Home > Toolkits > Small Festivals Toolkit

Small Festivals Toolkit

Festivals are not just celebrations: they are celebrations that bring people together. So successful festivals of any kind—science festival or not—must involve a significant fraction of their community.

For science festivals looking to serve an entire major metropolitan region, that can mean scores of events, hundreds of collaborators, and total attendance numbers in the tens of thousands. This can be a daunting task, but it is almost always achieved with six- or even seven-figure budgets, and paid, full-time staff.

On the other hand, smaller scale science festivals can still be a success, especially when operating in smaller markets, in areas with relatively few science resources, or with a mission focused on specific neighborhoods within larger regions. Smaller science festivals may not need to hit the same attendance numbers, but without staff, forgiving budgets, and the capacity to blanket a region in activity, they face unique challenges of their own.

What should be considered the bar for success with a smaller scale festival? What should a smaller science festival with limited resources choose to spend money on? What priorities should be emphasized in year one? In year five?

Science Festival Alliance (SFA) members have shown that smaller science festivals can be an enormous success, whether they grow year-over-year or maintain a sustainable, smaller-scale momentum. Over the years, the SFA has worked with smaller and midsize festivals to get them to contribute planning documents and other production materials to sciencefestivals.org. Some of these resources are compiled here: please contact us if you are ready to add more.

 

Toolkit Resources

 

Attendee Post Survey (Small Festival)

Post Survey for Attendees to science festival events (designed by small resource festival)

GO TO RESOURCE

Sponsorship Levels (Small Festival)

Four years of sponsorship levels from a small festival (CSSF) -- this shows the different funding levels available to different potential funders 201...

GO TO RESOURCE

Science Festival Growth Projections (Small Festival)

Growth projections from the Colorado Springs Science Festival - this was from 2013 and gave a good indication of where and how they expected their fes...

GO TO RESOURCE

pdf

Production Calendar (Small Festivals)

Production calendar for a small resource festival - a run down of what to do and when!

GO TO RESOURCE

pdf

Volunteer Recruitment Flyer (Small Festivals)

Recruitment flyer for posting about volunteer positions for the upcoming science festival

GO TO RESOURCE

pdf

Letter to Potential Collaborators (Small Festivals)

Editable letter to potential collaborators for a festival.

GO TO RESOURCE

Festival Job Descriptions (Small Festivals)

Festival job descriptions

GO TO RESOURCE

Sponsor Benefits (Small Festivals)

Another example of sponsor benefits

GO TO RESOURCE

pdf

Call for Proposals (Small Festivals)

Call for proposals to solicit submissions for science festival activities

GO TO RESOURCE

Festival Overview Doc (Small Festivals)

Overview of the St. Petersburg Science Festival for potential partners.

GO TO RESOURCE

pdf

Festival Justification (Small Festivals)

A document outlining the importance of the St. Petersburg Science Festival and why collaborating with the festival is important.

GO TO RESOURCE

pdf

Action Timeline (Small Festival)

An example of the timeline for when certain tasks related to festival production should be completed. Things to consider in this process: press releas...

GO TO RESOURCE

Invitation for Returning Exhibitors (Small Festivals)

Invitation to be sent to returning exhibitors (see also, invitation to potential new exhibitors).

GO TO RESOURCE

pdf

Invitation for New Exhibitors (Small Festivals)

Invitation for potential new exhibitors (similar to the returning exhibitors note)

GO TO RESOURCE

pdf

Exhibitor FAQ (Small Festivals)

A 'need to know' document for potential or confirmed exhibitors about expectations and deadlines.

GO TO RESOURCE

pdf

Exhibitor Registration (Small Festival)

Sample exhibitor registration form.

GO TO RESOURCE

pdf

Evaluation Summary (Small Festivals)

Quick handout of evaluation summary from science festival to give to potential collaborators or partners - serves as a fast overview document.

GO TO RESOURCE

pdf

Internship Description (Small Festivals)

Description for job posting/potential hire of interns to serve the festival.

GO TO RESOURCE

pdf

Exhibitor Guidelines (Small Festivals)

Guidelines for exhibitors at the expo/carnival style day.

GO TO RESOURCE

pdf

Sponsor Benefits (Small Festivals)

Another example of potential sponsor benefits.

GO TO RESOURCE

pdf

Exhibitor Agreement Form (Small Festival)

Exhibitor Agreement Form for an event (carnival/expo style). This is to be filled out by the exhibitor for the use of the festival organizer.

GO TO RESOURCE

pdf

Exhibitor Event Survey

Survey for exhibitors after the event - this can help you gauge the exhibitors that took the most enjoyment out of the exercise, which ones to invite ...

GO TO RESOURCE

Questionnaire (Small Festival)

Another example of a distributed survey for at an event to collect data.

GO TO RESOURCE

Partner Cover Letter (Small Festivals)

Cover letter to send to potential partners. This allows them to see the different ways they can be involved in the festival including funding or throu...

GO TO RESOURCE

Carnival Survey [Kids] (Small Festival)

Compilation of Carnival or Expo Survey geared towards children

GO TO RESOURCE