This checklist is recommended as a working paper for all partners of the WONDERS "Carousel of Science".

Please read it carefully, delete not needed items, add necessary items, assign responsibilities for your crew and finishing dates.

1. Contract

Receive contract from EUSCEA – www.euscea.org - via coordinator (office@wonders.at). The Carousel Partners are sub-contractors to EUSCEA according to EC standards. The contract settles rights, duties, budget, and payment modalities – and will be issued in time (and is similar to this "Checklist").

Management and all involved persons (contact persons, financial management) of your organisation should meet and be informed about the project and the contract.

Sign contract (by responsible person of the partner organisation), make a copy for own archive, send original back to coordinator.

2. Participation at the Launch Event

Sending one representative to the Launch Event, Vienna, A (March 30 and 31, 2006) – name to the coordinator (fill out the participation registration form)

Selecting one (local) journalist (possibly in cooperation with the local EUJSA - www.eusja.org - association) and sending her/him to the Launch Event

Sending the credentials and name of this journalist and of the representative to the coordinator

Sending email addresses of interesting media to the coordinator for the distribution of information about WONDERS

Visiting the Launch Event (start: evening dinner at 18:00; thereafter one day of conference from 9:30 to 17:00) and enjoying it

Budget: the flights for these two persons are paid out of the WONDERS budget of the Carousel partner. All accommodation, dinners etc. will be paid by the Austrian ministry; the coordinator books the hotel for the two persons after they are nominated (for two nights)

3. Evaluation (results to the BA^[1] and the coordinator)

Preparing for the evaluation – nominating persons at the sender and at the host to be in charge of the evaluation from the beginning, discussing issues of evaluation BEFORE the Science Event takes place

Evaluation as Carousel Sender (of 3 Activities) with a standardised questionnaire A (produced by the BA)

Evaluation as Carousel Receiver (of 3 Activities) with a standardised questionnaire B (produced by the BA)

Evaluation on the sub-projects Launch, Science Café, on EUSCOS, on CliClim, Finals (standardised questionnaire C)

Overall evaluation, e.g. on marketing, on the Partners' Manual, Coordination (semi-standardised questionnaire D)

Collecting and evaluating the media response (clippings) about the Launch, about the received Activities, the Science Café, the EUSCOS discussion, the CliClim and the Finals – including a list of media (titles, websites) and journalists (names, affiliation)

WONDERS Budget: included in the working hours of the partner's budget

4. Sending 3 Activities (actions by the sending side)

Selecting and adapting 3 Activities for travelling

Telling the receiving side, the "host" (and the coordinator) about all details in cooperation with the host to fit and to possibly adapt the sent Activities to the host's Event: title, description, necessary length in time, length of stay and number of presenters, necessary infrastructure (light, internet, water, outside/inside, tables, chairs etc.)

Selecting and sending pictures of examples of the Activities (including the audience at the Activities, possibly also the presenters) to the host (for interesting the local media) and to the coordinator (for putting into the website www.wonders.at) in time for the host's public relation activities

Creating information material together with the receiving side (originally in English, then easy and cheap translation from the partner organisation from English to native tongue); create the texts for the posters, which will be produced and sent to the receiving side by the marketing coordinator (Jan Riise)

Booking flights, accommodation and transport to the selected city and venue (possibly with recommendations and support from the host

Supervision of the event from arrival to departure, documentation/reporting (number of visitors), pictures (or even videos) in coordination with the host

WONDERS Budget: The sender pays for adaptation, administration, information material, transport, travelling & accommodation of presenters, used material.

5. Receiving 3 Activities (actions by the receiving side)

Being a good "host" to the "guests" (e.g. preparing maps of the location, allowing for breaks with soft drinks, visits of the host's management etc.)

Selecting, preparing and adapting the venue(s)

Acknowledging that the 3 Activities can come, telling the venue(s), the dates and times, when and where the Activities can be seen, what infrastructure can (or which cannot) be prepared to the Sender and to the coordinator

Organisation of a special opening event (e.g. with the ambassador of the sender, any friendship organisation, any correspondent journalist of the sender's country)

Advertising the Activities (receiving the posters with texts created mutually with the sending side) also in the own programme, website, folders etc.

It is strongly recommended to have one venue for all 3 Activities of the guest

Facilitating the counting of the number of visits^[2]

Supervision of the event from, arrival to departure, documentation/reporting (number of visitors), pictures (or even videos) in coordination with the sending side

WONDERS Budget: The host pays for administration, marketing & advertising and for the venue. If the sender and host want to have more items as are in the marketing package, they both share the costs for these additional items.

6. Selecting the "Best of" the 3 received Activities

Prepare selection date(s), time(s), process and persons in charge; cards with the questions and answers (in native tongue) with grades from 0 to 10 – for each of the 3 Activities (wherever they are taking place):

• 1. Did I/my group enjoy it? (0 … not at all; 10 … absolutely)
• 2. Did I/my group learn something new - about science? [0 … 10]

The cards will also have demographic data like age, gender, nationality, some background (e.g. zip-code of home, education level) and data, in which the sender or the host are interested (grade of interest in science, knowledge about the event etc.). The cards can also have free space for comments.

The public chooses the best of the received Activities by filling these cards – the partner collects and evaluates the result: the "winner" is the one with the most average points (total number of points divided by the number of cards) added together – and reports immediately to the coordinator (and possibly to the press); the report containing the sum of points for each of the two questions for each Activity.

WONDERS Budget: included in the working hours

7. Promotion of CliClim

Informing the media about CliClim (information from the BA/Climate^[3]), determining start and end time (if necessary; it is also possible and recommended to let it "run" the whole year, e.g. after the opening)

Advertising CliClim on as many places of Activities as possible, in any case at the venue(s) of the received 3 Activities and at the Science Café

Announcing the CliClim results after the end of the Event – to the media, public, guests and send report to the coordinator

WONDERS Budget: included in the budget for work package 3

8. Promotion of EUSCOS

Informing the media about EUSCOS

Advertising EUSCOS on as many places of Activities as possible, in any case at the venue of the received 3 Activities and at the Science Café

Some persons of the sender's and of the host's organisation should take part in the blog and write statements and arguments, which are developed in discussion within the organisation

Announcing the EUSCOS results after the end of the Event – to the media, public and send report to the coordinator

WONDERS Budget: included in the working hours

9. Organisation of a Science Café

Selecting a science journalist in cooperation with EUSJA (where there is a national EUSJA) for moderation

Selecting a topic and selecting/inviting one or more scientists/experts to participate at the Science Café

Cooperation in the concept/design/format of the Science Café with the science journalist (microphones, quiz, gift to the speakers, cakes, drinks, breaks in between, reporting, picture or video taking etc.)

Making some information material (some posters at the Café in advance, some leaflets about the participating persons and issue) together with Jan Riise (production of posters)

Inviting the (scientific and media) community to the Science Café

Making sure that pictures (or videos) and some notes are taken

Promotion of CliClim and of EUSCOS

Reporting on the Science Café to the media and to the coordinator

WONDERS Budget: including in the working hours and in the general advertising budget

10. Participation at the Final Event

Adapting the winning Activity for presentation at a stand at Heureka AND adapting for a short, max. 5 minute presentation on stage at Heureka (www.heureka.fi), science centre in Vantaa (www.vantaa.fi), Finland, for the final selection

Booking flights and accommodation

Coming to the Finals and enjoying it

The chosen "Best of the Best", the sender and host, use this award to create high media attention together with EUSCEA (www.euscea.org), ECSITE (www.ecsite.net) and EUSJA (www.eujsa.org)

WONDERS Budget: covers flight, accommodation, transport for presenters and accompanying persons – and included in working hours

11. Reporting (to the coordinator)

Report on the Launch: results for the organisation and for/with the accompanying journalist

Report on the sent Activities (pictures, description)

Report on the hosted/received Activities (pictures, description)

Report on the local/regional/national media response (Carousel, Science Café, EUSCOS, Launch, Finals)

Intermediate financial reports (filling forms, sending invoices) including sponsoring money and in-kind sponsoring (to calculate the complete costs)

Final Report

WONDERS Budget: included in working hours