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M A R C H 2 1 -2 8 , 2 0 1 5
PA R T N E R G U I D E
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:
ƧNJ Complete Partner Agreement
ƧNJ Send a delegate to partner meetings and quarterly meet-ups
ƧNJ 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)
ƧNJ 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
ƧNJ 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:
ƧNJ Complete Partner Agreement
ƧNJ Invited to attend quarterly meetups
ƧNJ 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
ƧNJ Participate in (by bringing a group or hosting a booth) the Exploration Expo.
ƧNJ 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.
ƧNJ Event logistics and costs are provided entirely by the Program Partner
ƧNJ Partner will promote their own event, including linking to event details on the ASF website
ƧNJ Events must occur at an accessible location
ƧNJ Partner agrees to let ASF advertise program for fundraising efforts
ƧNJ The event may be free (or free with admission) or ticketed to cover production costs only
ƧNJ The event must be co-branded with materials provided by ASF
ƧNJ When possible, events should include a local scientist or science professional (including university faculty, students, informal science educator, industrial scientist, etc.)
ƧNJ ASF may be able to provide volunteers and scientists during the Festival week, if requested
ƧNJ 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?
EVENT COSTS
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:
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.
ƧNJ An audience generated through our
broader ASF marketing
ƧNJ Event listing on the ASF calendar
ƧNJ ASF promotional materials (buttons,
print materials, etc)
ƧNJ Signage for your event
ƧNJ Photography and evaluation (at select
events)
ƧNJ Volunteers and expert scientists as
needed
ƧNJ Select program costs (as approved by
ASF) for Discovery Dialogues, Science
on the Screen, and STEAM Programs
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
ƧNJ
ƧNJ
ƧNJ
ƧNJ
ƧNJ 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
ƧNJ 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.
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
ƧNJ Become a sponsor
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 [email protected]
ASF 2015 Deadlines
AUGUST - DECEMBER 2014
August 1
ƧNJ Marketing: ASF website updated for 2015, featuring confirmed partners, sponsors, etc.
September 15
ƧNJ Programming: Submission processes open for Partner program proposals
October 22
ƧNJ Expo: Submission processes open for Expo proposals
October 31
ƧNJ Programming: Partner program submissions close
December 5
ƧNJ Programming: All Partner programs notified of approval
JANUARY 2015
January 9
ƧNJ Expo: Expo proposal submissions close
January 14
ƧNJ Programming: Partner programs dates, time, fees, locations, speaker bios, promotional images
and final descriptions due
January 30
ƧNJ Programming/Marketing: All programs go live on web calendar
FEBRUARY 2015
February
ƧNJ
ƧNJ
ƧNJ
February
ƧNJ
February
ƧNJ
6
Expo: All Expo presenters are notified of approval
Programming: Volunteer registration opens
Marketing: ASF marketing material requests due
13
Programming: Volunteer requests due
20
Programming/Marketing: All advance ticketing websites open
MARCH 2015
Week of March 2
ƧNJ Marketing: Printed event guide available/distributed
ƧNJ Programming: All event logistics confirmed
Week of March 9
ƧNJ Programming: Volunteer orientations; Volunteer shirts available
Week of March 16
ƧNJ Marketing: Printed event guides, posters and swag delivered for specific events
March 21
ƧNJ 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 ([email protected]).
Organization Name
Organization Website
Primary Contact for ASF
Name
Phone Number
Email address
Partner Category
Program 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.
Community Partner
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
Email blast/newsletter:
Direct mail:
subscribers
subscribers
Facebook:
Twitter:
Other:
likes
followers