Sample time line for organizing a science café

10 weeks before

• Consider the main goals that you are interested in achieving and why a science café is the appropriate format for achieving those goals.
• Consider the audience that your café will serve. Talk with people from that audience about the overall concept, good venues, good topics, and good ways to spread the word.
• Use the resources at sciencecafes.org to learn what other cafés are doing.

9 weeks before

• Come up with a simple budget of expected expenses.
• Consider applying for start-up funding from NOVA scienceNOW.
• Begin contacting potential partners if you think you will need help.

8 weeks before

• If you are not going to moderate the café, begin the search for a moderator.
• Investigate potential venues for appropriate atmosphere and spirit of partnership.

7 weeks before

• Choose a venue, and set a date and time for the first two meetings. (You will want to promote the second meeting at the first.)
• Select topics for the first two meetings. If you are using video, review the tips available on sciencecafes.org.

6 weeks before

• Investigate potential guest scientists for the first two meetings.
• Choose a moderator and confirm their participation.
• If you are using video, contact sciencecafes.org for the appropriate DVDs.

5 weeks before

• Select guest scientists for the first two meetings and invite them to participate.
• Consider how you would like to evaluate the cafés.

4 weeks before

• Consider any special AV or other logistical needs you will have.
• Start planning how you will promote the first café.

3 weeks before

• Reconfirm date and time with venue.
• Confirm guest scientists' availability and participation. Make sure you have the guest scientist's background information for an introduction and a cell phone number in case there are any last minute difficulties.
• Discuss the science café format further with the guest scientist:
  • make sure that the initial introduction will be informal and a conversation starter.
  • work out a very short description that accurately describes the topic.
• Draft promotional materials (language for e-mails, flyers, calendar listings, etc.), and make sure the guest scientist is comfortable with the wording of the topic.

2 weeks before

• Send out calendar listings to as many outlets as possible.
• Have flyers printed.

1 week before

• Send out e-mail promoting the event.
• Post flyers promoting the event.
• Prepare information to be handed out at the event, if any.
• Go to the venue to visualize how the agenda will run, the overall layout of the event, etc.
• If you are using video, review the NOVA scienceNOW clip, and write down the time signature where you will start the DVD.

3 days before

• Check in to verify that the guest scientist is ready, and to help with any last minute needs or questions.
• Make sure the moderator has a clear timeline for the event.
• Gather all supplies needed for the café, including:
  • any AV equipment you are bringing
  • sign-in sheet
  • evaluation forms and pencils
  • NOVA scienceNOW DVD

1 day before

• Send out reminder e-mail promoting the café.

1-2 hours before

• Arrive at venue, arrange the furniture, and set up any AV.
• Check sound levels and cue up DVD.
• Relax.

30 minutes before

• Get the moderator and guest scientist together for warm-up conversation.
• Greet early arrivals, and make sure the venue is providing drinks, appetizers, etc. as arranged.

2 minutes before

• Depending on your audience, you shouldn't fret too much about starting exactly on time. Relax and enjoy.