Welcome to the Cambridge Festival coordinators' page
We send out a regular newsletter to all festival contributors. If you would like to receive this please contact us: firstname.lastname@example.org
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: email@example.com
Submitting an event for the Festival
All coordinators must submit their events into our Event Management System (EMS).
Submissions for the 2022 Festival will open on 26 July 2021. The deadline for submitting events is 5 November 2021.
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.
You are in charge of finding a suitable venue for your event this can be either online, internal to the University via the booker system below or an external venue.
Booker is a new room booking system that has been designed for the University. Many departments are already using the system to manage their own rooms, and administrators have been very positive about its user-friendly interface and features. It is available for any University department to adopt, free of charge, and with full training and support from the service team based at UIS (University Information Services).
All University staff are entitled to sign up for a Booker account, which enables them to search and discover a growing number of rooms. To request an account, please contact firstname.lastname@example.org.
You can use Accessable to check the accessibility of your venue.
|Online launch event for coordinators||8 July 2021|
EMS open for event submissions
|26 July 2021|
|Second coordinators meeting||6 October 2021|
|EMS event submission deadline||5 November 2021|
|Risk assessment deadline||
(to be confirmed)
Online festival programme published
|28 February 2022|
|Bookings open||28 February 2022|
|Cambridge Festival 2022||31 March - 10 April 2022|
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 2022. We will update coordinators when this is available.
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)
Risk assessments and Public Liability Insurance
INFORMATION ABOUT SUBMITTING YOUR RISK ASSESSMENT/S WILL BE POSTED HERE IN DUE COURSE
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. 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.
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.
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