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Cambridge Science Festival coordinators page

Welcome to the Cambridge Science Festival coordinators page

Tips and hints

Information on public engagement and impact and a few thoughts and ideas on how to run a successful event.

Mailing list 

We send out updates to all event coordinators on a regular basis. If you would like to be added, please email us.

Being part of the Science Festival

A preliminary bit of blurb for the 2019 Cambridge Science Festival

With events from astronomy to zoology, the 2019 Cambridge Science Festival welcomes everyone to explore and discuss science through talks, hands-on activities, performances, exhibitions, tours and films. Cambridge Science Festival runs from 11-24 March 2019 with bookings open early February 2019. Find out more at: www.sciencefestival.cam.ac.uk and follow us on twitter @camscience.

Dates and deadlines

Cambridge Science Festival Event Management System (EMS) open for event submission 3 September 2018
Coordinators meeting
Email csf@admin.cam.ac.uk to find out more and register your attendance

11 September 2018
11am-12noon

EMS event submission deadline for inclusion in the print programme 5 November 2018
Programme back from the printers, distribution starts. Programme published online End January 2019
Coordinators meeting

10 January 2019
11am-12noon

Bookings open 11 February 2019
Deadline for risk assessments, PLI documents, t-shirt and volunteer requests 8 February 2019
2018 Cambridge Science Festival 11-24 March 2019

Use of the Cambridge Science Festival logo

Please contact us by email to request copies of the Cambridge Science Festival logo and ensure you follow our guidelines for use.  The colour is: CMYK 4/27/83/0, RGB 243/189/72 and pantone 142. Links to poster templates can be found below.

Submitting an event for the Festival

  • University departments must submit their events into our Event Management System (EMS). EMS will open early September.
  • External organisations should contact the Science Festival Coordinator as soon as possible to discuss their involvement in the Festival.
  • Please adhere to the University of Cambridge editorial house style when entering content to the EMS.

Booking a venue

You will need to book a venue for your event. Here are a few suggestions of some of the available rooms.

  • Mill Lane Lecture Rooms: various different sized lecture theatres with capacities ranging from ~100 to ~240 seats. The Festival team generally use this space, please contact us if you would like access, we may be able to help with availability
  • Lady Mitchell Hall: large capacity venue with 500 seats, may be available on evenings during the Festival
  • Babbage Lecture Theatre: large capacity venue, ~450 seats, may be available during the Festival (AV charge payable)
  • West Road Concert Hall: large capacity venue of 500, may be available on evenings during the Festival (venue hire charge payable)
  • Various College lecture theatres (most will charge venue hire). Search Meet Cambridge for more details
  • University Centre: Hicks Room and the Cormack Room both have a capacity of 200 (venue hire charge payable)
  • Departmental and Faculty buildings

Event bookings

  • The Festival team run the main telephone information line - 01223 766766, and the Festival website.
  • Bookings for Science Festival open ~ one month before the Festival starts. Booking lines will be open Monday to Friday from 11am until 3pm.
  • The Festival team take bookings for centrally coordinated events through the eventbrite system.
  • The Festival team can support coordinators by taking bookings on their behalf (subject to availability and sufficient prior notice). The Festival team will grant coordinators subuser status so they can check booking numbers and print out door lists. Please note, we collect: name of the person making the booking, email address, postcode, access requirements.
  • Coordinators can take bookings directly but must ensure they are ready to take bookings on the same date as the central booking opens and that their bookings do not open before this date. They are also asked to update the Festival team when their event is fully booked so the website can be updated with this information.

Publicising your event

All events accepted to the Festival are publicised online, through our printed programme and through the University What's On listing service. Please also publicise your own event yourself. Please adhere to the University of Cambridge style guidelines.

We are active on twitter - https://twitter.com/camscience, if you are tweeting about the Festival and your event please use our Festival hashtag  so we can track tweets. We are also active on Facebook, please publicise your events at http://www.facebook.com/cambridgesciencefestival or send us the information and we will upload it on your behalf.

Evaluation

Please collect feedback on your activity and send the resulting data to us following the Science Festival. Use our standard evaluation card or contact us if you require hard copies.
Please also make a note of interesting conversations you have had and record the number of people who attended your event.
 

Photography and copyright compliance

  • If you need copyright free photos to illustrate your event, use the Creative Commons area on Flickr and make sure that you credit the photographer.
  • Please adhere guidelines on copyright compliance. If you are internal to the University of Cambridge, information can be found on the Copyright Compliance page in the Guidance Section of the Legal Services website.
  • If you are internal to the University please use the following release to obtain permission for video, photography and creative output - adults and children
  • If you are taking photographs or recording your event, ensure you have perimeter signs within the space to let people know this is happening.

Volunteers

  • Please recruit your own volunteers for your event. If you get really stuck we may be able to help, get in touch.
  • Ensure you read our volunteer briefing notes for information on procedures and health & safety requirements and ask volunteers to sign-in.

Risk assessments and Public Liability Insurance

Before you write your risk assessment, please have a look at the Safety Office risk management presentation and the HSE Brief guide to controlling risks in the workplace

We produce risk assessments for:

We require risk assessment forms to be completed and submitted for all Festival events. Please feel free to adapt and use these templates:

If you use these templates, please ask your Department Safety Officer to sign them off before forwarding a copy to the Festivals Team. Please also ensure that all staff and volunteers involved in running the event receive a copy of your risk assessment before the event begins in order to familiarise themselves with arrangements.

For more details on how to complete this, see the University Safety Service Risk Assessment Handbook.
If you are an external organisation you must hold Public Liability Insurance. Also where using external suppliers, they must hold public liability insurance for their services. Evidence of this must be sent to the Science Festival team before your event.

 

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