Guide to Running a Successful National Science Week Event
Know your Science Week AUDIENCE
Identifying the type people you are trying to reach, helps you to plan and develop your event. Have a clear idea of who you want to reach because this will help with promoting your event.
Examples of National Science Week target audiences are:
- Students and teachers
- Families
- Teenagers
- 18-35's
- Journalists
- Scientists
- Business and industry
- Politicians
Your Science Week MESSAGE
National Science Week aims to increase the awareness of science, technology and innovation and to celebrate achievements in Australian science. Take this ethos and make it your own. Your message should let people know exactly what is driving your and your organisation and what they can expect to experience by attending your science week event. It should engage people, encourage people to attend and should be something you are passionate about. If you are excited by your event and its purpose, potential participants will be too!
Your Science Week EVENT
Ideas for science events are everywhere. The type of event you run should reach your science week audience and be able to deliver the message you want to get across.
Have a look on the map and see what other people are doing. Get in contact with other event organisers in your community and of course, have a chat with your local state or territory coordinating committee. National Science Week is a great nation wide platform. It is a chance for you to organise an event that best suits your organisation and best promotes your science message.
Your Science Week VENUE
It is important to choose a venue that suits your audience and the type of science event you are planning to run.
Science is creative and often makes you think outside the box, use this concept when deciding on your science week venue. You could deliver your event via the internet, in a restaurant, in the bush, at a local school, in shopping centres, at nightclubs, on the beach - just about anywhere!
Once you know where you want to hold your event, make sure you have checked out the venue well in advance and know the facilities. Ensure that all your needs including audio/visual requirements, catering, security, transport etc are well thought out and incorporated into your event venue decision.
Please note: All events promoted as part of National Science Week must have public liability insurance and is the responsibility of the event presenter.
Your Science Week BUDGET
Before you commit to delivering your Science Week event, make sure you know how much money you need to deliver and then determine how you are doing to get the funds to have the fun!
Start by drawing up a draft budget, if you need help, use this Budget Template.
If you think your budget may not allow you to deliver the type of event you desire, look into gaining sponsorship.
Sponsorship may come in the form of direct financial assistance or non-financial assistance, such as the donation of resources or equipment.
Look locally for a sponsor and try to match sponsors to your Science Week event’s message and audience. It is important to list the benefits the sponsor will gain from being associated with your event such as reaching your audience or gaining media coverage.
Be clear about exactly what you are asking for - are you asking for money or for the use of equipment or a venue? You can outline this in a formal sponsorship proposal. Writing a sponsorship proposal allows you to approach potential sponsors in a professional manner and is a tool for communicating the benefits of getting on board with National Science Week. Here are a few to get you started!
- National Science week is Australia’s largest festival, involving over 700,000 people
- Survey says that 50% of the general public are aware of National Science Week
- National Science week is backed the Australian Government
Point out that National Science Week provides businesses, organisations and government bodies with the opportunity to show their support of Australian science and technology
PROMOTE your National Science Week event
Attract an audience by letting people know about your event. The National Science Week event diary provides you with the first step. Register your event on the Map so visitors to the website can read about you.
National Science Week can provide you with a range of promotional material; contact National Science Week about ordering your promotional material. Along with National Science Week branded material, you should also producing promotional material with your own event flavour. Bare in mind that you should use the National Science Week logo and mention that your event is part of National Science Week.
Invite a local politician or celebrity to launch your Science Week event and tapping into local network. These are good ways to generate interest and publicity for your event.
Your state and territory coordinating committee can help you plan publicity for your event. A "How to generate media coverage" information sheet will be available shortly.
Science Week event EVALUATION
Audience feedback will help determine whether your event was successful and assist in future planning.
Develop a quick questionnaire that will provide you with information such as how many people attended your event, how did they find out about your event, did they enjoy it and also ask them how your event could be improved in the future.
Quick Checklist
- Determine your audience
- Create a message
- Design your event
- Choose a venue
- Plan a budget and gain sponsors
- Brand your event with the National Science Week logo to show you are part of Australia's largest festival
- Promote your event
- Contact your state/territory coordinating committee
- Register your event on the National Science Week map
- Organise Public Liability Insurance
- Invite your local Member of Parliament or a local celebrity to attend
- Publicise your event
- Evaluate your event