Welcome to the Cambridge Festival coordinators' page

Mailing list

We send out updates to all event coordinators on a regular basis. If you would like to be added please contact us: cambridgefestival@admin.cam.ac.uk

Join us on Slack

We have created a Slack Workspace, for you to connect, share and learn from our community. We want this to be an inclusive platform for public engagement opportunities in Cambridge. There are multiple channels for varying topics, if you are unfamiliar with slack there are lots of helpful online guides to get you started

If you would like to join please contact us: cambridgefestival@admin.cam.ac.uk

Submitting an event for the Festival

All coordinators must submit their events into our Event Management System (EMS). We have created a full user guide to EMS to help with your submission.

The deadline for submitting events is 16 October 2020.

External organisations should contact the Festival Managers as soon as possible to discuss their involvement in the Festival.

Please adhere to the University of Cambridge editorial house style when entering content to the EMS.

FAQ's

View our frequently asked questions

Key dates

Deadlines

Dates

Open for event submission  August 2020

Second coordinators meeting

23 September 2020

10am - 11am

EMS event submission deadline  16 October 2020
Online programme published Mid January 2021
Third coordinators meeting

20 January 2021
This meeting has been cancelled

Deadline for risk assessments and public liability insurance

Friday 22 January 2021
Bookings open Mid February 2021
Cambridge Festival 2021 26 March - 4 April 2021

Evaluation

We hope you will plan to collect feedback on your activity.

In order to assist with evaluating your event and the Festival as a whole, the team is currently investigating evaluation methods for online events and will provide new evaluation tools for 2021. We will update coordinators when this is available. 

Evaluation email templates

Contributor Agreement Form

We have attached our contributor agreement form that we are planning to use for anyone appearing in our core programme events. Please feel free to use this for your events too.

Here is our event preparation checklist, which you are welcome to use to help contributors prepare for a live online event. (Although many of the tips will also apply to pre-recorded videos too).

Branding and Copyright compliance

Please adhere to our branding guidelines. Please contact us for a copy of the Cambridge Festival logo.

Please adhere to guidelines on copyright compliance in any materials related to your event. If you are internal to the University of Cambridge, information can be found on the Copyright Compliance page in the Guidance Section of the Legal Services website.

If you need copyright-free photos to advertise your event, the websites below have images that are free to use, but please check each site and each image to ensure you follow the appropriate permissions: 

Creative Commons area on Flickr.com

Sir Cam on Flickr.com (get in touch with us for full size images)

Unsplash.com  Pixabay.com  Pexels.com  Pxhere.com Imagesource.com CCSearch Wikimedia Commons Nappy.co Smithsonian Open Access

Risk Assessments and Public Liability Insurance

Please be sure to submit your risk assessment to the Festival team using this form by 22 January 2021.

This risk assessment template has been developed by the Festival team for you to use. It is primarily suitable for video and broadcast-based events for the Festival. You are strongly encouraged to update it so it is relevant to your own event(s). Please ensure your organisational/department safety officer approves your risk assessment(s) before submitting to the Festival team by 22 January 2021. We cannot accept any risk assessments that have not been approved by your department’s or organisation’s safety officer.

If you are based in a college or if your organisation is external to the University, you will also need to supply a copy of your Public Liability Insurance (PLI) when submitting your risk assessment by 22 January 2021 using this form.

The Festival team has also created a Code of Conduct which will apply to all Festival events and which is referenced in the risk assessment template provided above.

You can also use our filming preparation document if you wish, to help with live and/or pre-recorded events.

Equality, Diversity and Inclusion Statement

The Cambridge Festival aims to be an inclusive and safe space for people of all backgrounds, races and ethnicities, ages, genders, and abilities to engage with our research. 

We know there are persistent structural barriers to equality in many areas of society and there is a lot of work to be done in breaking those down. We hope to help make a step in the right direction by striving for diversity in our speakers, the topics explored, the event and activity formats used and by encouraging and enabling discussion about systemic inequalities such as racism, sexism, and ableism from multiple perspectives. 

We are committed to making the Cambridge Festival productive, supportive and inclusive and have prepared a Code of Conduct. This is to ensure that the Festival is a positive experience for everyone of all gender identities and expressions, sexual orientations, with any disability and of all races, ethnicities, nationalities, religions/beliefs and other protected identities based on the UK’s 2010 Equality Act. By attending Festival events, you are confirming that you will abide by this Code of Conduct in all interactions throughout the Festival.

Accessibility

Everyone is welcome at the Cambridge Festival and we are committed to making our online content as accessible as possible. Guidance for creating accessible online content for the Festival is available here.

The University uses its best efforts to ensure that all its Cambridge Festival web content is accessible and can be used by as many people as possible.  If a member of the public is unable to access your Festival content, please review and, please be prepared to provide it in alternative formats where possible. You also should be aware that the University has under the Equality Act 2010 a legal duty to provide reasonable adjustments for disabled people, which includes making web-based content accessible for them.

Here are some good examples of online events/activities
(in no particular order):

Zoology Live - A mixture of films, interviews and activities available online both ‘live’ and on-demand

British Academy - 10-minute talks at lunchtime with text-based Q&A

Kettle’s Yard - Pebble Challenge – a PDF with thought-provoking hands-on activities using common household items

Museum of Classical Archaeology - Downloadable Colouring Sheets

Cambridge Science Centre @ 6 - Short hands-on demonstrations, at-home activity challenges, and Q&A sessions

Polar Museum - Homeschool challenges and ‘boredom busters’

Aspen Ideas Festival - A mixture of 20-30 minute ‘in-conversation’ videos, artistic performances, and shorter ‘big ideas’ presentations