Pint of Science Speaker Agreement
1. Introduction
Pint of Science is a non-profit social enterprise dedicated to bringing science to the public through engaging, accessible, and fun events. Our events provide a platform for researchers, innovators, and educators to share their ground-breaking work with the wider community, helping to inspire and foster curiosity about science.
The success of our events relies on the commitment and passion of our volunteers, including the invaluable contributions of our speakers. We are excited to welcome you to this community of dedicated individuals and are committed to ensuring you have a rewarding experience while contributing to the growth and success of our festival.
We want to make sure that all our speakers understand the importance of their role and the expected standards of behaviour and commitment.
By volunteering with us, you agree to the following expectations:
- Commitment: You agree to fulfil the responsibilities outlined in this agreement to the best of your ability and within the timeframes established.
- Behaviour: You agree to uphold the standards of conduct expected of all speakers, ensuring a positive and respectful experience for everyone involved.
2. Guidelines
(I) Recruitment and commitment
We recruit speakers who demonstrate not only expertise in their field but also a strong commitment to engaging the public. The festival requires active participation, so we ask that you confirm your availability and willingness to contribute before agreeing to join.
Speakers are expected to attend preparation meetings, participate in any necessary training, and be present for the duration of their scheduled session. This includes being available for pre-event rehearsals or briefings as needed. Arriving on time for both the preparation and the event itself is crucial to ensure the smooth running of the festival.
Even though our events offer a relaxed and friendly atmosphere, we expect all speakers to be prepared, engaged, and fully present at their session, maintaining a high standard of professionalism in all interactions with organisers and audience members.
(II) Communication
Effective communication is critical to the success of our events. We rely on timely and clear communication from all our volunteers, including our speakers.
We ask that speakers regularly check their email and other communication channels for updates from the event team. If there are any changes to your availability or session details, please inform the event organisers as soon as possible.
If you encounter any issues, concerns, or conflicts with your role or schedule, please communicate these to the event organisers promptly, so we can work together to resolve them. If you have issues with your event team or they are not communicating with you, please contact [email protected]
Once you have been confirmed to speak, you have the option to sign up and register to receive important updates, exclusive opportunities and feedback/evaluation from the central and national Pint of Science team. This is voluntary.
(III) Structure/roles and responsibilities
The diagram below shows information flow and structure within Pint of Science.
Event Managers find the venues and speakers and run the nights. They are the face of Pint of Science and liaise with their local Coordinator. There are usually 3-5 Event Managers per venue. The term 'Event Manager' can also include comms and marketing, web managers and treasurers.
City Coordinators bring everything together and manage Event Managers in each city (or university/institution). There are usually two of these per city (or institution). If they have any questions about Pint of Science their first port of call is the Chapter Manager.
Chapter Managers overlook 3-5 cities/teams and help to guide them to deliver Pint of Science. They have had experience of being Event Managers and City Coordinators in the past. They are the first people that Coordinators should contact if they need help.
Directors are responsible for running Pint of Science, including legal and financial aspects.
Volunteers are expected to follow the guidance and instructions of their designated manager at all times. While collaboration and open communication are encouraged, final decisions rest with the management team. In situations requiring direction, clarification, or resolution, the judgment of managers is definitive and must be respected. Volunteers agree to defer to their managers’ decisions and understand that this structure is essential for maintaining safety, consistency, and the integrity of the organisation’s operations.
3. Code of conduct and policies
As part of Pint of Science, you are expected to embody the core values of respect, inclusion, and professionalism. Your actions, both on and off stage, should promote an environment of learning, mutual respect, and scientific exploration.
We ask that you adhere to the following expectations to ensure a positive and professional experience for all involved:
(I) Professional Conduct
Speakers are expected to treat all participants, volunteers, and attendees with respect and courtesy, upholding the festival’s values of inclusivity, curiosity, and professionalism. Your behaviour should help foster a safe, welcoming environment where everyone feels valued. When engaging with the audience, aim to encourage learning and dialogue by communicating clearly and using accessible language. Collaboration is key, and we ask that you work respectfully and supportively with event organisers and fellow speakers. If you receive constructive feedback from the event organisers or participants, please approach it with an open mind and be willing to contribute to a positive team/event dynamic. Should any issues arise, please address them promptly with your event coordinator to help ensure a smooth and successful event experience for all.
(II) Pint of Science policies
All speakers are expected to adhere to our Equality, Diversity, and Inclusion (EDI) Policy, ensuring their session reflects the festival’s commitment to inclusion, accessibility, and mutual respect. It is equally important to follow all health and safety guidelines provided by the organisers to help maintain the well-being of everyone involved. Additionally, any confidential information shared with you during the events must be handled responsibly and in accordance with data protection regulations, including the appropriate use and storage of personal data.
If you encounter any issues or difficulties during your time as a speaker, we encourage you to address concerns early by using the path described in our Grievance policy (EDI policy). We value open communication and encourage you to reach out to the event organisers or coordinators as soon as you identify any issues as this can help resolve potential challenges before they escalate.