Event Proposal Information 2019 Contents 1. Welcome Page 2 2. Festival Theme & Dates... Page 2 3. The Events... Page 3 4. Completing Your Event Proposal Form... Page 4 5. Charges to Place an Event in the Programme..... Page 5 6. Costs of Event Logistics... Page 6 7. Successful Applicants.. Page 6
1. Welcome to Glasgow Science Festival 2019 Thank you for your interest in being part of Glasgow Science Festival (GSF) 2019. From our inaugural festival in 2007, GSF has grown into a city-wide festival and is one of the largest science festivals in the UK. GSF takes memorable events to non-traditional venues where we engage with up to 50,000 people from all ages and backgrounds, from novices to experts. The principle aim is to showcase the outstanding contribution Glasgow and Glasgow based researchers make to the worlds of science, technology, engineering, maths and medicine (STEMM). We do this by developing content with researchers and by working with partners to produce a varied programme of activity featuring high quality events and innovative delivery styles. GSF combines a light-hearted tone with seriousness of purpose, exploring STEMM and the social and ethical issues surrounding these subjects. 2. Festival Theme & Dates Glasgow Science Festival will take place from the 6 th 16th June 2019. This year the overarching theme will be Glasgow Steams Ahead. From the legacy of James Watt s steam engine development to the fantastic array of research happening today, Glasgow is a world-changing city with a rich history and bright future for innovation. We want to celebrate this! STEAMS encompasses Science, Technology, Engineering, the Arts, Mathematics and Social Science. Proposals from all of these fields are very welcome. This theme is broad and not exclusive, so if you have a great idea that doesn t fit the theme, we d still love to hear about it. We are particularly keen to develop events for adults and community-based events as well as events in exciting new spaces. Interactive and innovative ideas, and events targeting the wider community will be given priority.
3. The Events Through the GSF programme we seek to engage with the widest possible audience and appeal to a diverse range of interests and scientific abilities. GSF 2019 will feature three distinct strands and a range of event types within those strands. 3.1 Strands Strand Description Examples include Adults All Ages Schools We are very keen to continue the development of events for adults. In general, Adult content is for 16+, although this may be 18+ due to event and/or venue restrictions or your target audience, e.g. 65+ for a health check event specifically targeting an older age group. Caters for toddlers to grandparents and everyone in between. You can make it more targeted if the content necessitates this by setting an upper or lower age limit. Events within local community spaces/collaborating with community partners are especially welcome. This is a very broad category, covering all STEMM subjects linked to the Curriculum for Excellence and across all age groups from primary one to secondary six. Science comedy night Film with discussion Science of gin Discussion/Debates Workshops Tours Activities for Family days Storytelling Science shows Workshops Nature rambles Exhibitions Laboratory based Open-Doors Careers related Workshops Science Shows Junior Cafe Sci Nature Sites visits 3.2 Event Types There is huge scope here to deliver a wide variety of event types. View previous GSF programmes for a flavour of the kind of things we ve run before. We ve listed some examples below for inspiration. These are not exclusive to any one category and we are keen to hear about novel ideas. Adults Debate: Designer Athletes, expert panel drawn from science, ethics and the media discussing the issues around performance enhancement Talks: WASPS studios artists In Conversation with Glasgow researchers Film: Contagion with Q&A/panel discussion featuring infectious diseases experts Tours: Staff-led tours of the new Southern General Hospital Microbiology lab Shows: Comedy/cabaret science themed shows
All Ages Workshops: Coats Observatory sun spotters Hands-on: a range of activities from creating a coral reef to making a nutritionally balanced pizza to exploring the solar system as part of a family focused meet the researchers day Drama: Ramshorn Theatre production of The Physicist Walks: University of Strathclyde Science on the Streets exploring the history of science and engineering in Glasgow Schools Workshops/Talks: interactive workshops for S3-4 pupils Seeing is Believing run by staff at Glasgow Caledonian University. Lab Based: Be a Microbiologist - S5-S6 pupils undertaking two hours of experiments in a University of Glasgow lab, developed and run by research staff and students. Exhibition: Alliance Française de Glasgow s bilingual exhibition with film and expert talks. Teacher CPD: Workshops on Inheritance run by SSERC. Science Sunday and Kelvingrove weekend We also accept proposals for table top activities suitable for these two flagship events. This is an ideal entry point if you are fairly new to public engagement. Science Sunday June 9 th 2019 open to University of Glasgow proposals only. Kelvingrove Weekend 15 th & 16 th June 2019 Community/Family Science Events This year we will be creating new opportunities for table-top, family-friendly activities in community venues across the city. If you are interested in being contacted about possible involvement in these events, please indicate your availability on the proposal form.
4. Completing Your Event Proposal Form The event proposal form is completed online. If you are developing a new event, the questions in the form can be used as a tool to prompt you to think about e.g. what it is you want to achieve, who you wish to engage with and which aspects of your research or field you wish to explore. The information you provide will be used to sell your event in our programme. What would make you stop and read it? Start with a catchy or informative title. Think about the main hook of your event. Is it topical, celebrating an anniversary or milestone, a first for Scotland, a breaking piece of research or unusual in some other way? Who specifically do you want to engage with? This can be in terms of age range, scientific ability, specialist interest groups etc. When writing your synopsis, describe what will happen during your event or activity but please be concise. There is a 40-word limit per event synopsis. Your potential audience will want to know information like what you/they will be doing, who else might be involved (e.g. speakers if known) and what the aim of the event is. Please note that logistical info e.g. venue, dates will be listed separately and does not count as part of the 40 words. In addition, if you have speakers involved, it will be possible to detail extended biographical information on the website. Please feel free to contact us on sciencefestival@glasgow.ac.uk for any enquiries regarding completion of the online form. 5. Charges to Place an Event in the Programme GSF charge a small entry fee for inclusion in the festival programme. This is heavily subsidised: all money generated goes towards covering the cost of programme development, publicity and event support. GSF aims to showcase to the widest possible audience and one of our mechanisms for doing so is to keep as many events as possible free to the public. There are three costing categories: Stand-alone event needing no extra support from GSF - 100 Table top activity or workshop as part of a larger GSF event - 100 Individual event with support from GSF team - 200 + logistical costs as required 5.1. Costs of Event Logistics If your event is entirely self-sufficient i.e. you have your own venue, staffing, AV etc, then the 100 entry fee to the programme is the only cost. If you require additional support with venues, standard AV, ticketing etc then the entry fee is 200. If you require additional logistical support then there will be additional costs dependant on the requirements, which we will discuss and agree in advance.
Logistical Costs May Include: Special AV requirements GSF event management/co-ordination Event development/delivery Support staff (e.g. festival assistants, technical support, janitorial) 5.2. What the entry fee covers Inclusion in one of the UK s largest science festivals Programme, website and event listings Booking through GSF online system for free events or redirect to your booking system as appropriate for charged events Event support Access to evaluation and reporting Funding There are a variety of funding sources that may be open to you to help support your event, either directly or to contribute towards logistical and development support from the GSF team allowing us to do more with your event. These sources include budget from research grants, public engagement grants offered by your institution or small grant schemes from professional societies in your field. GSF may also be able to work with you on joint applications for larger grants that you may have identified, please contact us if you have an idea you wish to discuss this. If there are potential sponsors from your networks e.g. industry partners, we would be happy to discuss approaches. 5.3. Exclusions GSF has flourished through exciting partnerships with partner organisations and we wish to continue this. If the entry fee is prohibitive, please feel free to contact GSF staff to discuss this at sciencefestival@glasgow.ac.uk 5.4. Cancellation fees If the event partner cancels the event after confirmed acceptance of the event, the event partners will be liable for payment of the full entry fee.
6. Successful Applicants Proposals are being accepted now for consideration, with a submission deadline of 14 th December 2018. Successful applicants will be informed by 25 th January 2019 and receive further information on the next steps in the GSF Participants Pack. A member of the GSF team may be in touch with before the 25 th of January to discuss your proposal. All accepted event partners will be asked to return an Acceptance agreement in order to accept our offer of inclusion on Glasgow Science Festival 2019. The document requires you to agree to the following: Adhere to organisational deadlines, set out in the participants pack. Provide proof of public liability insurance documents (Universities will have cover for their staff already in place). Provide a full risk assessment of your event or activity (GSF will provide a template if required). Evaluate your event using the GSF evaluation form. It will be possible to merge additional evaluation documents as per your requirements with the GSF form. Use the GSF logo in all appropriate materials relating to and during the event. Where required, ensure event delivery personnel have undertaken full Disclosure. Assist GSF with festival reporting by providing requested information on event staffing, logistics and attendance. Please note that due to a high volume of proposals and limited resources, entry into the programme is not guaranteed.