Refer to our Science Rendezvous timeline overview for important tasks and dates. Refer to the information below for a more detailed timeline that a Science Rendezvous team might follow over the course of a calendar year.

• August
  • The Site Champion should work in collaboration with the National Organization to start grant applications (such as PromoScience and other government organizations) and contact local sponsors for the upcoming year’s event.
• September
  • The Site Chair advertises for a graduate Student Chair – this person will be Chair of the Executive Committee.
• October
  • The Student Chair is selected.
• November
  • The Site Chair or Student Chair advertises for, and interviews potential Executive Committee members; the Executive Committee is formed. Local donors and sponsors should be contacted (there should be a list maintained from year to year) by the Site Chair and Student Chair to introduce themselves and ensure that required funds are obtained.
• December
  • The newly formed Executive Committee may hold a full-day “retreat” to develop event plans, and determine preliminary logistical requirements; all Executive Committee, and sub-Committee responsibilities should be made clear, and outlined in full at this time.
  • The Executive Committee members are appointed to Chair specific sub Committees, and advertise volunteer positions within these sub-Committees (approx. 3 members each).
• January
  • The Site Chair or Student Chair should work closely with the Treasurer and Fundraiser, acting as a liaison to ensure necessary funds are obtained.
  • Each sub-Committee meets to discuss their role in the event, create timelines, and draft budgets.
  • The Site Chair or Student Chair will have an approved budget from a financial officer of the institution that accounts for all incoming sources of revenue. The Treasurer will collect proposed budgets from each sub-Committee, calculate cost/revenue against the overall budget for the site’s entire event and make any necessary changes.
  • A preliminary estimate of space and resource requirements should be prepared. In collaboration with the Internal/Departmental Coordinator, the Logistics Committee will compile a list of equipment and resources required by each participating department.
  • Local area businesses and sponsors should be contacted and funds collected.
  • The P&P Committee should begin developing their advertising plan, and determine deadlines for ad submissions to local newspapers, magazines and other media outlets, as well as a timeline for all outgoing promotional materials.
  • The Science Carnival Committee should meet and develop a strategic event plan.
  • The Science Chase Committee should meet and draft their storyline and start determining what materials, space and other requirements they will need.
  • The Science Stage should work in collaboration with the Science Carnival to ensure consistency.
  • Volunteer T-shirts should be ordered from the National SR organizers at this time.
• February
  • An outline or map of the event should be drafted by the Executive Committee in order to ensure all sub- Committees (especially Logistics, Departmental and Volunteer committees) are on the same page.
  • Any street permits, or city approvals should be applied for, and department requisition forms distributed. The Logistics committee should be working in close collaboration with the Facilities and Services departments at their institution to book required rooms and outdoor space; cleaning services and garbage removal should be arranged at this time to avoid later conflicts with other events taking place around the same time.
  • The Volunteer committee should start advertising for volunteers for the event
  • The website for your specific event location should be updated with preliminary information and event details, with links to your associated social media sites.
  • The Science Chase theme, and all material/space needs should be finalized and booked. Potential prizes should be discussed with the Treasurer and Fundraising Committee to secure in-kind donations from local sponsors.
  • All departmental participation and support should be finalized.
• March
  • The Student Chair should meet with all sub-Committee Chairs to ensure everything is on schedule.
  • The Executive Committee should be meeting on a regular basis to provide updates and maintain open communication leading up to the event date.
  • The Logistics Committee should remain in close contact with all other sub- Committees to ensure space and materials are procured as required. Any street permits or vendor agreements should be finalized by this time. All rooms and outdoor space required for the event should be booked, and materials or resources rented/purchased.
  • Volunteer interviews should take place to allocate HR appropriately.
  • The site-specific advertising campaign should be in full swing, and the website updated entirely to reflect the attractions specific to your institution. Banners, maps, and other promotional materials or signs for the event should be finalized – all promotional materials should be distributed throughout the months of March, April, and May.
  • Demonstrations for buskers and large attractions should be finalized, and plans for where their location and organization (materials, and number of volunteers required) determined.
  • Acts for the Science Stage and other events should be auditioned, approved, and a schedule determined.
  • The first “All Departmental Meeting” should take place to inform departmental representatives about the event plan, and determine the specifics of each departments’ involvement.  Alternatively, the Internal/Departmental Coordinator and Committee may meet with each department individually to define their event- day participation.
• April
  • Several days, or sessions should be dedicated to volunteer training – familiarizing all volunteers with the event, and determining specific roles and shifts.
  • Print ads and mini-events to promote the event should take place throughout April.
  • Large attractions should be built and checked for safety and functionality; all material requirements for demonstrations and exhibits should be allocated correctly by this time.
  • The Science Chase should be finalized and early registration advertisments circulated throughout the community.
  • The schedule for the Stage should be finalized, and all acts confirmed.
  • The second “All Departmental Meeting” should be held to finalize departmental details, and organize a map of the event; general proceedures for the event-day should be clarified at this time to prevent later confusion.
• May
  • THE EVENT IS HELD
• June/July
  • The Site Chair and Student Chair should work together to keep in contact with and develop fundraising and corporate sponsors for the next year’s event (this should be done in collaboration with the Treasurer and Fundraising Chair if possible).
  • A small “thank you” event should be held to recognize the efforts of all volunteers and committee members. This is normally a BBQ or pizza party. A “wrap-up” retreat of the Executive Committee should be held where each committee Chair presents a final report of their event plans. These reports should be housed in a centralized location according to previously determined document collection protocol that ensures the accessibility of the information for next year’s organizing team. There should also be a general debrief of what worked and what did not work, as well as suggestions for next year’s organizers.