The below instructions describe how to conceptualize, propose and organize one of the 3-4 formal event/meetings hosted by the Science & Justice Working Group per term that are advertised to the whole campus and greater S&J community. There are ample opportunities for other types of programming that require much less planning and resources. For opportunities for informal events, reading groups, works-in-progress or impromptu gatherings see Informal Event Planning.
CONCEPTUALIZE FORMAL EVENTS
All SJWG events should aim at being collaborative, accessible to and fruitful for our diverse and interdisciplinary audiences. To those ends, we hope that these principles will take precedence in all planning decisions:
Limit jargon and intra-disciplinary conversations
Planners should not assume that potential audience members are familiar with technical terminology or problems, and should build the event description and content around common problems/objects. There are many other venues on campus for working out theoretical and methodological commitments that are internal to disciplines. It will often be appropriate to schedule a departmental colloquium or informal event separate from the SJWG meeting if a desired guest participant is an expert on a more narrow topic that you would like to see discussed.
Have multiple disciplinary perspectives present in the event
Events should be structured around fostering cross-disciplinary conversation. In general, most events should have multiple presenters, a discussant or a commentator from a different discipline than the presenter.
Have multiple disciplinary perspectives present in the planning
Event descriptions should be assessed by someone from more than one discipline, hopefully including at least one natural scientist or engineer. The Center can help identify a reader in a different field.
Conversation between presenters and commenters should begin before the event
Event planners should coordinate between all participants, and perhaps other members of SJWG when appropriate, to spark discussions before the event. Public conversations are often much more fruitful if they are already in process.
It is very important to emphasize to any participants that SJWG events are atypical with regards to both the audience and the format. Long power points or reading directly from a paper should be discouraged. The following text should be shared with all participants in order to help establish a common understanding of what our events are like:
Science & Justice offers a space for gathering scientists, engineers, humanists, social scientists, and artists around re-imagining what robust, curious and responsible forms of scientific and engineering knowledge could look like. As contemporary lives are increasingly experienced via scientific and technological practices and idioms, it has become urgent to develop collaborative models for enabling a diversity of livable worlds. With the assistance of the U.S. National Science Foundation, the University of California, and other funding agencies, we offer a variety of internationally recognized training programs, research projects, and academic events. In pursuing these ends, Science & Justice builds on the University of California, Santa Cruz's historic commitments to justice and interdisciplinary research.
Science & Justice events are atypically interdisciplinary compared to most academic venues. It is not uncommon to have audience members from genomics, physics, digital art, philosophy, environmental studies, feminist studies, and sociology, for example. We have developed some practices and methodologies to make our conversations more fruitful in this context, and these practices often make the conversations helpful to our speakers for moving their projects forward. Typically our events do not have long, text heavy power points and do not involve reading a paper (although a few slides with mostly pictures are welcome). We ask participants to aim for their presentations to be 20-30 minutes (less if it is a panel), often followed by a brief response. Rather than present a completed piece of intellectual work, we instead invite participants to share an ‘object’, such as case studies or anecdotes or actual physical objects, around which many people can find attachment sites or shared concerns. Jargon should be kept to a bare minimum and should always be explained. Provocations and unresolved research questions often receive the best responses.
Format of SJWG events
Typically, the SJRC Director or affiliate will open the event with a short (3-5 min) welcome providing an introduction to SJRC and how Working Group (or SJTP) events are conceptualized. Informing the audience of its interdisciplinary nature and note on limiting jargon, they will encourage audience members to ask questions of words they do not know and will listen through out the event for items that may need clarification.
They will then introduce the Event Host who will introduce the event providing information such as: why we are convening; information about any past conversations that led us to this event; any goals of the event (5-7 mins). Depending on audience size, the Event Host may choose to have audience members provide a brief introduction so participants know who their audience is, after which they will introduce the participants and begin the conversation as outlined in the approved proposal.
Half way through the event, typically at 5:00PM, a 10-15min break should be called. If pre-arranged, the Center Manager will set up and clean up refreshments served. Breaking during the event provides a nice social time for audience and participants to think of questions for the follow up discussion. Often times, before breaking, Event Hosts will ask a few guiding questions for participants and audience members to consider over the break to discuss upon return. Time after the break should be dedicated to discussion and possible next steps.
Following the event, if approved, the predetermined group will go to dinner.
PROPOSE FORMAL EVENTS
Submitting the Proposal
SJRC accepts formal event proposals via this application providing the Event Host’s name, proposed term and date, drafts of the proposed event title, abstract (both short and long), possible participants, budget, and potential co-sponsors. The SJRC Steering Committee will review SJWG event and meeting proposals from our community at least the term prior to the proposed term. If you are planning a fall event, proposals should be submitted and close to being finalized by spring term. The Center Manager will confirm receipt of the proposal and any accompanied documents. Following committee review, feedback and tentative dates will be provided.
In order to propose a formal event via this online application, complete the following: these steps will not always be sequential—please read all steps first.
Designate an Event Host
While all events aim to be collaborative, all events should have one person designated as an Event Host who will ultimately be responsible for the organization, planning, and implementation of the event. The Event Host will gather all logistical needs listed below.
Develop a description of the event
Along the lines of a 100-150 word abstract to be used in advertisement emails, co-sponsorship solicitations and publicity. It should describe how the event is interdisciplinary and meets the above guidelines. This does not need to be lengthy nor final, as the Center will review it and there will be opportunities to revise the description. A longer, 300-500 word abstract will be used on the website as publicity and if desired and planned, as a press release.
Gather publicity information for all speakers
Include for each participant: name as they would like it to appear, title, affiliation, biography, image (either headshot or in the field), and one image representing the event topic.
Develop a budget
Review Budgeting for Formal Events.
Soliciting Co-Sponsorships
All events should seek co-sponsors (see Co-Sponsorship Letters). There are two reasons for this. The obvious one is to help share the cost of the event. However, just as important is the role it plays in building the audience for the event. Co-sponsorship normally entails help with advertising and outreach. Please propose potential co-sponsors in your proposal. Six weeks in advance of your event, the Center Manager will be in touch with you to confirm. If you would like help thinking about possible co-sponsors, the Manager can also help with this. Upon receiving commitments in writing, the Manager will coordinate with the sponsoring unit and the Center’s Research Analyst to oversee the transfer of funds.
Proposing a Date
For your proposal, review the Center’s Event Calendar and include any proposed dates in the application. When proposing a date, consider if any participants need to make travel or visa arrangements or if any funding sources have their own set of deadlines. If the proposal is accepted, the Center Manager will provide tentative dates based on Center availability.
EVENT LOGISTICS
The Host is responsible for seeing that the following work is accomplished. These steps will not always be sequential—please read all steps first. The Center aims to have all event details (title, abstract, participants, location, date and time) confirmed the term prior to when the event takes place.
Event Calendaring and Location
The Center does not have a dedicated space for large events and must be secured per event. Formal events will typically be two hours in length and scheduled for Wednesdays 4:00-6:00PM on Science Hill, ideally in Engineering 2, room 599, however this is dependent upon availability and expected attendance. Consider how large the expected audience will be in order to identify a proper location. To reserve any other time or location off Science Hill, a recommended location should be included in the proposal for approval. The Center Manager will work with the Event Host to identify and secure an appropriate location.
Media
Identify all media equipment needed for the event (laptop, adaptors, projector, audio support, etc.). Not all event locations are equally equipped and the Center does not own media equipment. Therefore, lead time will be needed to arrange with either facilities or Learning Technologies to bring in or rent requested items. If equipment will be rented and the Center is to accrue this cost, include this in your proposed budget for pre-approval. Confirm what media needs individual participants may have. If participants will utilize their own laptop/device, request they bring any adaptors or cords specific to their device.
Consider if this event should be documented, video and/or audio. Two weeks in advance of the event, the Center Manager will be in touch with the Event Host about any media needs, and provide you with the audio/video consent forms. If you do intend to record the event in any way, these forms need to be returned to the Manager upon closing the event.
Refreshments
Typically, the Center Manager will purchase refreshments for events, however this should be coordinated with the Event Host to identify if outside catering may be needed due to the expected attendance. The Manager or Event Host will be responsible for setting up/cleaning up the refreshments and should be agreed upon within three weeks of the event.
Parking on Campus
Parking passes are necessary on campus. The Center pre-purchases permits that are available for non-UC Santa Cruz event participants. If requesting fewer than three, passes do not need to be included in the event budget breakdown however need to be requested to the Center Manager no later than 3 business days prior to the event. Should the event require more than three passes, permits should be budgeted into the proposal, as should campus direction signage if needed. Supply the confirmed participant names and signage request to the Manager no later than 3 weeks prior to the event to allow Transportation and Parking Services to make arrangements.
The Center does not provide parking permits for UC Santa Cruz faculty, staff, students, or anyone with a formal or informal appointment who would otherwise be on campus.
Event Description
Establish a final description and include all relevant details (confirmed location, time, date, and participants) before participants are invited or possible co-sponsors are solicited – no later than six weeks prior to the event. The final event description should be roughly 300-500 words and be written such that interdisciplinary audiences will find it understandable and attractive. In other words: no jargon. A shorter 100-150 word event description can be taken from this to use for publicity and email announcements.
Publicity
Upon securing a date, and no later than 6 weeks of the event, the event will be included in all ‘Save the Date’ pre-advertisements and online postings.
No later than 4 weeks of the event, all confirmed event information should be posted to the Center’s website of Upcoming Events, Center Events Google calendar, and the UC Santa Cruz Campus Event Calendar by the Center Manager who will also send emails and post to social media accounts according to the publicity plan.
Find more information on creating a publicity plan in SJRC’s Practice for Raising the Public Platform.
Participant Payments
Honorariums are typically not approved and must follow campus guidelines around payments. However, if the need arises, include it in the proposed budget and provide justification. UC employees are not able to receive an honorarium as it is considered part of the service credit; nonUC employees must have a U.S. Social Security Number, as it is reportable income. The Center Manager can help determine if co-sponsorships could appropriately contribute. State funds are prohibited from being used for honorariums.
Participant Travel
If the guest is traveling, the Event Host will provide the Center Manager with relevant participant contact information to coordinate travel arrangements and lodging in accordance with university policy and to process the required university paperwork. All participant travel and lodging should be made no later than 30 days prior to the event to avoid more expensive costs. The Center will, on behalf of the participant, make lodging reservations and process the payment through direct university billing. The Center will processes participant travel (flights, rental cars, or personal car mileage) through reimbursements. The Center can, on behalf of the participant, make shuttle reservations and process the payment through direct university billing.
Consider picking up a guest (either yourself or soliciting a graduate student) from the airport (and taking them back), this is a great opportunity to spend time conversing with your guest which will make for a much more interesting conversation during the event. Upon approval, the Center may reimburse the driver for mileage if in accordance to university policy. The university will not reimburse UCSC faculty, staff, students, or anyone with a formal or informal appointment who would otherwise be on campus. (Example: If you live in San Francisco and are picking up a participant from SFO and bringing them with you to UCSC, the university will not reimburse for this. If you live in Santa Cruz and drive to SFO and bring the participant to UCSC and back to the airport, the university can reimburse for this). Non-local and international guests are possible, but limit funds and may add an extra obligation to solicit for co-sponsorships.
IMPORTANT: In order for participants to receive any payments or reimbursements made to them or on their behalf, they MUST have either a U.S. Social Security Number or a U.S. Federal Tax ID Number. Any nonU.S. based participants should be discussed before committing resources to them to determine their eligibility which is determined by their visa status.
Participant Itineraries
Based on the information provided by the Event Host, the Center Manager will establish an itinerary for guest speakers and will provide it to the guest and event Host one week prior to the event. If the guest is staying overnight, the Host should aim to schedule additional opportunities for informal discussions, a secondary event, or even a guest lecture in a class. The Center can assist with identifying such opportunities.
Hosted Meals
If appropriate, the Host should schedule a meal for the guest and a few Science & Justice members. Consider inviting the organizer(s), speaker(s), director(s), or any other key campus figures. Depending on the amount of time your guest may be in town, more than one hosted meal may be appropriate. Three weeks prior to inviting guests to a hosted meal, submit a list of names and restaurant location to the Center Manager who can make the reservation arrangements under the Hosts name, if requested.
The Center will only pay for UC students/faculty and official event participants, although others are welcome as long as they cover their own expenses or can provide a justification as to how their involvement furthers the conversation. For example maybe a spouse or collaborative partner is accompanying a participant on the trip who also happens to have an expertise in the area being discussed.
Paying for Hosted Meals
Meals are typically paid for out of pocket and reimbursed. To receive reimbursement, submit the itemized receipt showing all items purchased and the receipt showing tip amount along with a list of attendees and their affiliations to the Center Manager within one week of the event.
Some restaurants accept UCSC Purchase Orders. If the Event Host would like to utilize a Purchase Order for the hosted meal instead of paying out of pocket and seeking reimbursement, contact the Center Manager no later than 2 full weeks prior to the hosted meal.
ALCOHOL WILL NOT BE REIMBURSED. Request to the server that alcohol must be processed on a separate tab—failure to do so could result in not being reimbursed for any of the meal.
Rapporteur Reports
Rapporteur Reports are a key way of documenting the event and making the information publicly available. Depending on the type of event, (Working Group or Training Program) either the Center's Graduate Student Researcher (GSR) if available that term, the Event Host, or other designee will write a rapporteur report of the event and provide it to the Event Host and Center Manager within two weeks of the event. If there is more than one organizer, organizers will collectively write and submit one report. Consider assigning a an undergraduate or graduate student to be a Critical Listener to work with the Event Host in writing the rapporteur report. Rapporteur reports are typically 1-2 pages in length (for examples see: Reports and Critical Listening Methodologies).
The Critical Listener should submit the rapporteur report to the Event Host within 1 week of the event. After the Event Host reviews and approves, they will send the report to the Director for final approval. Upon approval of the report, the report will be posted to the Center’s website.
Interviews
Consider conducting a separate interview with one of your participants. This is another great opportunity to spend time conversing with your speaker. Interviews can be posted on the SJRC website as a news item.
Post Event
Follow up with all participants after the event thanking them for participating. CC the Center Manager in case the Center would like to contribute additional thanks or provide follow up information.