TM MARCH 21-28, 2015 PARTNER GUIDE
Festival Partnership The success of the Atlanta Science Festival depends upon collaboration. Local museums, educational institutions, non-profit organizations, and businesses work together to develop events and activities to encourage conversations and inspire curiosity about regional STEAM (science, technology, engineering, arts and mathematics) research and innovation. Benefits of Participation Visibility New Audiences Connections A core objective of the Atlanta Science Festival is to showcase the impressive advances in science and engineering in our region. This may include research at our colleges and universities, developments at our locally based companies, and education initiatives at our museums and cultural institutions. We want to highlight the amazing STEM assets and opportunities in our region. The inaugural Festival in 2014 reached 30,000 people from across the metro region. Our evaluation illustrated a high level of engagement across a diverse community, including attendees of all ages, a race/ethnicity distribution reflective of the metro region, and an even spread of home zip codes throughout metro Atlanta. By creating programming that is part of the Festival infrastructure, you and your organization will be able to reach diverse audiences across metro Atlanta, drawing them in for your Festival program, and advertising for your year-round efforts as well. With over 80 partners in our inaugural year, the Atlanta Science Festival has proven to be a central point of connection for people and organizations in our city who are passionate about STEM education. As a Partner, there are a multitude of opportunities to share in these connections, together growing new ideas for exciting programs and collaborations to spread our mutual love of STEM with the public.
PARTNER CATEGORIES PROGRAM PARTNERS Program Partners are organizations that help guide ASF programming, assisting to create and deliver engaging STEM programs for the public. Festival Partners may also serve as venues for ASF events. Program Partners will be recognized on the ASF website and in conjunction with the programs they produce. Requirements are as follows: Complete Partner Agreement Send a delegate to partner meetings and quarterly meet-ups Host at least one program during the festival week and encouraged to exhibit at the Exploration Expo. If partners host 3 or more unique programs, they qualify for waived exhibitor fees for one 10 x 10 tent (fees will vary for businesses and non-profit organizations) Assist with marketing and social media efforts for the Festival: Link to ASF from your organization s website Like/follow ASF Facebook, Twitter and Instagram accounts, sharing our relevant posts, especially in the run-up to the Festival. In return, we will share selected posts from your organization as well. Include ASF events in which your organization is participating in email and social media blasts to staff, members and constituents Post signage for ASF events in which your organization is participating in public areas (All materials will be provided by ASF) PR support; assist in pitching local media outlets for coverage Provide trade and/or experiential tickets (when possible), especially for ASF volunteers at your events COMMUNITY PARTNERS Any organization - including local youth education groups, community groups, parent groups and cultural groups - who might not create their own programs but might promote events, bring audiences and offer venues for outreach programming. Expectations include: Complete Partner Agreement Invited to attend quarterly meetups Welcome to exhibit at the Exploration Expo if you have relevant and interactive content to present; exhibit booths fees for one 10 x 10 space are scaled for non-profit/for-profit status Participate in (by bringing a group or hosting a booth) the Exploration Expo. Like/follow ASF Facebook, Twitter and Instagram accounts, sharing our relevant posts, especially in the run-up to the Festival. In return, we will share selected posts from your organization as well.
Program Planning PROGRAM TYPES The Atlanta Science Festival is organized into the following programming areas, with the goal of offering unique activities that engage diverse audiences in different formats. ASF Partners are invited to propose programs in any of the areas outlined below. Proposals may fall under more than one category. We are happy to post your regular science programming taking place during Festival week on our website, and will solicit for those programs separately. DISCOVERY DIALOGUES: Three Discovery Dialogues will be held during the Festival, and we invite our partners to help organize and participate in them. The Dialogues will feature 3-4 panelists on a single topic who explore that topic from different perspectives (scientists, religious leaders, artists, field experts, etc). Financial support may be available from ASF to help you produce one of these programs. SCIENCE ON THE SCREEN: These events will feature science related films paired with local experts sharing their thoughts on the science in a short talk and Q&A after the film. Financial support may be available from ASF to help you produce one of these programs if placed at a local theater. EDUCATOR/STUDENT PROGRAMS: ASF loves Atlanta science teachers! We encourage programming designed to appreciate our teachers and provide them with professional development or field trip opportunities for their students. SCIENCE CAFES: Science cafes are laid back, interactive lectures by scientists for the public. To bring in as large an audience as possible, these events will be held only in the evenings and weekends, preferably at off-campus locations like bars and coffee shops. THE SCIENCE BEHIND... : Events in this category will highlight the science behind Atlanta resources (labs, hiking trails, factories, other creative locations) through interactive tours led by scientists and other experts. STEAM PROGRAMS: One of the missions of the ASF is to highlight the way science is connected to other disciplines, namely the arts. We encourage programming that highlights these connections. Financial support may be available from ASF to help you produce one of these programs. FUTURE LEADERS: Programs falling in this category are specially designed to meet the ASF goal of helping develop our local workforce in STEM careers. FAMILY SCIENCE: Family science programs are designed to engage children and their parents in fun science activities throughout the week. IMAGINING THE FUTURE: ASF staff will coordinate visits by scientists to dozens of local classrooms where scientists will share their work and invite students to imagine with them how science can shape the future. EXPLORATION EXPO: Produced by ASF staff, this event is the culminating big splash of science to feature hands-on exhibits and performances by our partners. The Expo will take place on March 28, 2015.
EVENT GUIDELINES Based on evaluation data from our first festival and to help us keep all our events consistently ASF branded, we ask that you keep these guidelines in mind while planning your event. Event logistics and costs are provided entirely by the Program Partner Partner will promote their own event, including linking to event details on the ASF website Events must occur at an accessible location Partner agrees to let ASF advertise program for fundraising efforts The event may be free (or free with admission) or ticketed to cover production costs only The event must be co-branded with materials provided by ASF When possible, events should include a local scientist or science professional (including university faculty, students, informal science educator, industrial scientist, etc.) ASF may be able to provide volunteers and scientists during the Festival week, if requested Inspire Curiosity and take risks! Events should be fun, clever, interactive, experiential, and meaningful, enlivening a sense of awe and wonder in our world! WHAT DOES ASF PROVIDE? We are so thankful for all that our partners put into making ASF a week to remember. We would like to support your efforts as much as possible, and will provide the following: An audience generated through our broader ASF marketing Event listing on the ASF calendar ASF promotional materials (buttons, print materials, etc) Signage for your event Photography and evaluation (at select events) Volunteers and expert scientists as needed Select program costs (as approved by ASF) for Discovery Dialogues, Science on the Screen, and STEAM Programs EVENT COSTS It is a goal of the ASF to draw new audiences to discover the wonder of science and technology, and we believe that keeping programs as low cost as possible will yield greater results. Free programs remove many barriers that keep people from attending events, particularly those who do not usually attend public science events. However, we understand that producing innovative, exciting and engaging programs can come with significant costs. ASF has a limited programming budget to help offset costs for certain types of programs. If your program does not qualify for ASF funding support, then we ask that you make every effort to keep your programs free or only charge to cover production costs.
Exploration Expo The Exploration Expo will engage a large audience in the fun of science, technology and engineering in many forms, with at least 100 hands-on booths, performances, and interactive demonstrations, providing science-themed entertainment for the whole family. The event is scheduled for Saturday March 28th in Centennial Olympic Park. WAYS TO GET INVOLVED FEES Exhibit by providing hands-on activities Host a special program or performance Provide roving performers or activities Volunteer to help with event production and community outreach Become a sponsor There is a fee associated with exhibiting at the Exploration Expo this fee covers a portion of the hard costs associated with creating the event Fees will vary for businesses versus non-profit organizations (Fees TBD). Please contact us if the fee will inhibit your participation, as some fee waivers are available. IMPORTANT DATES FOR ASF 2015 September 15 - October 31: October 22 - January 9: December 5: January 14: February 6: February 13: February 20: March 2: Partner program proposal submissions open Expo proposal submissions open Notification from ASF Program Review Committee Dates, times, locations, speaker bios and promotional images, and final descriptions due Notification from ASF Expo Programs Review Committee ASF marketing material orders due On site volunteer requests due All advance ticketing websites open All logistics in place for each event
FAQs PROGRAMS What do you mean by accessible location? We want to be sure participants are easily able to locate events, therefore we request that events be accessible to the public. Ideally, they may be reached by public transportation or have available (and FREE) parking. When possible, we suggest non-academic venues be used to welcome attendees who do not usually attend science events. In addition, we want to ensure all participants have access to attend ASF events; therefore we request that venues be ADA compliant. What if we don t want to be responsible for taking the lead on an event can we still participate? We encourage organizations to work together to plan events. The more collaboration the better! We would be happy to recommend partners with whom you might share responsibility. Why do you suggest that a local scientist or science professional be present? Previous science festival evaluations have shown the experience of participants who interacted with a STEM practitioner was enhanced greatly. In many cases, attendees are interacting with a STEM practitioner asking questions or engaging in hands-on activities, for the first time. In addition, there is benefit to the STEM professional. Evaluations report that 75% of STEM professionals who exhibited and presented at the festivals reported increased confidence interacting with public audiences. Are there any incentives for offering multiple programs? Yes, if Program Partners host at least 3 unique programs then they are eligible for waived exhibit fees at the Exploration Expo. What do you mean by co-branding? We ask that you use the ASF logo and follow our style guide in mentioning ASF in any marketing or press material you create for the event. And we will do the same! All ASF logos will be available on our website and we will provide any further material you need to make this easy for your team. EXPO How do I sign up? We will begin accepting submission requests on our website beginning in the fall. In the meantime, let us know you are interested in participating, so we can keep you in the loop about ASF updates. What if multiple groups want to contribute similar activities? ASF will review submissions to minimize overlap. When submitting a proposal, please provide as much detail as you have, so we can avoid repetition. If there is overlap, we can either put you in touch with the other organization (we encourage collaboration!) or work with you to develop another activity. What if it rains? Our rain location is the Georgia World Congress Center. The final decision to move to the rain location will be made 48 hours prior to the event and will be communicated to all partners via email and posted to the website. OTHER QUESTIONS? CONTACT MEISA@ATLANTASCIENCEFESTIVAL.ORG
ASF 2015 Deadlines AUGUST - DECEMBER 2014 August 1 Marketing: ASF website updated for 2015, featuring confirmed partners, sponsors, etc. September 15 Programming: Submission processes open for Partner program proposals October 22 Expo: Submission processes open for Expo proposals October 31 Programming: Partner program submissions close December 5 Programming: All Partner programs notified of approval JANUARY 2015 January 9 Expo: Expo proposal submissions close January 14 Programming: Partner programs dates, time, fees, locations, speaker bios, promotional images and final descriptions due January 30 Programming/Marketing: All programs go live on web calendar FEBRUARY 2015 February 6 Expo: All Expo presenters are notified of approval Programming: Volunteer registration opens Marketing: ASF marketing material requests due February 13 Programming: Volunteer requests due February 20 Programming/Marketing: All advance ticketing websites open MARCH 2015 Week of March 2 Marketing: Printed event guide available/distributed Programming: All event logistics confirmed Week of March 9 Programming: Volunteer orientations; Volunteer shirts available Week of March 16 Marketing: Printed event guides, posters and swag delivered for specific events March 21 FESTIVAL LAUNCH!
Partnership Confirmation Please fill out the following form on the ASF website (www.atlantasciencefestival.org/become-a-partner) or submit this via fax (404.727.9702) or email (meisa@atlantasciencefestival.org). Organization Name Organization Website Primary Contact for ASF Name Phone Number Email address Partner Category Program Partner Community Partner Organizations that help guide ASF programming, assisting to create and deliver engaging STEM programs for the public. Program partners may also serve to provide venues for Festival events. Any organization - including local youth education groups, community groups, parent groups and cultural - who might not create their own programs but might promote events, bring audiences and offer venues for outreach programming. Do you intend to submit a proposal for the Expo? Yes No Please indicate the amount and type of marketing your organization will be able to provide both for your own proposed program and for ASF. Website: unique page views Facebook: likes Email blast/newsletter: subscribers Twitter: followers Direct mail: subscribers Other: