1.1 Description
Science and art can be combined and integrated in a conference or workshop. It can be used to activate the speakers and the participants and send strong long-lasting messages to the general public.
1.2 Objective
Complex messages are often difficult to communicate and both professional and lay audiences may not be motivated enough to really use their time and energy to understand the message fully. Art can be used to enhance the communication of complicated subject matters (such as climate science) with good results.
1.3 Structure
General Structure: Single Event
Triangulation through Science Communication is an example of a trilateral project that uses art, science and communication to invoke emotions and convey information about climate change. Works from the Triangulation Series by artist Yolanda del Riego were augmented with Stories & Voices of science journalists through the Look & Listen pocket guide, developed by the experimental documentary magazine The Exposed.
In this project the science journalists who were receiving travel grants were asked to write a story about climate change. Stories from 18 journalists who participated in the conference were selected and these stories were recorded by their authors and attached to individual tiles in the art piece made by the artist.
Variants of this idea can be applied to a number of subjects to run alongside a wide range of event types.
1.4 Duration
Main Event Duration: 3 days
Project Duration: 8 Months
The art pieces were displayed throughout the 3 main days of the conference for participants to see. A reception was organised where the artists presented the artwork and participants could listen to the stories of the journalists who were also present at the event. Other events of this type could present art pieces for longer/shorters exhibitions, or could be presented in an online format.
2.1 Staff & Volunteers
Volunteer Requirements: Core organising team only
In theory a science and art event can be organised by a single person, but a slightly bigger team helps sustainability especially because of the logistics and refreshments needed on the day.
2.2 Venue Hire
Venue: Indoor
Capacity: 20-500 people
Talks are usually hosted indoors, but special outdoors events are possible. It is a good idea to combine the show with a reception.
2.3 Partner Institutions
Partner Institutions: Not required
A science and art event can be run independently; there is no real need to team up with a partner institution. However, collaborations are encouraged as they can provide expert speakers as well as opportunities for unique events to engage new audiences — NGOs, universities, science centres and cultural events are key examples.
2.4 Budget
Yearly / Project Budget: 10,000€
This is based on an estimate of the production cost of the artworks, the transportation costs and costs of the refreshments served at the reception. The artist’s travel expenses to the event were also paid for. The artists donated the artwork to the project.
| Budget Point | Details | Event Cost |
| Personnel Fees | The core organising team is required (voluntary) as well as the artists and journalists’ contribution | 0€ |
| Venue Hire | The venue cost is covered by the conference organisers. | 0€ |
| Marketing | Design / printing of posters or buying advertising space in local papers / on social media | 0€ |
| Materials |
|
100–500€ |
| Artwork |
|
5000€ |
| App |
|
3000€ |
| Travel/Registration |
|
1,500€ |
| Travel/Reception |
|
500€ |
| Total | 10,000€ |
3.1 Target Audience
Target Audience: All Ages
3.2 Marketing
Marketing should be performed for every event. A good technique to attract different audiences are collaborations with partner institutions to cover a wide range of topics. Marketing can be split into an offline and an online strategy. For the former, posters are essential for brand visibility at relevant locations — this could be at the local university, the chosen venue, and other community gathering points. If a Café Sci or a similar event has been established in your area, you can also encourage participants to spread their experience by word of mouth.
As part of your online strategy, Facebook pages and websites are critical, easy points of access. Website development might incur extra costs, and should be avoided unless funding is available. Find local partners that might be willing to advertise your event and send mailshots to their mailing lists, e.g. those of university student organisations, staff mailing lists, NGOs, government organisations, and so on. It is critical to collect emails of attendees to follow up to encourage return visitors.
There should also be a social media component to your online strategy. Facebook advertising can be used to great effect, as specific target populations can be reached depending on the event, matching people to their given interests. Posting an upcoming event on a page that people follow will allow for free marketing as well once your social media presence has grown sufficiently. Facebook events should be shared on relevant groups and on personal profiles non-intrusively — just ask nicely. Twitter can replace Facebook in certain countries.
Make sure all posters, banners and other graphical media are well designed and in line with the brand your audience will be attracted to.
When time permits, events should be advertised on local magazines, newsletters, TV, and radio stations. Traditional media can be asked to interview key speakers. The idea is to reach different publics to encourage them to attend.
3.3 Dialogic Strategy
When the art is presented it is an advantage to have the artist themselves present. In our case we also had 18 journalists who had made their contribution to the storytelling via augmented reality. This gave a completely new dimension to showing the art.
4.1 Project Timeline
| Time | Activity |
| Months in advance |
|
| Weeks in advance |
|
| On the day |
|
4.2 Single Event Structure
| Time | Activity |
| 30-60 mins |
|
| 15-30 mins |
|
| 60-90 mins |
|
4.3 Personnel roles
| Person | Activity |
| Core Team |
|
| Researchers/Artists |
|
4.4 Materials
The artist donated the art piece. In addition there are transport expenses, as well as hanging expenses.
4.5 Other Logistics
Additional needs include refreshments for the audience, if they are not available for purchase through the venue. The event should be free of charge if at all possible, but attendees may be happy to pay for the refreshments in a café / bar setting.
As the journalists were involved in the art production via their augmented reality stories a large number of them were keen to write stories about the event when they arrived home to their own media. This created a large number of articles about the conference, the art event and the art-piece itself.
It is a good idea to do the evaluation via the internet. Print small flyers asking participants to give feed-back via an evaluation template.
