Festival of Tomorrow 2025 Exhibitor Application

The Festival of Tomorrow blends the creative arts with research and innovation to explore the ideas that will shape our shared future.

Whether you’d like to showcase your work to a wide audience, test out a new public engagement activity, or bring the wonders of research, science and technology to life for families and young people, we’d love to hear from you.

Each year, we work with individuals, researchers, industry professionals, artists, writers, performers, musicians, organisations, charities, academic institutions, businesses, community groups and more.

Centred in Swindon, the hub of UK Research and Innovation, we use a range of venues and formats to bring local people, creative practitioners, researchers, businesses and cultural organisations together to support engagement and participation with a diverse range of audiences, and particularly with young people from Swindon’s underserved communities.

The Festival Finale is the culmination of two weeks of outreach and engagement through our Schools Programme and our ever-growing programme of workshops,performances, installations and activities About Town during half-term.

Over two action-packed days, the Festival Finale attracts around 5000 visitors from all ages and backgrounds, particularly families who wouldn't normally engage with science content.

Visitors get free admission to our Discovery zones, filled with interactive exhibits, hands-on activities and free drop-in workshops. A varied programme of shows, presentations and panels in our two theatres helps to build the excitement and attract a wide audience.

Exhibiting at the Festival Finale is a great way to engage and connect a broad audience with your work, to test out new public engagement activities and to build public trust and confidence in research, science and technology. Be part of our diverse community of innovative and passionate communicators from universities, institutes, arts organisations, charities and companies of all sizes.

TO SECURE YOUR SPOT AND GUARANTEE YOUR INCLUSION IN OUR PRINTED PROGRAMME PLEASE BOOK BY 20 DECEMBER 2024.

Every year, we host activities which inspire and challenge our visitors to think about the world of tomorrow and how they can share in the latest knowledge and research to help shape our future.

This year, we’re leaning into the challenge of re-imagining the Earth of the Future, and how we will protect it, plan for it and ultimately become citizens of that World.

From renewing our local biodiversity to landscape rewilding, from sustainable technologies to planet scale geoengineering, and from the hunt for novel protein sources to feeding the growing population of the World, our relationship with our planet is rapidly changing.

And the changes don’t stop there. How we live longer, harness new technologies, create fairer societies, and how we find new ways to communicate and express ourselves.

While we're particularily interested in activities that connect to this theme, it's not mandatory. The most important factor is high-quality, interactive and thought-provoking content and activities which engage and inspire our audiences.

W e're always keen to hear from individuals and organisations who are passionate about sharing knowledge and sparking curiosity. Through our programmes, we can provide a wide range of opportunities to develop your public engagement skills, try out new ideas and activities or connect with other organisations.

Whether you've got an activity, performance, art installation or show which could be considered for our wider About Town programme during the half-term week, or whether you'd like to support our work and showcase your brand through sponsorship - get in touch to discuss opportunities with our team!

Choose from:

• price includes one 6ft trestle table and 2 chairs if required

• price includes two 6ft trestle tables and 4 chairs if required

Additional tables and chairs can be added to your booking.

Other sizes are available by request. Please contact [email protected] to discuss your needs.

Exhibitors' fees make a vital contribution to helping us cover the costs of running the events, ensuring we can continue to keep entry free for everyone. Thanks to the support of our partners, we are able to make a number of complimentary spaces available for relevant charities and community organisations. Please contact [email protected] with details of your organisation and proposed activities to request a space.

The balance of content of your exhibit should be suitable for a family audience, and those who don't normally engage with science content. We strongly recommend including interactive elements or participative activities which give people a reason to stop and engage with your stall. These don't have to be high-tech; often it's the simplest of activities which have big impact. The more eye-catching and fun the better! It gets very busy at peak times, so rope in plenty of helpers!

P lease tell us as much as you can about your proposed content and activities, so that we can allocate you the most appropriate space and identify potential opportunities to include you in our pre-event marketing and social media.

Please note that when applying to exhibit, your booking is not confirmed until your application has been reviewed by the Organisers.

Once your booking has been reviewed and accepted, the Organisers will email you with confirmation of your booking. The Organisers reserve the right to refuse any application for stand space or prohibit any exhibit without assigning any reason for such refusal or prohibition. If you have not received confirmation of your booking within 10 working days of your application, please contact [email protected]

DEFINITIONS In these Terms and Conditions the term ‘EVENT’ shall mean the Festival of Tomorrow Finale to be held in Swindon in February 2025, whose provisions are subject to these Terms and Conditions. ‘EXHIBITOR’ shall include all employees, servants and agents of any Company, Partnership, Firm, Organisation, Institute, Charity or individual to whom stand space has been allocated for the purpose of exhibiting. The term ‘ORGANISERS’ shall mean RGH New Elements Ltd. ‘VENUE’ means the venue at which the Event is to take place -The Deanery CE Academy, Peglars Way, Swindon SN1 7DA. The term ‘Data Protection Legislation’ means the UK GDPR and Data Protection Act 2018 and any national implementing laws, regulations, and secondary legislation, as amended or updated from time to time, in the UK.

ACCEPTANCE OF APPLICATIONS TO EXHIBIT: Please note that when applying to exhibit, your booking is not confirmed until your application has been reviewed by the Organisers. Once your booking has been reviewed and accepted, the Organisers will email you with confirmation of your booking. The Organisers reserve the right to refuse any application for stand space or prohibit any exhibit without assigning any reason for such refusal or prohibition. If you have not received confirmation of your booking within 10 working days of your application, please contact [email protected]

1. PAYMENT OF EXHIBITOR FEE: Full payment of the Exhibitor Fee is required at the time of application. If your organisation is unable to make payment via the Eventbrite booking system, please contact [email protected] to arrange alternative invoicing arrangements. In the event that your application is refused by the Organisers, your Exhibitor Fee will be refunded in full. Once the Organisers have confirmed your booking, Exhibitor Fees are non-refundable, unless the event is cancelled by the Organisers.

2. ALLOCATION OF STAND SPACE: Stand space will be allocated within the area of the venue which the Organisers deem to be most relevant to the subject of Exhibitors stands, space and power requirements and where possible, in accordance with the Exhibitor’s preference. A floor plan showing your allocated space will be issued via email in February 2025, not less than 10 working days before the event. Should it be necessary to revise the layout of the Event for any purpose, the Organisers reserve the right to alter the positions of stands as, in their opinion, may be required in the best interest of the Exhibitors or visitors to the event.

3. SETUP ARRANGEMENTS: Exhibitors will have access to the venue to setup on Thursday 20 February 2025 between 9am - 5pm, and from 8am-9.45am on Friday 21 February 2025. Exhibitors must have their stand fully set up and all walkways and aisles clear of any packing materials no later than 9.45am on Friday 21 February 2025, to ensure the safety of our visitors.

4. DAMAGE TO EVENT VENUES. No nails, screws or other fixtures may be driven into any part of the Venue structure including floors. Care should be taken to avoid any damage to any part of the venue structure. Should any such damage or disfigurement occur, the Exhibitor shall be liable for any reparation charges incurred.

5. EXHIBIT INSTALLATION

(i) No Exhibitor will be permitted to install its exhibits or display in such a manner as, in the opinion of the Organisers, obstructs or impedes the view along the open spaces or gangways.

(ii) Gangways must be kept clear and free for passage and must not be littered or obstructed in any way.

(iii) All electrical equipment must have a current PAT certificate. The Organisers expressly decline any responsibility for the condition or compliance of the Exhibitor’s own electrical equipment and reserve the right to remove any that they or the Venue owners consider not to comply with the regulations in force at the Event or to be dangerous. The Exhibitor hereby warrants and undertakes that any equipment supplied by it shall be of satisfactory quality and agrees that it will be liable for any actions, claims (including without limitation consequential losses) damages, cost and expenses which may be brought, suffered or incurred by the Organisers as a result of a breach of this warranty or undertaking.

(iv) The Organisers reserve the right to remove any part of the display outside the limits of an exhibitor’s allocated space and to restrict the display or demonstration of any mechanical or other equipment should it be a nuisance to other exhibitors or the visiting public.

6. MANNING OF STANDS: Exhibitors must keep their stands open and attended by knowledgeable staff or volunteers throughout the whole period of the Festival of Tomorrow event from 10am to 5pm on Friday 21 February and Saturday 22 February 2025, unless agreed in writing in advance with the Organisers. Exhibitors will have access to the venue from 8am on both event days. In the event of an Exhibitor failing to take possession of their allocated stand space, the Organisers reserve the right to re-allocate or otherwise deal with the stand space as they decide.

7. EXHIBITORS CONDUCT: The Exhibitor is responsible to the Organisers for ensuring that its stand is maintained in a clean and orderly state during the open period of the Event.

The Exhibitor (and each of its representatives, as appropriate) shall not:

(i) promote its participation in any other event without prior written consent of the Organisers;

(ii) make sales that result in the exchange of product or money within the Event premises;

(iii) bring or distribute alcoholic drinks into the Venue;

(iv) operate games of chance or lotteries;

(v) use “live” microphones or loudspeaker equipment.

8: DEMONSTRATIONS AND HANDS ON ACTIVITIES: Exhibitors are encouraged to incorporate demonstrations or interactive elements into your presence at your stand. These should be suitable for a family audience and must be covered by your Risk Assessment.

Where items are intended to be given away to visitors, please consider environmental sustainability and avoid single use plastics where possible.

9: DANGEROUS MATERIALS AND EXHIBITS: The Exhibitor must conform to the regulations and conditions concerning explosives and dangerous materials, combustible or otherwise, as laid down by local authorities and other statutory bodies. Any materials or exhibits not approved by these authorities or the Organisers must be removed from the premises.

10. DE-RIGGING AND VACATING THE VENUE: Exhibitors must take down and remove all items from their stand by 7pm on Saturday 21 February 2025. Exhibitors must not begin to dismantle or pack their displays until the Event closes at 5pm. If your Exhibit is likely to require additional time to dismantle, you must contact the Organisers in advance to agree arrangements in writing.

11. HEALTH & SAFETY: All Exhibitors’ personnel entering the Venue must comply with all current health and safety legislation, including any Covid-19 guidelines in places at the time of the Event. Full Risk Assessments must be provided by all Exhibitors prior to the event.

12. DATA PROTECTION: The Exhibitor shall comply with all applicable requirements of the Data Protection Legislation in its collection, use, processing, and storage of personal data from attendees to the Event or otherwise. The parties acknowledge that, in respect of such personal data, for the purposes of the Data Protection Legislation, the Exhibitor is the Data Controller. Without prejudice to the generality of this clause, the Exhibitor shall ensure that it has all necessary appropriate consents and notices in place.

13: INSURANCE AND LIABILITY. The Organisers do not accept responsibility for any theft, loss or damage from any cause whatsoever, in respect of any property brought to the Event premises by the Exhibitor. The Exhibitor releases from and indemnifies the Organisers against any liabilities in respect of any loss or damage to the exhibits or any other property brought to the Venue. Insurance is the responsibility of the individual Exhibitor and Exhibitors are expected to ensure they are covered for all eventualities including public liability.

14. SUBLETTING OR ASSIGNMENT OF SPACE: Exhibitors may not sub-let space or otherwise assign space within the area allocated to them.

15. PUBLICITY AND MARKETING The Organisers shall be entitled to use and reproduce the Exhibitor’s name, trademark and logo in connection with the promotion and production of the Event.

All Exhibitors should give full co-operation to the requests from the Organisers in attempting to achieve coverage and promotion for the event.

From time to time, the Organisers may make Festival of Tomorrow images, logos and other promotional assets available for Exhibitors to use in your own channels in respect of promoting your presence at the Event.

Whilst the Organisers take every effort to ensure that exhibitors details are correct in the promotional material for Festival of Tomorrow the organiser cannot accept responsibility for any errors or omission therein and the organisers shall have no liability to exhibitors for any claims resulting from such errors.

16. PHOTOGRAPHY/VIDEOGRAPHY/RECORDING No video or recording of the Event shall be made by Exhibitor without the prior written consent of Organisers. The Exhibitor agrees that the Organisers may record, broadcast or take photographs or video of the Exhibitor’s Event stand space, exhibit, and exhibit personnel as part of the recording or broadcasting of the Event in general and the Exhibitor authorizes such for any promotional use by the Organisers.

17. FORCE MAJEURE: If, because of war, fire, strike, adverse weather conditions, pandemic, government regulations or other any other cause beyond the control of the organisers, the event is cancelled or postponed, the organisers shall have no liability to exhibitors for the refund of stand fees or loss of income resulting from such cancellation.

18. RISK ASSESSMENT AND INSURANCE DOCUMENTATION: Exhibitors must submit a copy of their risk assessment and public liability insurance no later than Friday 14 February 2025. Please email these to [email protected]

19. GENERAL CONDITIONS. The Organisers will be responsible at all times for the control of the Event area. The Exhibitor is responsible for the supervision of his stand. These Terms and Conditions shall be construed in accordance with the Exhibitor Manual that the Exhibitor will receive from the Organiser in February 2025. In the event of any conflict between the Terms and Conditions and the manual, the terms of the manual shall prevail

Host or Publisher Festival of Tomorrow 2023 Exhibitors