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Organise an event

Science Live aims to support event organisers by giving you access to scientists, connecting you with local volunteers and putting your events in front of the right audiences.

Great events begin with a great idea. But without an impressive black book it’s often hard to find the right mix of speakers to get it off the ground.

There’s also a large amount of other work involved with putting on a great event; whether that’s marketing and coming up with content or setting up on the day and undertaking some evaluation so you know what worked and what could be improved next time around.

Create an account. When you have an idea for an event go to the ‘create an event’ page. We need all the normal information, like venue, subject and audience but you can also give further details so potential volunteers and speakers know what you’re planning and, most importantly, what you need.

You can control who sees your event at different stages of its development. You have the option of making your event completely private, only open to registered members or completely public. All public events will be added to our searchable calendar and displayed to people in your area looking for events to attend. So make sure you only select this option if your event is confirmed and you have all the speakers and volunteers you need.

If you select ‘members’ only logged in members will be able to view your event on the website. Your event will also be added to our database and the relevant speaking and/or volunteering opportunity will be emailed out to our members whose criteria match yours. If they are interested they will get in touch. Once you have all your speakers and/or volunteers in place you can go back and change the setting to ‘public’.

Remember, while we are able to put you in touch with people, as the event organiser you will then need to follow up with your speakers and volunteers via email and phone.

We hope you enjoy using Science Live!

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Here is our list of things to consider when organising your event:

1 Identify your main objectives

Identify your main objectives

Think about what you’d like to achieve by running the event. Considering this from the start will help you to plan the rest of your event.

2 Find your target audience

Find your target audience

This will allow you to develop your event and is essential to your publicity campaign. Think about the people you would like to influence, and which networks you can use to reach them.

3 Create your content

Create your content

Consider the subject matter, theme and format of your event. Science can be explored through formats ranging from hands-on activities to exhibitions - what type of event would your target audience be interested in?

4 Plan your budget

Plan your budget

It’s important to produce a detailed cost plan for your event. Try to minimise costs and make sure you know your maximum budget. Remember to leave a contingency for any unexpected costs.

5 Find a venue

Find a venue

Events can take place at absolutely any type of venue, but you will need to choose a venue suitable for both the event format and the audience. Take some time to plan the setup in advance and build a good relationship with the venue staff.

6 Set a date

Set a date

Make sure you have left enough time to organise and promote the event before it takes place. Remember to check if there are other similar events taking place near you at the same time, as this could affect attendance.

7 Find your volunteers

Find your volunteers

Once your event has been saved, it will be added to our database, and relevant volunteers will be notified. You may also want to browse our database for volunteers in your area.

8 Find a speaker

Find a speaker

If you need a speaker or presenter for your event, we’re also here to help. Speakers who are registered to our platform will also be notified of relevant opportunities once your event is saved. Again, you can also browse speaker profiles manually if you wish.

9 Keep in touch

Keep in touch

Once you have confirmed your speakers and/or volunteers, make sure you keep in touch with them and contact them a few days before the event to make sure they are still planning on being involved.

10 Have a plan B

Have a plan B

Think about how flexible your event is. Make sure you have thought about what to do if things don’t go according to plan, and be aware of your limitations.

11 Promote your event

Promote your event

Your publicity campaign will be crucial to the success of your event, and how you market it will depend on the event itself and who you wish to attract. Members of the public will be able to find your event through our directory, but you may also want to think about additional ways to reach your target audience.

12 Evaluate your event

Evaluate your event

Collecting feedback from attendees after your event can be really useful for future planning. Consider collecting this information via feedback forms, to find out whether you reached your target audience, and what people thought of the content.