In 2023, following a strategy workshop, Ruhr West University of Applied Sciences (HRW) started a community-building initiative in its canteen (Mensa). At lunchtime, CHARM-EU-curious passers-by are invited to informally discover the ins and outs of the Alliance so as to have their participatory interests piqued. À table.
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The CHARM-EU Cafeteria Table is a monthly event designed to showcase the CHARM-EU Alliance, stimulate collaborative integration across it, and create networking opportunities within it. To organize the event successfully, it is thus important to set clear goals: raising awareness about the home institution’s involvement in CHARM-EU, engaging new participants through informal discussions, and encouraging casual language practice by facilitating a low-barrier-to-entry setting for conversations in English – the lingua franca necessary for CHARM-EU participation.
In HRW’s case, the event is aimed at teaching and administrative staff, who can learn more about CHARM-EU’s exchange opportunities, as well as students who might benefit from its international programs. Held in the central university canteen, the Cafeteria Table runs for about an hour and is linked to cultural holidays or international days, which provide thematic anchors for the discussions. But the session remains flexible, with the visitors’ questions and interests guiding the conversation.
To attract participants, past experience shows that promotion is key. One option is advertising the event on campus displays such as digital screens and posters, and through internal platforms like email, newsletters, and websites; another is generating positive word-of-mouth among staff and students. Reserving a central spot in the cafeteria might prove crucial for visibility, and materials like flyers, banners, QR codes, and CHARM-EU merchandise can help draw attention to the table. Having local or visiting CHARM-EU representatives present, then, will ensure that discussions remain focused and informative.
It is also crucial to make the event inclusive and accessible. This can be achieved by offering a diverse diet of food options, allowing conversations in the local language when participants struggle with English, and selecting a cafeteria location that is physically easy for all potential attendees to reach.
All in all, hosting a CHARM-EU Cafeteria Table provides an excellent opportunity for universities to encourage engagement, promote CHARM-EU activities, and create a welcoming space for language practice and informal networking.
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| Step | Action | Who should be involved? | CHARM-EU Guides/ Support |
|---|---|---|---|
| 1 | PREPARATION PHASE Planning – Select event dates, times, and inclusive locations that maximize potential attendance. – Coordinate with canteen staff to reserve a prominent spot and, if applicable, food options. – Confirm availability of CHARM-EU team members to host the table during each session. Materials – Create or gather CHARM-EU promotional materials (e.g., images, maps, figures, roll-ups). – Develop icebreakers or prompts for informal discussions. – Organize logistical needs, such as transportation for materials, decorations, and merchandise. Promotion – Design and distribute promotional content (posters, emails, social media posts). – Invite target groups (students, staff and academics). – Collaborate with the local communications team for broader outreach. | CHARM-EU team members Canteen staff Communication team (local) | HRW Advert Example |
| 2 | IMPLEMEMENTATION PHASE Event setup – Arrive early to set up the table with decorations and promotional materials. – Ensure the table is welcoming, accessible, and visually engaging. – Prepare an attendee sign-in sheet and designate someone to take photos. Event – Greet visitors warmly and introduce them to CHARM-EU’s values and opportunities. – Facilitate informal conversations in English (or the local language, if needed). – Use prepared prompts to encourage discussion and answer questions about CHARM-EU. Wrap-up – Thank attendees and collect feedback on their experience. – Note participation and engagement levels for evaluation. – Dismantle the table and return materials to storage. | CHARM-EU Team Participants | Info Sheet example Signage example Postcard example Icebreaker example 1 Icebreaker example 2 |
| 3 | POST-EVENT PHASE Evaluation – Assess attendance numbers and trace levels of CHARM-EU participation following the event. – Identify areas for improvement based on team and participant input. Promotion of Outcomes – Share event photos and highlights on institutional and CHARM-EU channels. – Report on the impact of the event, including new participants or interest generated. Plan for next steps – Use lessons learned to refine future events. – Update materials and processes to improve engagement and effectiveness. | CHARM-EU Team Communication team (local and CHARM-EU) |
