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Event co-ordinators

Welcome to the Festival of Ideas event co-ordinators' page. It is our intention to extend this page to provide useful resources and information to help you run your events. Please feel free to email the team if you have any suggestions of things to include which you would find useful.

Dates and deadlines

New logo

Booking a venue

Bookings

Submitting your event details

Email bulletins

Social media

Poster templates

Photography, recording and copyright compliance

Risk assessments and Public Liability Insurance

Volunteer and staff briefings

Evaluation

Signage

Dates and deadlines for the 2016 Festival

29 May 2017 event submission deadline for the printed programme
End of August 2017 printed programme is back from the printer and goes online
11 September 2017 deadline for submitting volunteer T-shirt requests (no. s, m, l, xl) to cfi@admin.cam.ac.uk
11 September 2017 deadline for submitting risk assessments and evidence of PLI for external organisations
25 September 2017 bookings open for Festival of Ideas events
25 September 2017 deadline for receiving technical requests from speakers/co-ordinators
16–29 October 2017 2017 Cambridge Festival of Ideas

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The new Festival of Ideas logo

If you would like to use the Cambridge Festival of Ideas online or on print material, please email us at cfi@admin.cam.ac.uk with a brief description of the intended usage. We will then send you an appropriate version of the logo in a suitable format.

 

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Booking a venue

You will need to book a venue for your event. Here are a few suggestions of rooms you could use or please email to discuss your requirements.

Mill Lane Lecture Rooms: various different size lecture theatres, not good for panel discussions where amplification is required, book through Student.Registry@admin.cam.ac.uk

Little Hall: good venue for talks, capacity is 128, book through Student.Registry@admin.cam.ac.uk

Lady Mitchell Hall: large capacity venue of 500, may be available on evenings during the Festival, book through Student.Registry@admin.cam.ac.uk

West Road Concert Hall: large capacity venue of 500, may be available on evenings during the Festival (will charge venue hire).

Various College lecture theatres (most will charge venue hire). Search Conference Cambridge for more details.

University Centre has a rooms with a capacity of up to 200 (will charge venue hire).

Departmental and Faculty buildings. Please email for suggestions.

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Bookings

Booking for 2017 Festival of Ideas events will open on Monday 25 September at 11am.

The Festival team man the main telephone information line (01223 766766), run the Festival website (www.festivalofideas.cam.ac.uk) and administer bookings online using Eventbrite. The team take bookings for centrally co-ordinated events but can support Faculties and Departments by taking bookings on their behalf (subject to availability and sufficient prior notice).

If you are taking your own bookings (through your own Eventbrite account or another system) please make sure that your bookings open on Monday 25 September. Please update the Festival team when the event is fully booked so that this information can go up on the website.

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Submitting your event details (Deadline: 29 May 2017)

To submit your event details, log into the Event Management System (EMS) by clicking here. Enter your Raven username (CRSID) and password or set up your own username and password (if you don’t have a Raven password). If you do add yourself to the system please contact us because you will need to be confirmed as an event proposer before you can start adding events.

Please view this document for important information on uploading events into the Event Management System [PDF].

Please adhere to the editorial style guide for programme content (draft) [PDF].

The deadline for submitting your event proposals for the printed programme is 29 May 2017.

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Email bulletins

We send out updates about the Festival to all event co-ordinators on a regular basis. If you are unsure whether you are on our mailing list, please email the team to check.

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Social Media

The Festival’s Twitter account is @camideasfest. If you are Tweeting about the Festival then please use our hashtag #cfi2017. Its really important to use the hashtag, as its helps us track tweets.

http://twitter.com/camideasfest

The Festival also has a Facebook account which can be found here:

http://www.facebook.com/cambridgefestivalofideas

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Poster templates

See examples of how to use the new poster template

Powerpoint versions of Poster templates:

Powerpoint version of poster with image (Windows)

Powerpoint version of poster with image (Mac)

Powerpoint version of poster without image (Windows)

Powerpoint version of poster without image (Mac)

If you need the templates in an old version of Powerpoint or more sophisticated software like Indesign, please contact us.

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Photography, recording and copyright compliance

You can view photos from previous Festivals on Flickr and in our Gallery. If you are external to the University but would like to use one of these photos, please contact email the team if you would like to use one of these photos so that we can send you a copy.

If you need copyright free photos to illustrate your event, please use the Creative Commons area on Flickr. Please make sure that you credit the photographer.

Please adhere to the University of Cambridge guidelines on Copyright Compliance.

If you are internal to the University please use the following release to obtain permission for video, recording and photography for participants and speakers: Filming/Photography/Artwork adult consent form and Filming/Photography/Artwork parent legal guardian consent form

If you are filming or recording please use perimeter signage to alert people who do not want to be featured in any way.

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Risk assessments and Public Liability Insurance

We require risk assessment forms to be completed and submitted for all Festival events. Please feel free to use these templates in whichever way is helpful - add to/delete from, use part/entire document:

Overall Festival risk assessment template for co-ordinators (Word)

Talks risk assessment template for co-ordinators (Word)

If you use these templates, please ask your Department Safety Officer to sign them off before forwarding a copy to the Festivals Team. Please also ensure that all staff and volunteers involved in running the event receive a copy of your risk assessment before the event begins in order to familiarise themselves with arrangements.

Here are copies of the risk assessments used for the centrally organised Festival overall events and for talks.

Please see the following presentation on Risk assessment and public liability insurance for more details risk assessment and public liability insurance presentation (PDF)

If you are an external organisation you must hold Public Liability Insurance which covers loss, damage, staff and volunteers. Also where using external suppliers, they must hold public liability insurance for their services. Evidence of this must be sent to the Festival of Ideas team before your event.

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Volunteer and staff briefings

In order to ensure all involved are covered by the University's Public Liability Insurance, volunteers and staff must have access to risk assessment information. Please circulate your event 's risk assessment and briefing documentation prior to the event and/or provide the information at a pre-event briefing. A signature sheet is useful for keeping track of who has received the information.

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Evaluation

Evaluation form (PDF) to print double-sided

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Signage

Arrow

Level access

Toilets

Tickets queue

No tickets - waiting queue

Reserved seat

Event in progress- no entry

No drinks in auditorium

 

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