Template MOU for ADEC event hosts

Use the below text as a template to send to potential hosts. This can be helpful if your main host contact is not a key financial decision maker by providing additional detail and reassurance about the legitimacy of ADEC.

In late 2023, I created a LinkedIn group called Australian Drainage Engineering Community for the purpose of trying to better connect with likeminded peers who felt abandoned by existing industry associations and were seeking knowledge, networking and support.  Within a week of creating this group, we surpassed 100 members, highlighting that this was not an issue I faced alone.  We now have over 450 members.

As this LinkedIn group is not a formal industry association or entity, we are seeking support from companies working in the drainage industry to host and sponsor events.  We aspire to host events at as many different organisations as possible, to ensure that this initiative is not dominated by a single company and promotes knowledge sharing equally.

I have prepared a brief summary of the ‘ask’ below, including what I would seek from host companies and what I can provide in return.

Event aims

The aims of these events are to:

• Provide learning opportunities for drainage engineers.

• Provide networking opportunities for drainage engineers. 

• Provide host companies the opportunity to promote their knowledge, develop employee presentation skills, and get to meet clients and colleagues in the industry.

Event format

The format is to be an in-person event, ideally at the host company’s office to reduce costs and logistics.

Events will be either in the afternoon followed immediately by lightly catered networking or during a lunchtime timeslot to suit speaker availability.

Event agenda

It is recommended that a 90-minute time slot be provided for the event as a minimum with 45 minutes of presentations followed by networking time and light refreshments.

• 5-minute welcome by Australian Drainage Engineering Community rep

• 5-minute welcome by the host company representative including safety briefing

• 30 minutes of technical presentations.  This should include no fewer than 2 speakers / presentations to provide variety.  Topics may include:

  • Case studies of current or recent drainage projects discussing key lessons or challenges of the drainage design specifically.

  • Technical knowledge building session on a topic relevant to drainage design (examples: bridge drainage design, cycleway flow width limits, blockage requirements, alternative materials etc)

  • Presentation of research in the field (may be internal to the host company or an invited speaker)

• Informal networking following the event.

Requirements of hosting partners

• Supply a venue: 

  • Suitable for at least 30 seated attendees

  • With AV facilities for PowerPoint presentation (microphone may be required depending on the venue)

• Provide light catering for networking after the event

• Promotion of the event within your organisation and attendance of a minimum of 5 host members. 

• Adequate signage at the venue to direct attendees to the event (sign in as required)

• Encourage attendance of your own employees at events hosted by other learning series partners.

A key aim of the Australia Drainage Engineering Community is to promote careers in drainage design.  To that end, we actively encourage host companies to consider the diversity of their speakers and aim to include ranges of experience levels, genders, cultural backgrounds and career pathways.

What ADEC will coordinate:

• Online event creation and handling of registrations.

• Inclusion of the host company logo on the online event portal and mention of the sponsor in any event promotion.

• Attendee list will be shared with the host organisation prior to the event.

• Promotion of the event on LinkedIn on the Australian Drainage Engineering Community page and personally.

• Promotion of the event to relevant industry associations for cross-promotion including Stormwater Queensland.

• Support to confirm the event content and run the event on the day in collaboration with the event host.

If you are interested in hosting an event, please reach out at your earliest convenience and we can set up a conversation to talk through the details.  Please reach out to me directly at XXXX.  

YOUR NAME