20260614 < Main

Tags: view all tags
---+ June 14, 2026 12-4 PM
*Event Type*: City of Astronomy Science Festival<br>

https://www.cityofastronomy.org/astrofest2026

---++ Organization Steps in Advance
   * Contact partners to identify interest in participation.
   * Select a date.
   * Work with Mayor's office (Vannia) to identify if this is feasible.
   * Talk to Pasadena Convention Center (Gianna) to identify what is feasible: date, layout, indoors, outdoors, power, etc.
   * Confirm participation from partners and how many tables needed.
   * Identify if there are other activities that will happen throughout the week, who organizes, etc.
   * Produce / obtain posters and blurbs for each additional activity and post to website.
   * Request tables+chairs+auditorium space from convention center.  Work within confines of AAS or sponsoring organization.
   * Identify activities for Caltech Astro component: solar, s'mores, comet, meteorites, spectroscopy, VR headsets, DSA, welcome booth.
   * Request volunteer participation from Caltech + CalStateLA.
   * Identify presenters from each organization for public presentations.  Get titles from each person.
   * Update City of Astronomy website with relevant details.
   * Design a poster to advertise the event.
   * Advertise the event through social media channels, website, Caltech calendar.
   * Forward on poster/info to partner institutions, including mayor's office to help advertise.
   * Contact Pasadena Now, LAist, and Colorado Blvd to help advertise.
   * Identify layout of activities and design map of event.  Post to website.
   * Design schedule of talks at event.  Post to website.
   * Have banner, map, and schedule printed to posterboard for display at the festival (FedEx).
   * Identify that all teams have sufficient shade for outdoor activities.  We now possess 5 EZ-UP shade structures to assist.
   * Procure sandbags to help weigh down each shade structure.  Jeff Rich has some.
   * Procure all supplies for outreach demos: s'mores, dry ice, comet materials, spectroscopy lamps, meteorites, DSA equipment, VR headsets.
   * Create visual aids for each table and laminate (Staples or Office Depot).
   * Print flyers for welcome table about subsequent educational events in the week.
   * Procure water and snacks for the event for the volunteers.  Ensure enough water.
   * Contact local dignitaries about participation: Congresswoman Chu, Mayor Gordo.  Write formal invitations with description of their role.
   * Request parking access at Planetary Society parking lot for volunteer usage.
   * Write instructional emails to partners and volunteers, giving them all relevant information and schedule.
   * Identify brief introductory remarks for each presenter, and for the dignitaries.
   * Identify a photographer who can be on hand to photograph the event as well as the dignitaries.
   * Host an information session for volunteers to instruct them on how to prepare to operate the demos (could be a YouTube demo).


---++ Day of Event Steps
   * Deliver all items to convention center.  Probably takes two cars. (~1.5h before start).
   * Tables and chairs are set up by city, but we set up shade structures, activities, and possibly A/V equipment in auditorium.
   * Coordinate volunteers to help set everything up (~1h before start).
   * Host event and ensure everything goes OK.
   * Introduce each of the speakers.
   * Host dignitaries.
   * Photo opportunities with partners and dignitaries.
   * At the end of the event, help take everything down and coordinate volunteers.
   * Deliver all items back to Caltech and unload.

---++ Afterward Steps
   * Request photos from photographer.
   * Assemble photo album with relevant highlight photos (google photos).
   * Contact all volunteers and thank them for their contributions, while inviting them to submit their own photo highlights to the album.   
   * Contact all partners and thank them for their contributions, while inviting them to submit their own photo highlights to the album.
   * Contact all presenters and thank them for their contributions, while inviting them to submit their own photo highlights to the album.
   * Contact dignitaries and thank them for their contributions, while inviting them to submit their own photo highlights to the album.
   * Contact sponsoring organizations (AAS, DSA, convention center) and thank them for their contributions, while inviting them to submit their own photo highlights to the album.
   * Update website with photos.
   * Post on social media information about the event along with a few selected photographs.
   * Consider never doing outreach again.

<img src="%ATTACHURLPATH%/20260614.jpg" alt="20260614.jpg" width="768" height="432" />
Attachments
Topic attachments
I	Attachment	History	Action	Size	Date	Who	Comment
jpg	20260614.jpg	r1	manage	166.0 K	2026-06-12 - 08:36	OutreachAdmin
Topic revision: r3 - 2026-06-23 - OutreachAdmin