Manchester Science Festival 2016
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1 Manchester Science Festival 2016 Part laboratory. Part playground. Event organiser information pack Thursday 20 October Sunday 30 October
2 About Manchester Science Festival Proudly produced by the Museum of Science and Industry, Manchester Science Festival (MSF) is a creative, playful and surprising science festival taking place across Greater Manchester. It is the largest science festival in England and the North s premier cultural celebration of all things related to science and innovation. Dubbed part laboratory, part playground, MSF exposes over 100,000 visitors to over 200 extraordinary events every year, ranging from expert talks and workshops to contemporary science exhibitions, debates, comedy and theatre. Our visitors are at the heart of everything we do and we strive to keep our programme inclusive and accessible to everyone is a particularly special year as the Festival will be celebrating its 10 th birthday and formally closing Manchester as European City of Science. Our vision Manchester Science Festival is one of the most fun things to happen to the region in recent years Manchester Evening News We aspire to be the most bold, creative and ambitious science festival in the UK and to be internationally recognised for creative science engagement. Our mission To produce a festival that is part laboratory and part playground. To create a place for surprising, meaningful science, where everyone can join in and be curious. Together, we test out new ideas and explore science creatively. Values Underpinning all of our work are our Festival values. We stand by them being the set of behaviours that we expect of ourselves and our partners. o Integrity we make sure our visitors are at the heart of everything we do and all of our decision-making o Collaboration the greatest strength of our Festival is our unique alliance of partners. We know we can make greater impact together and will continue to grow and develop our partnership model o Creativity we challenge ourselves to be innovative and ensure this is reflected in our programme o Positivity we are solutions focused, have a can-do attitude and see every challenge as an opportunity o Inclusivity we strive to be inclusive and accessible to everyone Manchester Science Festival is a jewel in Manchester s crown Jeff Smith, MP Page 1 of 13
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4 The Festival The Festival is produced by the Museum of Science and Industry. The core Festival team includes: Festival Director Antonio Benitez Partnerships and Collaborative Programme Manager Tania Mahmoud Creative Producer Carole Keating Programme Coordinator Penelope Hill Partner experience We are proudly a partnership Festival and work with organisations all over Greater Manchester and beyond. The Science Festival presents a key touch point in the cultural calendar for organisations (not all of whom usually work on science projects) to collaborate. MSF15 Partner Here are some of the main reasons our partners chose to work with us in 2015: Being part of a major and buzzing festival in Manchester Opportunity to reach new audiences and raise profile Creating bigger impact through collaboration Promoting science, technology, engineering and maths (STEM) Support with delivering programmes or activities Some of our 2015 partners included museums, arts venues and cultural institutions, Universities, libraries, cafes, pubs and bars, artists, societies, charities and businesses. Example partnership: MSF and the University of Salford The University of Salford is a longstanding partner and Lead Educational Sponsor of MSF. It consistently challenges itself to create informal learning events which epitomise our vision. These have included a virtual reality tour of the Chernobyl exclusion zone using real footage taken from drones, to hosting a two-day Drone Expo for our family audiences at the Museum of Science and Industry. It continues to go from strength to strength, as the University doubled its visitor figures in MSF15, with over 2,000 families enjoying its Science Jam weekender. The University also develops a complementary brand and colour palette to match the MSF brand and has hosted a number of our visiting special events and exhibitions, such as the MSF15 Electric Art commission Kinetic Flux and Royal Photography Society s International images for science exhibition at its MediaCityUK campus. What MSF loves about University of Salford: We love their creativity, ambition and motivation to consistently push boundaries, experiment and develop a world-class experience for our visitors. The Festival just wouldn t be the same without them. Page 3 of 13
5 Partner application process We invite individuals and organisations to submit event proposals to the Festival. Here is a timeline and overview of each stage of the application process: PARTNER APPLICATION PROCESS Calls for proposals open Tuesday 1 March Event organisers' information and networking event Tuesday 29 March Deadline for stage 1 application Friday 15 April Partnership agreements issued w/c 6 June Programme confirmed w/c 30 May Deadline for stage 2 applications w/c 23 May Development of stage 1 applications w/c 9 and 16 May 1. Calls for proposals open Tuesday 1 March o MSF16 organiser information pack and stage 1 application form goes live o MSF team available to speak with applicants and answer questions 2. Event organisers information and networking day Tuesday 29 March o Opportunity for applicants to meet the MSF16 team and find out more information about becoming an MSF16 partner (registration info on page 11) o Ideal for applicants interested in collaborating with others to deliver their event 3. Deadline for stage 1 applications Friday 15 April o All stage 1 applications must be submitted for consideration 4. Development of stage 1 applications w/c 9 and 16 May o MSF team may contact applicants to find out more information about their proposal, connect applicants to others where appropriate (e.g. if one applicant requires a venue, and another is able to provide one) and provide additional support where needed o Successful applicants will be invited to submit stage 2 applications o Unsuccessful applications will also be informed 5. Deadline for stage 2 applications w/c 23 May o Applicants are required to submit detailed information on their proposed event, including event format, content and information, ticket prices, target audience and their marketing strategy. This information will be used in the Festival printed programme and website and needs to be as accurate as possible. Please note that applicants will only be invited to submit stage 2 applications if they are likely to be successful o MSF team may contact you for further questions or discussion 6. Programme confirmed w/c 30 May o Successful applicants will be confirmed in the programme o Unsuccessful applicants will also be informed and feedback can be provided 7. Partnership agreements issued w/c 6 June o Successful partners must sign a partnership agreement, where they agree to MSF terms and conditions before the partnership officially commences Page 4 of 13
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7 Step-by-step guide for MSF Partners Once confirmed as an MSF16 partner, there is some key information you will need to know. We have included some of the main points and answers to frequently asked questions below. It is important that you read this before submitting a proposal form, so that you know what to expect, if your application is successful. Programme delivery o Whilst MSF is responsible for the overall planning and delivery of the MSF programme, partners are responsible for the programming, delivery and health and safety of their own events. o MSF can assist with elements of planning, such as brokering introductions to partners, advising on or sourcing event speakers and securing venues. Please discuss this with the MSF team and we will endeavour to support you. o Unless part of a bigger event, or it has already been discussed with the Festival team, partners are responsible for taking care of all logistics and liaison with their chosen venue and other event partners (where applicable) to ensure the smooth running of the event. o Partners will be offered the following complimentary workshops: Science communication training to support with the creation and delivery of high quality public engagement events. This will include two complimentary places for those delivering activities. Marketing and PR masterclass on promoting events, considering key audiences, writing press releases and generating hype around events for those with limited experience in marketing, PR and social media. Accessibility at events best practice guidance workshop so that access can be considered early on in the planning process, to ensure all events are as open and inclusive as possible. Event cost o Most organisations running events as part of the Festival are able to cover their own costs and offer the event to the public for free. o If partners are charging for their event, we will need to know what costs this is covering. If partners are making significant income from their event, it is often shared with the Festival to aid with our running costs. Communications with MSF o It is important that all partners keep in regular communication with MSF before, during and after the Festival. MSF will communicate with partners via scheduled and one-to-one meetings, phone calls and . It is essential that partners attend key meetings or send a representative in their place and respond to the deadlines listed in the MSF16 Partner timeline (see page 11). Please let the MSF team know in advance if you are unable to attend scheduled meetings or meet key milestones. Page 6 of 13
8 o The MSF website will have a dedicated section where partners can access and download files and information. This will include key dates and milestones, brand guidelines, logos and other marketing materials, volunteer request forms, risk assessments and other relevant information. o We are happy to visit partner organisations and provide their staff with a Festival overview, pre-festival briefing or any other information you may require. Please let the MSF team know if you would like to arrange this. Branding and Marketing o The Festival team focuses mainly on general marketing for the Festival through digital communications, print collateral and paid for advertising. By being involved in the Festival, partner events will be included on the Festival website and may be chosen for inclusion in print and promotion. o Organisers are encouraged to support Festival promotion by publicising their own events. This could be to networks we don t have access to or to enhance our marketing campaign. We ask that partners let us know what their communications plans are this will help to avoid clashes (and unnecessary spending), to align our communications and to ensure they are within the brand guidelines. We can provide guidance and support if partners have little experience in promoting events. o Partners must promote events as part of the Manchester Science Festival and ensure there is an MSF brand presence during the event. We can provide a bespoke event poster, branded template for flyers, MSF logo, copy, images, printed materials including the Festival printed programme and flyer, branded stickers and badges, A3 posters, Facebook and Twitter banners and PowerPoint/TV screen templates as required. We cannot guarantee quantities you request, but ask partners to let us what they will require and we will do our best to accommodate their needs. o Partners must use the newly developed rebranded MSF materials, adhere to the MSF brand guidelines and obtain sign-off by the MSF team before finalising marketing materials with Festival branding. o All promotional material for use at events taking place at the Museum of Science and Industry must be reviewed and agreed in advance with the MSF team. This includes flyers, posters, banners and any other marketing or branding materials. o MSF will work within partner guidelines wherever relevant. Partners are asked to send their brand guidelines to the MSF team when sending their logos, images and copy. Web and print copy o When submitting events for the programme, partners will be asked to provide us with an event title and event details. The event details need to accurately reflect the content and format of the event. o MSF will have all event descriptions written by a professional copywriter who will use the event details you provide, to ensure this complements the tone of the wider programme. o We also welcome quotes, fun facts, comparisons, analogies or any other information which could be helpful for our copywriter. o Please note that we do not accept pre-written event copy. Page 7 of 13
9 Logos and images o We ask partners to send us logos of their organisation and high resolution images which reflect their event. Kindly send any logos or images to mcrscifest@gmail.com, though please note that this is not a correspondence . o Any images supplied must have full online and offline publication rights and must be cleared for use for Festival promotion. o By sending us images, you are allowing us to use them, but there is no guarantee that they will be used. Images may be used across all media platforms. o Partners are asked to review the MSF image guidelines for further information. o We will endeavour to include partner logos on the website, featured alongside on the associated event page. Unfortunately we are unable to promote partner funder logos. o Logos in the printed programme are reserved for sponsors. Please let us know if you are interested in any of our logo sponsorship packages. Press and PR o During key points of the year, there will be a focus on PR activity, with the aim of generating local, regional and national media coverage. o We ask all partners to reference MSF in the opening paragraph of any press releases they generate and again in the Editors Notes where a boiler plate on the MSF must be included. These releases must be signed off by the MSF team prior to release. o Partners are asked to share press and PR ideas with the MSF team so we can keep track of all external PR activity and potential clashes. o Partners are asked to make the MSF team aware of the relevant spokespeople from their organisation so we can offer them up for interviews where applicable. Any media interviews should be approved by MSF and PR spokespeople must be briefed to reference MSF. o Partners are responsible for tracking and collating media coverage they have generated and are asked to supply copies to the MSF team for evaluation. Photography and video o MSF will hire professional photographers and videographers to capture images and video from the Festival. Partners will be informed in advance if either the photographer or videographer will be attending their event. On occasion, we may need to adapt their schedule during the Festival week and may have a partner event on stand-by should this occur. Partners must ensure all necessary internal paperwork is complete if their event is allocated or on standby. o Photographers and videographers will always be accompanied by a representative of the Museum of Science and Industry and will bring signage as appropriate. Where required, they will be responsible for ensuring completion of MSF consent forms. o Partners are welcome to use images from their event for promotional purposes. However, as the copyright will be held by the Science Museum Group, all images must be credited appropriately and not used for commercial purposes. Page 8 of 13
10 Volunteers o MSF will recruit volunteers and all partners are able to request volunteers to assist at their events, although we cannot guarantee that we will be able to provide partners with the full number of volunteers requested for each day. o It is the responsibility of each partner to ensure that MSF volunteers are given a full briefing and assigned appropriate tasks, given the opportunity to ask questions and have scheduled breaks in line with legal guidelines. o All event organisers wanting to use MSF volunteers must attend a workshop on managing volunteers. Research & evaluation o MSF offers a great opportunity to work collaboratively to generate useful audience data. We will undertake an evaluation programme which may include the use of interactive displays, vox pops, evaluation forms and conducting surveys with visitors at selected venues. Where applicable, our external evaluation consultant will ask to work more closely with partner events to help collect specific feedback or gain specific insights. o As part of the Festival, partners will be expected to support our evaluation process and provide us with information from their events. This includes counting visitor numbers and submitting these to the MSF team after the Festival. We will share all event data with partners after the Festival, including providing copies of the evaluation forms once they have been analysed by external evaluators. o Partners need to ensure that in collecting any additional visitor data, they are adhering to the Data Protection Act and also using the data effectively to promote events and crossselling, and to avoid duplication. Funders and Sponsors o The Festival is not publicly funded. We work hard to secure grants and sponsorship to operate. If a partner organisation or an organisation they know may be interested in supporting the Festival, we have excellent sponsorship packages available. Please do get in touch with the Festival team to discuss these further. o Partners are responsible for financing their events, unless otherwise agreed with MSF. When sourcing funders and sponsors, we ask partners to liaise with MSF to identify opportunities which could enhance their proposal and to avoid any potential conflicts. o On occasion, we may wish to assign sponsors to partner events, but will discuss this in advance if this is relevant. o We ask partners not to distribute fundraising material during Festival events. Accessibility o MSF has an inclusive policy and aims to make each event as open and inclusive as possible. We ask all partners to consider access when planning their events and making venue choices. o On occasion, MSF may be able to offer assistance with sourcing BSL interpreters. We can also put partners in touch with experts who can advise on specific areas of access. Page 9 of 13
11 Health and safety and insurance o Partners are responsible for the safety of their events and the public attending. Partners should ensure they are covered by Public Liability Insurance (PLI) this may be covered by a partner venue or may need to be arranged separately. MSF will require a copy of partner PLI in line with our policy. o Partners are responsible for general health and safety at their events and must complete a thorough risk assessment for each event. This needs to consider risk implications of both the event and venue. The MSF team is able to provide partners with any support needed to complete risk assessments. Ticketing o Whilst most events part of MSF are free, some are ticketed and may include a small charge. MSF uses SeeTickets for bookings and will set-up and manage SeeTickets pages for all events. We will send partners weekly updates on ticket booking figures and all event specific enquiries will be forwarded directly to partners. o For SeeTickets, please include VAT and the set 10% booking fee within the final ticket price. MSF will organise the settlement from SeeTickets tickets within 30 days of the Festival end (subject to the completion of paperwork). o On occasion, it may be more appropriate for partners to use their own booking system (such as with theatre productions and similar events). This must be agreed with the MSF team in advance. o All partners will be asked to reserve a small number of complimentary tickets aside for the MSF team. We would recommend partners also hold tickets aside for press and marketing competitions. Visitor Engagement o Front of House staff at partner venues should be thoroughly briefed on the MSF programme. MSF will provide all partner venues with an overview of the Festival programme on a partner briefing day, which will take place at the Museum of Science and Industry. o Partners are responsible for embedding briefing information within their staff team. We would be happy to support with the delivery of a briefing session at partner organisations. Partners are asked to provide the MSF team with plenty of notice if they would like to take up this opportunity. We hope this information has been useful it s certainly not an exhaustive guide to being involved in Manchester Science Festival, so if you have any queries, please just get in touch. What to do next? Read the information pack and ready to apply? The application form is available to download via Page 10 of 13
12 MSF16 Partner timeline Application process Calls for proposals open Tuesday 1 March Event organisers information and networking day Tuesday 29 March* Deadline for stage 1 applications Friday 15 April Development of stage 1 applications w/c 9 and 16 May Deadline for stage 2 applications w/c 23 May Programme confirmed w/c 30 May Partnership agreements issued w/c 6 June (deadline to return Friday 21 July) *For more details and to sign up for the networking day, please visit: Partner meetings and masterclasses* Science Communications training for partners (repeated, optional) Tuesday 14 June and Wednesday 15 June Partner accessibility masterclass (optional) Wednesday 1 June Partner marketing and PR masterclass (repeated, optional) Thursday 4 August (evening) and Wednesday 24 August (morning) Partner programme overview Wednesday 24 August (evening) Volunteer briefing sessions Tuesday 27 September and Thursday 29 September *Masterclasses are available on a first come, first serve basis. Sign up details for each event will be circulated closer to the time. Marketing Partner asset and branding needs agreed w/c 20 June Partners to review event description written by copy writer w/c 4 and 11 July Last review of information before brochure printed w/c 1 August Printed programme delivered and website launched w/c 5 September Volunteers Partner volunteer requests submitted Monday 22 August Please refer to Partner meetings and masterclasses for volunteer briefing session dates. Attendance at this briefing session is essential for partners wanting to use MSF volunteers. Health and Safety and Visitor Figures Partner risk assessment and PLI deadline Monday 3 October Partner event visitor figures submitted Friday 12 November Festival dates Manchester Science Festival launch party Thursday 6 October Festival dates Thursday 20 October Sunday 30 October Page 11 of 13
13 Key contacts at MSF: Tania Mahmoud, Partnerships and Collaborative Programme Manager E: T: M: Carole Keating, Creative Producer T: M: Penelope Hill, Programme Coordinator T: Manchester Science Festival 20 October 30 October Page 12 of 13
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