniversityofLeeds, TEDxYorkU) and there are different guidelines for each event type with respect to: the number of attendees, types of sponsorships, branding of the event etc. We decided to run a Salon event under TEDxYorkU – a smaller event run under approved TEDx license holders because it allows us to explore a more specific topic rather than a general theme. Your vision and goals must align with the type of event – as that determines the structure that enables what you can do.
Ultimately it’s crucial to stick with TED’s strictly prescribed format, which can be difficult for us researchers who are used to having full control over the design and execution of our own events. By choosing to go with the TEDx format, it meant letting go of some of that control. We learned that we had to be flexible – working with a brand with licensing guidelines, we had to adapt each time we were constrained by requirements. For instance, we had to ensure the number of presenters and attendees were approved and that sponsors were not related / perceived to influence/bias talk content. Further, we had to figure out how to brand the event properly – the Event webpage couldn’t be associated with our research brand (Chair website, ASDMentalHealth Blog, or even York University). We would encourage on-going communication within your team and those involved so everyone is on the same page.
Looking for an appropriate venue, we kept in mind not only costs but accessibility for families – as well as technical requirements for our event (e.g. lighting, staging). With the depth and breadth of enthusiastic, passionate Canadian researchers, advocates and parents available, we had no difficulty finding individuals who could fit the TED requirements. Our speakers are up for the challenge, currently being coached to chiselling their passion, knowledge and experience into a tight 8 minutes. Similarly, finding partners and sponsors for the event was not a big challenge. Many organizations that shared the same vision of KT and gladly supported us, including the Faculty of Health at York University, NeuroDevNet, Kerry’s Place, Geneva Centre for Autism, Sinneave Family Foundation, and the Ontario Brain Institute.
We worked with an expert at York University who has successfully run TEDxYorkU over the last few years (Thanks Ross!), building on his success and his wisdom about what’s required in terms of advising speakers, creating an exciting schedule, space and technological issues. NeuroDevNet’s KT Core will be in attendance to engage with stakeholders and capture this engagement on video. Video taping of individual speakers is also being arranged through York University’s Learning Technology Services video team, who have had experience working with TEDxYorkU in the past and were familiar with TEDx guidelines.
Overall, familiarity with TEDx guidelines, building a team (e.g. with sponsors, speakers, technical support) and having consistent communication with those involved within is important to create a successful event. The exchange of ideas and having different perspectives (not just researchers) is, after all, the point of doing iKT!
For more information about this event, and how to register, please visit: http://www.tedxyorkusalon.org/ or contact Dr. Jonathan Weiss (firstname.lastname@example.org) or Dr. Jonathan Lai (email@example.com) for details.
 The Chair in Autism Spectrum Disorder Treatment and Care Research is funded by the Canadian Institutes of Health Research in partnership with Autism Speaks Canada, the Canadian Autism Spectrum Disorders Alliance, Health Canada, NeuroDevNet and the Sinneave Family Foundation. Additional support from York University and ORION’s O3 Collaboration.