In this post, Rea Michalopoulou reflects on the lessons learned in organising events that support academic community building. This SPA project was a collaborative effort from Maria Jernslett, Rea Michalopoulou, and Dr Ingrid Obsuth, as the PhD in Clinical and Health Psychology Representatives and Director for the AY 2023-24, respectively. This post is part of the Student Partnership Agreement 2024 series.
Creating a vibrant, inclusive, and connected academic community is often easier said than done, especially in large institutions where students and staff can sometimes feel disconnected. In the School of Health in Social Science, this sense of distance between postgraduate research students (PGRs) and staff was a growing concern. This is where “WinterFest,” a carefully crafted community-building event, was born. Scheduled for December, “WinterFest” had to be moved to April and rebranded into “SpringFest” due to unforeseen circumstances. However, the core of the event remained the same: foster stronger relationships between PGR students and staff members.
The motivation behind this event stemmed from concerns voiced by the PGRs who have felt a disconnect from the staff. Whether it was the physical separation of floors, or the natural barriers created by academic roles, the need for a more cohesive community was clear.
To set the stage for the main event, we first organised the “Spring Fest: Pub Quiz”, which was funded by the School. This event set the tone for the main event and left the attendees asking for more. The main event, “Spring Fest: Ceilidh”, made possible by the Student Partnership Agreement Funding and partly funded by the School, featured a live band-led Scottish Ceilidh. It was held in April in Hangar 5 at Potterrow, and it was open to both PGRs and staff. 36 PGRs and staff signed up, with 33 people joining, making it the best-attended social event of the year!!!
The event lasted for three hours, and people participated with lots of excitement. Following the event, PGRs shared very good feedback, highlighting the need for more similar events. By gathering this feedback, we hope to lay the groundwork for “SpringFest” to become an annual tradition, further cementing the bonds between PGR students and staff.
Lessons learned: Key challenges and solutions
Planning an event of this scale comes with its share of challenges. Below, we are presenting some of the lessons we learned when organising “SpringFest”, which we hope may be valuable for others considering similar community-building projects:
1. Creating a comfortable space to eradicate hierarchical distance
One of the key lessons from “SpringFest” was the importance of designing an environment where both staff and students feel equally at ease (easier said than done, right?!). The natural distance that often exists between students and staff, whether due to differing roles, expectations, or physical separation, can create as ense of hierarchy that inhibits open communication. By organising interactive and inclusive activities in a relaxed setting, we were able to break down these barriers. The Ceilidh allowed participants to engage as equals, focusing on fun and shared experiences rather than academic roles. This approach helped create a space where staff and students could connect on a more personal level, making everyone feel like a valued part of the community.
2. Inclusivity is key
From food options to venue, ensuring that every participant feels welcome requires thoughtful planning. It’s important to consider the diversity of backgrounds and beliefs when organising any event in a multicultural community.
3. Engagement starts early
The “Spring Fest: Pub Quiz” was a great way to build momentum and create early opportunities for interaction. Events like this (which are less intense than a Ceilidh) can serve as valuable icebreakers and help establish a sense of community.
4. Advertise, advertise, advertise and then some more!
If you want people to attend your event, advertisement is a KEY! Advertise your event early enough, as calendars tend to fill in quite quickly. Send people who sign-up reminders and remind them in person as well, they are your colleagues, after all.
5. Feedback is crucial
Gathering attendee feedback will provide valuable insights into what worked well and what could be improved for future events. This also helps participants feel heard and increases the likelihood of the event becoming an annual tradition.
Final thoughts
“Spring Fest” was more than just a gathering; it represented a strategic effort to strengthen the sense of community within the School of Health in Social Science. By bringing together staff and students in a relaxed, enjoyable setting, we aimed to “crack” the barriers that often separate them. The potential for this event to evolve into a yearly tradition excites us as the softening of these barriers may offer a promising way forward in cultivating a more connected and inclusive community. Lastly, a sincere thank you to the SPA funding committee – nothing would be possible without your support!
Rea Michalopoulou
Rea Michalopoulou is a PhD candidate in Clinical and Health Psychology at the University of Edinburgh. Her research focuses on children’s understanding of infectious diseases, particularly COVID-19, and how virtual reality (VR) can be used for psychoeducation. She is also co-designing a VR tool with primary school children for the same goal.
X: @REMichalopoulou; LinkedIn: https://www.linkedin.com/in/rea-evangelia-michalopoulou
