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.
Post Survey for Attendees to science festival events (designed by small resource festival)
Four years of sponsorship levels from a small festival (CSSF) -- this shows the different funding levels available to different potential funders 201...
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...
Production calendar for a small resource festival - a run down of what to do and when!
Recruitment flyer for posting about volunteer positions for the upcoming science festival
Editable letter to potential collaborators for a festival.
Call for proposals to solicit submissions for science festival activities
Overview of the St. Petersburg Science Festival for potential partners.
A document outlining the importance of the St. Petersburg Science Festival and why collaborating with the festival is important.
An example of the timeline for when certain tasks related to festival production should be completed. Things to consider in this process: press releas...
Invitation to be sent to returning exhibitors (see also, invitation to potential new exhibitors).
Invitation for potential new exhibitors (similar to the returning exhibitors note)
A 'need to know' document for potential or confirmed exhibitors about expectations and deadlines.
Quick handout of evaluation summary from science festival to give to potential collaborators or partners - serves as a fast overview document.
Description for job posting/potential hire of interns to serve the festival.
Guidelines for exhibitors at the expo/carnival style day.
Another example of potential sponsor benefits.
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.
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 ...
Another example of a distributed survey for at an event to collect data.
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...
Compilation of Carnival or Expo Survey geared towards children