Welcome Julie Maxton
Introductions Marie-Claude Dupuis and Rebecca Jones
Clever clothes – the world of smart fabrics
DREAMS: dereverberation and reverberation of audio, music and speech
Every cell has a story – a new era of lung cancer research
Face facts: revealing the information hidden in faces
Faster fusion: new ideas
Flu fighters
Front to back: materials through the engine
Liquid level measurement using a fibre optic pressure sensor
Materials that repair themselves
Plasma rockets to the inaccessible solar system
Quantum light on a chip
Richard III: interdisciplinary research and the resolution of a 500 year old mystery
Super sight: Augmented reality for everyone
The body you know
The hidden landscapes of Stonehenge: seeing the past through remote sensing
The origin of life
The quest for the magnetic monopole
The real beef about meat
The vanishing glaciers of Everest
Weapons of microscopic destruction – how your immune system keeps you safe from attack
SCHOOL EXHIBIT Particles from outer space – School exhibit
Planning day and Exhibition week Marie-Claude Dupuis
From Conversatziones to the Summer Science Exhibition
The Exhibition nowadays
Exhibition set up details Exhibition Week Fri 26 June Monday 29 June Friday 3 July 2pm - 4pm 11am - 4pm; 6pm - 10pm 10am - 8pm Deliveries only Exhibition Preview. Exhibition open to the public. Daytime: schools groups. Sat 27 June and Sun 28 June Evening: Twilight Science. Saturday 4 July 10am - 6pm 10am - 6pm Exhibition set up Tuesday 30 June Exhibition open to the public. 10am - 9pm Exhibition open to the public. Sunday 5 July Exhibition break down details 10am - 6pm Wednesday 1 July and Exhibition open to the public. Sun 5 July Thursday 2 July 6pm - 8pm 10am - 5pm; 7pm - 10pm Exhibition break down Daytime: Exhibition open to the public. Evening: The Soirees. Mon 6 July 8am - 12pm Exhibition break down and collection
Audiences, marketing and communications Rebecca Jones
Who visits the Summer Science Exhibition? • Members of the public 10,447 in 2014 • Secondary school students and teachers 2,540 in 2014 • The media • Royal Society Fellows and VIPs
Promotion • London underground • Print adverts Time Out, New Scientist, Guardian Guide, BBC Focus Magazine • Social media • Online listings • Email campaigns • Royal Society newsletters
Exhibit title and chartermark Pick a strong title. Keep it short and punchy! Good titles from 2014 • Catch a comet • The gold rush • Creative cameras: photography in a new light • Ionic liquids: a solution for pollution • Butterfly evolution: from jungles to genomes
Timelines and planning Marie-Claude Dupuis
Timelines -
Budgets Example costs from a 2014 exhibitor: £3,500 Exhibit stand £2,000 Interactives and displays £1,000 Graphic design £3,000 Computer game £2,500 Touch screens £2,700 Production of three films £1,000 Leaflets and stickers Cost (£) £500 Polo shirts £3,000 Accommodation £2,000 Travel expenses £1,000 Transport/Couriers and sundries £22,200 TOTAL
Planning your stand: the stand builders perspective Ken Boyd, Fifex
Been there done that Ozama Ismail and Holly Harley Claire Pearson Dr Jonathan Leach
Lunch 12.25 – 1.35pm Marble Hall
Tour Marie-Claude Dupuis and Rebecca Jones
Working with your institution Dane Comerford
Website Ruth Ford and Emma Tennant
Exhibit Video
facebook.com/theroyalsociety @royalsociety #summerscience15
Press Marie-Claude Dupuis
Promoting your exhibit Working with the Royal Society Press Office
National Press
National Television
National Radio
Online Multimedia
And... • Regional newspapers, television and radio • Trade and specialist media • International media
What the Press Office can offer We are here to help you promote your exhibit to the media • Media promotion of exhibit will drive public to attend • Support exhibitor press offices in writing/issuing press releases • Excellent links with national journalists to ‘ sell-in ’ your exhibit • Press officers to handle media for the duration of the exhibition • Rooms for interviews
How we achieve the coverage • Issue press releases/briefings to national media: • release will be sent in February to listings about Exhibition • press notice about a week in advance to encourage interest • three press releases to coincide with the opening of the Exhibition • target particular stories at specific programmes/publications e.g. The One Show • Work with university/institution press offices: • to promote their exhibits to local / national media – also to coincide with the opening • template press release available • need to sign-off press releases with Royal Society
How we achieve the coverage • Press preview • Journalists are invited to view the Summer Science Exhibition before it opens the public • Preview takes place on Monday morning • Popular with TV and radio • Media strategy • Work closely with institution press offices to promote individual exhibits through local contacts • Summer Science Exhibition as a major London event • Will share full media strategy with exhibitors in February
How can you help us? • Keep your own press office informed • Royal Society Press Office may contact you: • For further info on what your exhibit is going to look like • Interactive aspects that might be of interest to media • Sounds or visuals • Let us know if you are doing any media work • Last year two thirds of exhibitors issued their own releases and we are hoping to do the same again this year • Much of the coverage comes from regional papers, TV and Radio • Contact: Nicola Kane - 020 7451 2508 - nicola.kane@royalsociety.org
Logistics Rebecca Jones
Forms Form C, Risk Assessment, Exhibit plan Friday 8 May Form A Friday 6 February 1.Form C 1. Final exhibit title • Poster boards 2. Contact details • Tables • Lead Coordinator • Electrical outlets • Press Officer • Cable Wifi access 3. Funding • Hands on activities for website 2.Signed Risk Assessment -------------------------------------------------------------------------------- 3.Exhibit plan • Plan should be clearly labelled and include a front, top Form B Friday 6 March and side view of your exhibit stand with approximate dimensions where appropriate . 1. Exhibit title 2. Website content -------------------------------------------------------------------------------- • Descriptive text • Website URLs Form D Friday 5 June • Images • Social media accounts 1.Title of exhibit • Exhibit video confirmation 2.Full list of exhibitors (to create exhibitor passes) 3.Exhibit space 3.Delivery companies 4.Communication training course participants 4.Arrival time 5.VIP Soiree invitations 5.Exhibitor show and tell 6.Catering costs 6.Child-zone activity 7.Alternative contact 7.Soiree attendees - exhibitor names 8.Out of hours contact number Please remember to send in your images separately by email to exhibition@royalsociety.org
Set up and break down
Top tips for set up Important Dimensions • Give final timings for delivery of exhibit material in Form D Front Entrance Door: 2.4m x 1.2m • Be patient, you and your vehicle may have to wait Lift to first floor Door: 0.9m x 2.0m until there is space on the forecourt to unload Lift: 1.6m deep, 1.2m wide Weight: 800kg • Bring plenty of people, many hands make light work • Bring your own equipment, trolleys, ladders, where possible. The Royal Society has limited supplies • Make sure your exhibit can fit through the door • Take away an boxes or materials you can ’ t store Parking • The Royal Society will have 5 parking bays available on Saturday and Sunday during set up of the Exhibition • There is EXTEREMELY LIMITED parking near the Royal Society during Exhibition week
Afternoon tea 3.20 – 3.35pm Marble Hall
Communication tips and stand design Karen Davies
• Planning • Design • Training • Marketing/Press • Logistics • Coordination • Queries • Helping you get the most out of exhibiting What we provide: • Communication training course • Tables, poster boards and extension leads Help: royalsociety.org/exhibitors • £400 for catering costs • Exhibitor green room New for this year - 2014 Mentors (under “ Help ” ) • Name passes Contact the Exhibition team anytime! exhibition@royalsociety.org (020) 7451 2513
Q&A Marie-Claude Dupuis and Rebecca Jones
Drinks Reception 4.45 – 5.30pm Marble Hall
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