How to Plan your event for National Science and Technology Week

A special event is an activity within a community that brings together a large number of people. Special events are focused on a specific purpose and require careful planning, organizing, and coordinating. Here are a few guidelines to help you develop your own event for National Science and Technology Week (NSTW).

The following is a list of past events held by Natural Resources Canada and other Science-Based Departments and Agencies (SBDAs) that may help you plan your own event:

Open House
Hosting an open house of your facilities during NSTW offers an opportunity to have hands-on activities for students during the week and for families during the weekend. Showcasing the science and technology (S&T) within your organization will help generate awareness of Canada's cutting-edge S&T developments. For example, Natural Resources Canada hosted a Science FunFest at their Booth Street Complex in Ottawa with approximately 3,000 visitors. More than 18 external partners contributed to the event, which included 55 hands-on activities.

Tours
Tours of labs and facilities can be offered by your organization, with experts showcasing their work to students and families. Depending on the size of your organization, you can offer short tours of an hour or so, or half-to-full day programs. For example, the Gatineau Satellite Station in Cantley, Quebec, offered one hour tours to the local community. Visitors learned about earth observation and satellite images received in Canada.

Lecture Series
Your organization can offer lecture series to internal and external audiences. Experienced speakers can provide an opportunity for an on-site presentation if there is suitable accommodation, or at a local museum or library. For example, the Canada Museum of Science and Technology hosted a lecture series for intermediate and high school students. Presentations from speakers covered topics such as solar energy, Global Positioning Systems, and remote sensing. The two day program was attended by 965 students.

School Tours
Teachers are always looking for opportunities for hands-on learning outside of the classroom. School Tours can provide students with the ability to apply what they have learned in their studies to real-life situations as they learn from experts Each year Natural Resources Canada has offered School Tours throughout the week for an average of 1,000 students, teachers and chaperones. Over the course of the week, NRCan staff offered lab tours and presentations on rocks and minerals, fossils, GPS, remote sensing, landslides, and earthquakes.

Celebrating Milestones
If your organization is celebrating an anniversary, or has recently completed a long-term project, NSTW is an excellent time to invite the public to join the celebration. Last year, the Geomagnetic Laboratory celebrated its 50th Anniversary and held an open house of their facilities. Staff offered tours to employees on the Friday, and invited the general public on the Saturday. Visitors learned how magnetic storms affect satellites, and how the magnetic pole is constantly changing.

Conferences
Conferences held during NSTW provide an opportunity to promote the week through speeches, posters, and hand-outs to participants. Natural Resources Canada's Geological Survey of Canada's Quebec office attended the "Congrès de l'univers social à Québec" and provided teaching material on earth sciences and geography to over 300 teachers.

Libraries
Libraries provide an excellent venue for presentations and hands-on activities for audiences of all ages. Natural Resources Canada held a Rock 'N' Fossil Show, where geologists identified rock samples and explained their significance to over 500 visitors at the Crowfoot Library in Calgary.

Best Practices and Guidelines

1. Getting Started

The first step in planning a special event is deciding what you want to do and how you plan to do it. To help you get started, you can begin by answering a few of the questions below:

- What is the purpose of your event?
- Who is your target audience?
- When is the best time?
- What facilities are available to accommodate the number of people you want to attend?
- Which media outlets are available to promote the event?
- What are the logistics?
- How much will it cost? Is there a possibility of funding?

Creating an event committee is a great way to assist you in answering the above questions. We also encourage collaborative partnerships. Working collectively builds strong working relationships, promotes learning opportunities, and encourages knowledge sharing and teamwork.

2. Purpose

When planning an event, you need to have a purpose. When coming up with an idea, consider asking yourself the following questions: What is the reason for this event? What are you trying to say or promote? For example, the purpose of NSTW is to create
diverse opportunities for Canadians to learn about the importance of science and technology, and for youth to be inspired to consider careers in science. Any event with a focus on science and technology that educates and interests Canadians is a valuable part of National Science and Technology Week.

3. Target Audience

Your target audience is the main group of people you are trying to reach. Be sure to carefully research who this is. The more you can tailor your event and message to a specific group, the more likely you are to get their attention. NSTW is an environment for people of all ages, however its target audience is children and youth; it may be a good idea to contact local schools and/or school boards in your area. If your group or organization does not have experience interacting with this audience and is unsure of how to get started, try consulting similar or partner organizations for advice and ideas.

4. Date and location

Picking an ideal date will depend on the type of event you are planning. NSTW 2011 will be held from the 14th to 23rd of October. Since it is a national event that takes place all across Canada, events can happen anywhere in the country. When picking a location, think about a suitable venue within your community - or better yet, consider partnering with a local museum, school, science centre, library, or even community centre. Mention to them that this is a part of a national celebration, which may encourage them to get involved. If your event is weather dependant, it is important to include this information in your promotional material.

5. Promotion

The key to hosting a successful event is to promote it well and get the information out to as many people as possible. Here are a few promotional methods to consider:

Newspapers: Having local newspapers announce your event is a great way to promote awareness within your community. You can easily contact newspapers and request to have your event announced in an article or in their Calendar of Events.

Radio: There is a wide variety of radio stations and radio programming you can chose from to promote your event. You can request on-air interviews or public service announcements as a way to get your message across.

Television: This also a great way to promote your event. You can have your event announced on several television stations. Similar to newspapers and radio, you can also request interviews on specialty programs, air public announcements, or have your event announced in their Calendar of Events

Internet: Information and details about your event can be posted online, including on the websites of newspapers or radio and television stations. If you decide to develop printed materials (such as posters, brochures, or flyers), these can also be posted online. You may also choose to use social media (Twitter, Facebook, YouTube, etc.) to promote your event. Once you have registered your event on Science.gc.ca, information about your event will also be posted on the website along with your organization's logo, if you so choose.

Internal Communications: Here are a few suggestions on how to promote your event within your organization: newsletters, Intranet, emails, meetings, conferences calls, wikis, blogs, podcasts, message boards, printed material, face to face, and so on.

Print: Printed materials can easily be distributed and posted for the general public to see. To promote your event, you can create brochures, posters, flyers, maps, exhibit signs, and banners.

Outdoor signage: Outdoor signs are very effective in reaching the general public. You can place them in different areas around your community, or near the actual event to direct people to the venue.

6. Logistics

When planning your event, it's important to think about the little details that will make your event run smoothly. These include set-up and take down, utilities, facilities, the registration process, tables and chairs, permits, security, food and drinks, parking, transportation, signage, music, public services, contingency/back up plans, decorations, supplies, and so on. It's a good idea to create a schedule of all event-related preparations and activities to make sure you don't forget about anything.

7. Budget

Your budget should be very detailed and include all of your expenses and donations or sources of funding. There is a variety of online resources that can help you make your budget, and many sites have forms and worksheets that you can download and print off.

8. Evaluation

Shortly after your event, you should do an evaluation to determine how successful it was. Common evaluation methods include handing out surveys or questionnaires to visitors, or recording notes during the event. Doing an evaluation will help you see the areas that need improvement and those that were successful, which can help you in future event planning. To get the most out of your evaluation, it's a good idea to ask yourself the following questions:

- Did the event meet its goals or fulfil its purpose?
- Was the event successful in reaching its target audience?
- Was the event well received and well attended?
- What aspects could be improved?

9. Celebration

Finally, it's important to celebrate your good work and thank everyone who helped make it possible. Some organizations throw a party or give small tokens of appreciation to volunteers and organizers, but even a simple thank you lets them know that you value their help.
We hope these guidelines will save you time, hassle, and help you deliver a successful event.
Good Luck!