Science Festival Coordinator

Science Festival Coordinator


Falkirk Community Trust (FCT) seeks an experienced freelance festival coordinator to support the delivery of Falkirk Science Festival running from 9th May – 23rd May 2020.  

Falkirk Science Festival is a new festival that is just about to deliver its second year. It has grown out of a two day event called STEM@TheHelix. The events first day brought 240 S1 school children together to participate in a day of STEM workshops, and the second day was open to the public with lots of drop in activities and science shows and attracted a footfall of circ. 2500 people. Falkirk Science Festival is now a two week festival with two primary school engagement programmes, six events (including STEM@TheHelix), and a film, walk, art, and Science in a Kelpie strands. In 2019 we engaged an astounding 4,600 people.

Reporting to the Senior Events Officer and working with the Events and Promotions Officer, the Festival Coordinator is a new role that is key to the successful delivery of the festival and its events. It is an exciting opportunity to be part of the events team operating within the FCT organisational structure and working towards achieving the overall 2020 festival vision and aims (see 2 below).

1. Context

This is a three month contract, working on average 2 days a week with additional days required during the festival.

The Festival takes place from the 9th – 23rd May 2020. The key dates that the successful candidate must be available are:

  • Saturday 9th May
  • Wednesday 13th May
  • Thursday 14th May
  • Friday 15th May
  • Saturday 16th May
  • Saturday 23rd May

There may be some additional key dates during the festival period too. The Festival takes place over a number of locations in Falkirk, including: Zetland Park, Muiravonside Country Park, Callendar Park and Bo’ness.

The major events: STEM@TheHelix and Science in a Kelpie take place at the Helix Park. Falkirk’s newest park and home of the Kelpies, the world’s largest equine structures. The park has quickly become a top visitor attraction in Scotland and is quickly gaining a reputation for delivering excellent quality events. 

The event is delivered by The Helix Events Team a department within Falkirk Community Trust charitable company set up by Falkirk Council to deliver culture, library, recreation and sport services on its behalf from 1 July 2011. With a successful track-record of managing and operating community-facing arts services in the local authority area on behalf of Falkirk Council, FCT is committed to continuing to support Falkirk Science Festival and continuing to deliver on the Trust’s two main aims:

  • To increase and broaden participation in culture and sport;
  • To help secure recognition for the Falkirk area as a vibrant place,

2. Falkirk Science Festival Strategy

Falkirk Science Festival grew out of STEM@TheHelix 2018 which was a two day event funded by Event Scotland for the Year of Young People. Since its inauguration, STEM@TheHelix has grown into Falkirk Science Festival which is now funded by the Scottish Government, Falkirk Council, Regional Improvement Collaborative and HLF through the Great Place Project.    

STEM@TheHelix was developed in partnership with Graeme High School, Developing the Young Workforce, Forth Valley College and ESP as we realised that there is a wealth of STEM careers in Falkirk and a disproportionate low number of young people taking STEM subjects at higher grades or above. STEM@TheHelix is a fun and accessible way for young people to meet with industry and take part in STEM activities that are relevant to future careers and jobs.

This event is a key part of the festival and in 2020 is aiming to engage students from Clackmannanshire, Stirling and West Lothian. The Festival now has a number of additional events including:

  • Innovate
  • Science in a Kelpie
  • Under the Sea workshops
  • Science Film Season
  • Science Walks
  • Muiravonside Science Gala Day

Falkirk Science Festival aims to:

  • ENGAGE people in unique, fun and memorable ways, making them aware of the relevance that STEM plays in our everyday lives
  • HIGHLIGHT the opportunities that studying STEM subjects will bring to young people in the future
  • ENCOURAGE young women in particular to consider STEM subjects in their educational career
  • REACH OUT to disadvantaged SIMD (Scottish Index of Multiple Deprivation) areas to take part by providing free, fun and exciting pathways to STEM
  • INVOLVE young people and provide opportunity for them contribute to the programmes development throughout.
  • PROVIDE opportunities for all ages to engage in STEM and promote long-life relationship with STEM.

3. Structure

The Festival Coordinator will be based within FCT The Helix department, reporting directly to the Senior Events Officer.

The Festival Coordinator will be expected to work closely with the Senior Events Officer and Events and Promotions Officer, The Helix Park and Visitor Centre team, external contractors and contracted artists and local community partners. The Festival Coordinator will be required to work with festival volunteers assigned to specific venues and outreach events.

The Helix team consists of:  Team Leader, Senior Events Officer, Events and Promotions Officer, Duty Officer, working in conjunction with The Helix Parks and Visitor Centre team, box office, marketing and volunteers.

4. Roles and Responsibilities

As part of the events team’s work within the existing FCT organisational structure, the Festival Coordinator will undertake the following responsibilities:

Event Coordinator Responsibilities

 Programming and Planning

·       Work with Senior Events Officer to finalise the programme and coordinate the festival

 ·       Build a festival schedule and timeline of activities including roles and responsibilities for the festival team.

 ·       Be the primary contact and liaise with all performers, workshop leaders, science communicators, and contractors involved in the festival regarding their schedule and requirements.

 ·       Create and distribute festival briefings for partners, performers, workshop leaders, science communicators, and contractors, staff and volunteers

 ·       Plan, manage and execute the events including organising production, staffing roles and responsibilities, and the build, and de-rig of the event

 ·       Assist with the management of the event budget and ensure that an accurate track of expenditure is maintained.

 ·       Create cohesive documents and update databases with partner details.

 ·       Update event manual, ensure all risk assessments and insurance are in place, and insure that Health and safety procedures are adhered to.

Event Delivery

·       Assist the Senior Events Officer in the successful delivery of Falkirk Science Festival and the primary events: Innovate, STEM@TheHelix Programme, Science in a Kelpie, and Muiravonside Science Gala Day

·       Be responsible for an area of the park on event deliver day, ensuring that the health and safety is adhered to at all times.

·       Plan and manage with the build and de-rig of the events

·       Maintain excellent relationships and communications with all event partners, colleagues, participants and audience

·       Carry out any other duties relating to event production and commensurate with the role, as required by the Senior Events Officer

 5. Timescale

This is a self-employed contract which will be 32 day contract for a fee of £4,800 (excl. VAT) including travel and business expenses. The contract will start w/c 2nd March until 29th May 2020 working on average 2 days a week until the festival begins.

Essential days required:

  • Saturday 9th May
  • Wednesday 13th May
  • Thursday 14th May
  • Friday 15th May
  • Saturday 16th May
  • Saturday 23rd May

An appropriate schedule would be worked out between the Senior Events Officer and Festival Coordinator at the start of the contract.

While some work may be undertaken remotely or at flexible times, the contractor will be required to work sometimes in the FCT office at Falkirk Stadium and various festival locations including The Helix to deliver the festival.

This contract is offered on a self-employed basis and the contractor should take full responsibility for any tax and national insurance contributions relating to the fee.

6. Budget

The contract is offered with a fixed fee of £4,800 including expenses, which will be paid by agreed instalments over the course of the contract (subject to receipt of invoices).

7. Person Specification

For successful delivery, this contract will require:

  • Experience working in a festival environment, delivering multiple events within a short time frame
  • A high degree of organisation, flexibility and professionalism
  • Proven experience of event production and delivery
  • Proven experience of organising detailed technical production
  • Proficiency in written and verbal communications
  • A high degree of accuracy and attention to detail
  • Ability to multi-task, work calmly under pressure and meet tight deadlines
  • Proven ability to work independently with general direction and minimal supervision
  • Experience of working within a community environment and liaising with a wide range of event stakeholders, performers and audiences
  • Excellent interpersonal and team working skills and an ability to lead
  • Ability to think creatively, independently and problem solve
  • structure
  • Experience of working on projects within a large publicly funded organisation
  • A passion and interest in science communications and STEM subjects
  • Knowledge of Event Production Health and Safety
  • Full, clean UK driving licence (essential)
  • First aid qualification (desirable)
  • PVG / Enhanced Disclosure Scotland (desirable)

8. Application and Selection Process

Individuals interested in being considered for the Science Festival Coordinator contract should send:

A CV and covering letter outlining why they are suitable for this position and what experience they bring to the post plus details of two references (please state when we can contact them) to: or by post addressed to: Senior Event Officer, Falkirk Community Trust, Falkirk Stadium.

Deadline: 12pm Monday 17th February 2020

Interviews will be held on: Friday 21st February 2020

Desired start date of the contract: w/c Monday 2nd March 2020

9. Further Information

If you wish to arrange to discuss the brief further, please contact: Anna Plant, Senior Events Officer, Falkirk Community Trust, email:

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