Here you’ll find answers to frequently asked questions about proposing an event for the Chelmsford Science Festival 2025, to help you to shape your idea into a successful proposal.
The FAQs include guidance about the content and format of events and information on festival logistics. If you have any other questions, or if you would like to discuss your proposal, please get in contact with the Festival Manager at [email protected].
Anyone with a passion for science, technology, engineering, arts, and mathematics (STEAM) can submit content. This includes researchers, educators, students, artists, community groups, and industry professionals.
We welcome a wide range of content, including interactive exhibits, workshops, talks, demonstrations, performances, and installations. Creativity and innovation are highly encouraged! For example:
Inclusive, interdisciplinary activities to bring science to all.
The Chelmsford Science Festival will take place at ARU's campuses in Chelmsford and Writtle, and in the city of Chelmsford from 21–28 October 2025. Exact venues and locations will be selected and confirmed once the programme has been scheduled.
We are keen on programming beyond the University campuses and welcome proposals that could be hosted outdoors or in other public spaces. We will work with successful proposals to ensure all events/activities/installations are programmed into an appropriate venue.
Yes, this year’s theme is Our AI World - Power and Perils. While we encourage submissions related to this theme, we are open to all STEAM-related topics.
We anticipate the overall programme each day to start as early as 10am and finish as late as 10pm. The start time and duration of each event will depend on its format, as well as which part of the wider Chelmsford Science Festival programme it is scheduled under (eg daytime events, evening talks, schools and colleges days, etc). There will be an option to repeat your event across multiple days, if this is of interest. You will be asked to indicate your availability in the submission form.
Most festival events and activities will be free. Some events will be aimed at a specific targeted audience such as:
You will be asked to select an age range applicable to your event/activity in the submission form.
The festival typically attracts a diverse audience, including families, students, educators, and professionals. Audience sizes can vary depending on the event type and location.
Event duration is flexible depending on the format and we are open to suggestions. Talks and panel discussions must be no longer than one hour. Sessions run as part of our Schools and Colleges days must be 45-minute sessions and follow specific guidelines. Please contact the Festival Manager for more information: [email protected].
Use our online submission form, and include a detailed description of your content, any technical requirements, and when you are available.
Please note all in-person events/activities will take place in Chelmsford or Writtle.
Yes, you are welcome to submit multiple proposals. Each proposal should be submitted separately and meet the submission guidelines.
Absolutely! Collaborative submissions are encouraged. Be sure to include all collaborators’ names and roles in your proposal.
To submit a proposal for one of the Schools and Colleges Days, please contact the Festival Manager at [email protected] for further guidance.
The Schools and Colleges days will be held on:
You can submit a proposal for any one of the days. We ask for the Schools and Colleges sessions to fit within a specific framework, being 45 minutes long and promoting engagement with STEM and careers in STEM.
Please fill in the Accessible name field or the Question Field
We have a limited budget for the large number events and activities that take place over the eight days of the festival. However, we can often help with paying for materials and resources. Please contact the Festival Manager to discuss further: [email protected].
We are happy to advise on the details of your event so that it’s a great success. To discuss your ideas before submitting a proposal, please email the Festival Manager on [email protected]. They'll be able to advise on content, format, general festival-related queries, etc.
While we will support your event development, please be aware that you are responsible for finding co-facilitators/speakers for your event and ensuring that any events you propose are fully organised in time for the festival programme to go live.
As part of the festival programme, we will also support with the promotion of your event through our communications and marketing plan. Please see below for further information about on-the-day assistance.
For the weekend family days, refreshments will be available. For the Schools and Colleges days, refreshment and lunch will be provided.
Festival staff will assist with the set-up of your event if requested before the event day, any AV support, queue management and distribution of festival evaluation forms. However, these are often very busy events with many exhibitors and activities taking place, so help should only be sought if there is a specific issue rather than for general support.
While we will ensure that the pre-agreed logistics are in place and staff are on hand to help with crowd management and logistical trouble-shooting, we are unable to be involved with the direct delivery of your event's content. You will need to make your own arrangements if you require staffing support for the set-up and delivery of your event.
Please note that festival or event support staff will not be able to help you facilitate your event’s content; you will need to source your own assistants/volunteers for hands-on help with the event’s activities. This is particularly important during the family days so that you can have breaks throughout the weekend.
Once your proposal is accepted, you will be sent further details with a timeline of when certain information is needed. This information includes:
Proposals will be evaluated based on their relevance to the festival, feasibility (including logistics), and potential to engage and educate the audience.
If your proposal is accepted, further instructions and support details will be provided. Notifications will be sent out by Friday 30 May.
Health and safety is paramount. All proposals that do not follow a standard format (such as a lecture) will require you to provide a risk assessment.
The Festival Manager will circulate information on the venue emergency procedures and any other precautions if applicable.
Once your proposal is accepted and the event has been uploaded to the booking platform, you will receive the link to the event booking, along with any social media or marketing for your specific event or the area of the festival where your activity will be held.
We also encourage you to use social media and other channels to spread the word using our hashtag #ChelmSciFest.