Welcome Julie Maxton Introductions Marie-Claude Dupuis and Rebecca - - PowerPoint PPT Presentation

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

• f 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

Fri 26 June 2pm - 4pm Deliveries only Sat 27 June and Sun 28 June 10am - 6pm Exhibition set up

Exhibition break down details

Sun 5 July 6pm - 8pm Exhibition break down Mon 6 July 8am - 12pm Exhibition break down and collection

Exhibition Week

Monday 29 June 11am - 4pm; 6pm - 10pm Exhibition Preview. Daytime: schools groups. Evening: Twilight Science. Tuesday 30 June 10am - 9pm Exhibition open to the public. Wednesday 1 July and Thursday 2 July 10am - 5pm; 7pm - 10pm Daytime: Exhibition open to the public. Evening: The Soirees. Friday 3 July 10am - 8pm Exhibition open to the public. Saturday 4 July 10am - 6pm Exhibition open to the public. Sunday 5 July 10am - 6pm Exhibition open to the public.

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

Cost (£)

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 £500 Polo shirts £3,000 Accommodation £2,000 Travel expenses £1,000 Transport/Couriers and sundries £22,200 TOTAL

Budgets

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

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

What the Press Office can offer

• 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

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

Form A Friday 6 February

• 1. Final exhibit title
• 2. Contact details
• Lead Coordinator
• Press Officer
• 3. Funding
• Form B

Friday 6 March

• 1. Exhibit title
• 2. Website content
• Descriptive text
• Website URLs
• Images
• Social media accounts
• Exhibit video confirmation

3.Exhibit space 4.Communication training course participants 5.VIP Soiree invitations 6.Catering costs 7.Alternative contact Please remember to send in your images separately by email to exhibition@royalsociety.org

Form C, Risk Assessment, Exhibit plan Friday 8 May

1.Form C

• Poster boards
• Tables
• Electrical outlets
• Cable Wifi access
• Hands on activities for website

2.Signed Risk Assessment 3.Exhibit plan

• Plan should be clearly labelled and include a front, top

and side view of your exhibit stand with approximate dimensions where appropriate.

• Form D

Friday 5 June

1.Title of exhibit 2.Full list of exhibitors (to create exhibitor passes) 3.Delivery companies 4.Arrival time 5.Exhibitor show and tell 6.Child-zone activity 7.Soiree attendees - exhibitor names 8.Out of hours contact number

Forms

Set up and break down

• Give final timings for delivery of exhibit material in

Form D

• Be patient, you and your vehicle may have to wait

until there is space on the forecourt to unload

• 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
• n Saturday and Sunday during set up of the Exhibition
• There is EXTEREMELY LIMITED parking near the

Royal Society during Exhibition week

Important Dimensions Front Entrance Door: 2.4m x 1.2m Lift to first floor Door: 0.9m x 2.0m Lift: 1.6m deep, 1.2m wide Weight: 800kg

Top tips for set up

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
• £400 for catering costs
• Exhibitor green room
• Name passes

Help: royalsociety.org/exhibitors New for this year - 2014 Mentors (under “Help”) 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