ESRC aims for the 2024 festival to increase its reach with public and youth audiences, and to ensure that events listed as being for these audiences are genuinely tailored to them and engaging for attendees. More guidance on this can be found in the Event Leader Pack.

For those wishing to run an event, there is an expectation from ESRC that you attend online training sessions provided by them (regardless of whether you have previously run events for FoSS and/or attended this type of training). The first two training sessions (festival engagement and festival planning) are obligatory for all event leads; the third session is aimed at these planning a hybrid or online event.

Session dates are as follows:

• Festival Engagement - 15th May 12pm - 1pm or 9th July 12pm - 1pm
• Practical Planning & Evaluation - 22nd May 12pm - 1pm or 16th July 12pm - 1pm
• Online and hybrid engagement - 3rd June 12pm - 1pm or 23rd July 12pm - 1pm

You can sign up for the training here.

Although the May training sessions take place before the closing date for applications, it is advisable to attend these earlier sessions if you can as part of your preparation for submitting an application for funding. These sessions will be repeated in July but attendance at the earlier sessions should provide useful content that may help inform your application for the funding and/or help you decide if you want to apply for the funding at all!

There is a requirement to upload all relevant information relating to each event we put on onto the ESRC Festival website. Support will be provided from the FASS KE team to do this but event leaders are responsible for sending key information to the team.

Development of effective communication and marketing for events rests with event leads, supported by relevant staff.

ESRC requires evaluation information to be provided post event, including:
Facts and figures relating to:

• Attendee numbers (pre-registered and actual) and attendee demographics
• Numbers of events by different categories (e.g., by topic, audience, in person v online or hybrid)
• Geographical location of events
• Any non-academic event partner organisations (e.g., community groups, charities) *

Views and opinions, including:

• Attendee views and experiences
• Teacher views of schools’ events
• Views of any event partner organisations
• Speaker/event leader views (if/how festival participation has benefitted them)
• Festival partner institution views (benefit to their institution of participating in festival)

Guidance from ESRC states that all participating institutions should follow their internal institutional policies regarding eligible costs but that costs should be non FEC (full economic costing).

Costs supporting capacity building, external support, transport to events where needed for those who might otherwise be unable to attend (for example bus hire for schools or transport costs for those from low-income backgrounds), and any type of engagement activities that directly support the festival objectives are acceptable.

The following costs are not supported:

• Salaried staff costs. However, we can pay hourly invoiceable/‘timesheet’ type costs, provided that an auditable trail is kept that shows why the costs are justifiable in terms of creating value for the public.
• Alcohol, and substantial food and beverage offerings. However, light refreshments such as tea, coffee, juice, and biscuits can be covered, as can costs for appropriate sustenance for volunteers. Up to date details of the maximum amounts that can be spent per person can be found in Annex B of the UKRI business expense claims, business travel and subsistence policy.
• Goody bags (for example containing promotional and/or novelty items) or substantial giveaways. However, modest value items where appropriate, such as prizes for a young people’s competition, or materials to allow event attendees to continue an activity at home, are OK.
• Travel costs for international speakers/participants. Travel costs for international speakers/participants are not permitted from the festival budget (please note the change from previous years).
• ***Accommodation costs permitted only under exceptional circumstances***. You will need to make a short case to the overall Festival Manager and have this approved. Please contact Jo Taylor via fossmanager@lancaster.ac.uk or j.taylor38@lancaster.ac.uk for support with this.