A science museum decided to take its exhibits beyond the museum walls by organizing an outdoor family festival weekend. This Science Museum Outdoor Family Weekender was designed as a family-friendly festival blending education and entertainment. Over two days, the museum’s grounds transformed into a STEAM (Science, Technology, Engineering, Arts, Mathematics) playground with hands-on tents, live demonstrations, and interactive exhibits for all ages. This case study explores how the festival was produced – from planning STEAM activity tents and managing power and tool safety, to innovative ticket bundling with museum entry, weather contingency plans for delicate exhibits, and measuring learning outcomes through teacher surveys. The insights and lessons learned offer a roadmap for festival producers looking to create enriching and safe family-friendly festivals, whether at museums or other community venues.
STEAM Tents: Hands-On Learning for Families
One of the festival’s highlights was a series of themed STEAM tents scattered across the outdoor venue. Each tent offered interactive activities catering to children and parents alike:
– Science Tent: Live experiments and science shows (e.g. chemistry demonstrations with safe household ingredients, mini rocket launches) enthralled kids while teaching basic scientific concepts.
– Technology & Engineering Tent: Hands-on workshops like building simple robots or coding for kids on tablet stations, often run in partnership with local tech educators. Visitors could even generate electricity by pedaling a special bike-generator that powered light bulbs – an activity combining engineering and exercise in a fun demo.
– Arts & Math Tent: Creative activities that blended art and math – for example, collaborative mural painting using geometric shapes, or a music station where families played with instruments and learned about sound waves.
These tents were designed to engage multiple age groups. For younger children, there were simple experiments and sensory play zones, while older kids had more challenging projects (like programming a robot or crafting a small wooden bridge). All activities emphasised learning through play, aligning with the museum’s educational mission. (For instance, the Science Centre Singapore’s UNTAME STEAM Festival features similar interactive zones to spark curiosity (www.science.edu.sg).) The festival organisers ensured each tent was staffed with knowledgeable volunteers and educators who could guide families and adapt activities for different skill levels. This not only kept visitors safe and informed, but also replicated the museum’s hands-on exhibit style in an open-air setting.
Power and Infrastructure: Keeping the Lights On
Transforming museum grounds or an outdoor space into a science playground requires significant power and infrastructure planning. Many exhibits – from laptop stations to small stage shows with audio-visual equipment – needed a reliable electricity supply. The production team performed a detailed power needs assessment weeks in advance:
1. Audit Equipment: They listed every gadget, computer, light, and speaker in use, calculating the total wattage required.
2. Secure Power Sources: Two large generators (with ~50 kW capacity each) were rented to supplement the museum’s outdoor electrical outlets, ensuring there was enough power headroom. One generator served as a backup in case of failure.
3. Distribution Planning: Heavy-duty cabling and distribution boxes were laid out to deliver power safely to all tents and stages. Cables were taped down or covered to prevent trip hazards for wandering little feet.
4. On-Site Electrician: An electrician or technical staff member was on standby throughout the event to address any electrical issues or overloads immediately.
Safety was paramount. All electrical connections were weather-proofed with covers, and equipment was tested before each day’s opening. The festival even incorporated some green energy elements – for example, a solar panel display powered a portion of the Science Tent as a demonstration of renewable energy, aligning with the educational theme. By meticulously planning power and infrastructure, the museum ensured that every experiment ran smoothly without a hitch in front of attendees.
Safety First: Managing Tools and Crowds
Conducting hands-on activities means dealing with tools, materials, and excited children – a combination that demands strict safety protocols. The festival team established comprehensive tool safety guidelines:
– All workshops involving tools (scissors, small hammers, soldering irons for electronics, etc.) were supervised by staff at all times. Children used tools only in designated areas with protective gear (for example, safety goggles during a wood-building activity and gloves for handling science experiment materials).
– Sharp or hazardous items were kept out of reach of young children unless directly supervised. The organisers prepared child-friendly alternatives where possible (like using child-safe scissors and pre-cut materials to minimise risk).
– A first aid tent, staffed by a medic, was positioned centrally. Luckily, only minor incidents (like a scraped knee or two) occurred, but the visible presence of first aid gave parents peace of mind.
– A lost child protocol was in place: staff and volunteers were trained to handle lost children with care. A family meeting point booth was clearly marked, and wristbands were offered at the entrance so parents could write their phone number in case they got separated from their kids.
Crowd management also played a role in safety. The layout ensured plenty of space between tents for stroller (pram) parking and movement. Schedules were staggered – for instance, not starting all popular shows at once – to distribute crowds evenly. The festival’s family-friendly focus meant considering amenities like baby changing stations, water refill points, and rest areas. By planning for these details, the museum created a welcoming atmosphere where parents felt secure bringing even very young children.
Ticketing and Museum Entry Bundles
A unique challenge (and opportunity) for a museum-hosted festival is how to handle ticketing and admission. The Science Museum Outdoor Family Weekender tried an innovative approach: bundled tickets that combined the outdoor festival entry with museum gallery access. For a single reasonable price, visitors got a wristband that allowed them to roam the outdoor STEAM festival and explore the museum’s indoor exhibits on the same weekend. This bundling had several benefits:
– It added value for families – they could make a full day (or two-day weekend) of the event, learning inside and outside.
– It introduced new audiences to the museum. Some families who came primarily for the festival ended up visiting the museum galleries for the first time because it was included.
– Operationally, it simplified entry control: one ticket (or wristband) to check, which reduced queues and confusion at gates.
However, bundling wasn’t the only model considered. The organisers debated offering the festival as a separate ticket or even free. Many science festivals opt to be free admission to maximise access – for example, the Manchester Science Festival’s Family Weekender in 2021 let visitors attend at no cost (with advance booking) (www.creativetourist.com). Similarly, London’s Great Exhibition Road Festival allows anyone to join the outdoor science activities without a museum ticket (www.sciencemuseum.org.uk). In those cases, museums rely on sponsorships or public funding to cover costs while focusing on community engagement. By contrast, bundling tickets in the Science Museum’s weekender created a revenue stream that helped cover event costs (tents, equipment, staff) and potentially even boosted museum memberships (some visitors, after enjoying the experience, signed up for annual memberships).
From a technical standpoint, implementing the bundled ticket was made easy by a robust ticketing platform (such as Ticket Fairy). The system allowed the festival organisers to create combo tickets and even family packages (like discounted passes for 2 adults + 2 children). At the entrance, scanners could verify the bundled tickets quickly, granting access to all areas. Crucially, pricing was kept family-friendly – no surprise fees or surge pricing – to ensure the event was inclusive. In retrospect, the bundled ticket strategy succeeded in balancing inclusivity with financial sustainability, providing a model that other museum festivals are now considering.
Weathering the Elements: Protecting Delicate Exhibits
Outdoor events always face the whims of weather, and this can be especially tricky when delicate scientific exhibits or equipment are involved. The festival took place during a mild season, but the team prepared detailed weather contingency plans to pivot as needed:
– Tents and Shelters: All key exhibits were housed under high-quality tents. Tents had sidewalls ready to roll down in case of wind or rain, and sensitive gear was placed on riser platforms to avoid ground moisture.
– Backup Indoor Space: The museum kept a gallery hall on standby as an indoor backup location. If heavy rain or strong winds had hit, certain activities (like the robotics workshop with laptops and robots, or an astronomy display with telescopes) could be quickly moved inside. This required coordinating with museum operations, but ensured the show could go on with minimal downtime.
– Weather Monitoring: Organisers closely watched the forecast. A sudden drizzle on Sunday afternoon sent staff into action – they temporarily paused a live science show and covered the equipment. Attendees were guided to indoor attractions (a perfect time to explore the museum’s main building) while the rain passed. Because contingency plans were in place, there was no panic or confusion, just a smooth redirection.
– Protecting Exhibits: Some exhibits, such as a collection of fragile dinosaur fossils on loan for the weekend, were deemed too delicate for any chance of rain exposure. These were displayed in a small climate-controlled marquee, demonstrating that sometimes it’s worth investing in special infrastructure to safeguard important content.
Communication is vital during weather pivots. The festival announcer and social media channels kept visitors informed in real time about any schedule changes (“The 2 PM Drone Demo will resume at 3 PM inside the museum due to weather”). As a result of thorough preparation, the festival suffered no damage to exhibits or significant schedule disruptions, even though Mother Nature threw a few curveballs. Other festivals have learned the hard way – a sudden storm at an outdoor science fair in another city once forced a cancellation, underscoring why having a Plan B is non-negotiable for event producers.
Measuring Learning Outcomes with Teacher Surveys
Being a science museum event, success wasn’t measured only in smiles or ticket sales – learning outcomes were a core metric. To gauge the educational impact of the festival, the organisers collaborated with local schools and teachers both before and after the event. They invited teachers to attend with their classes or families, and after the festival, a survey was sent out to gather feedback on what participants learned.
The teacher surveys focused on several points:
– Did the festival activities tie into classroom learning? (For example, a physics teacher noted that the bridge-building challenge in the Engineering Tent reinforced her lessons on structures).
– Were students more interested in science, technology, or art after attending? Teachers were asked if children talked about or pursued any new STEAM hobbies following the event.
– What could be improved for educational value? Teachers suggested ideas like providing take-home experiment guides for students to try later, which the museum is considering for next time.
The responses were overwhelmingly positive. Many teachers reported that students returned to school buzzing with excitement, sharing what they saw or did at the festival. One local primary school teacher mentioned that her pupils wouldn’t stop talking about the giant slime-making activity and how it related to their chemistry module. Such qualitative feedback indicated the event met its educational goals. Quantitatively, the surveys showed a high percentage of respondents attributing increased curiosity in STEM subjects to the festival experience. These insights were compiled into a report, which the museum shared with sponsors and used internally to refine future programming. By actively measuring learning outcomes, the festival team demonstrated accountability to its mission – something that can also help in securing funding for future editions, as it provides evidence of community impact.
Beyond the Museum Walls: Building Trust and Community
Hosting a festival outside the museum’s traditional galleries was not just a logistical experiment – it was a brand and trust exercise. Museums are often seen as authoritative, safe spaces for learning. By moving activities outdoors into a more unpredictable, public realm, the museum had to scale that trust and maintain its reputation for quality experiences. The success of the Outdoor Family Weekender did exactly that:
- Community Engagement: The museum showed it’s not an isolated institution; it actively stepped into the community, meeting people where they are. Families who might not normally visit a museum found the outdoor festival approachable and fun, which helps build trust and interest in the museum itself. (In fact, science festivals around the world, from London to Philadelphia, have drawn tens of thousands of people by bringing science to public spaces (www.inquirer.com).)
- Partnerships: Taking the event outside required working with city authorities, local vendors, and sponsors in new ways (permits for outdoor use, food trucks for attendees, etc.). The museum’s ability to run a safe, successful festival strengthened its relationships with these stakeholders. A city council that sees a museum managing an event for thousands safely will be more inclined to support future initiatives.
- Institutional Confidence: Internally, the museum staff gained confidence that they can deliver their educational mission in different formats and scales. This flexibility is crucial for museums looking to stay relevant and reach broader audiences. By maintaining the same level of interactive quality outdoors, the team showed that the “museum experience” can be recreated in a park, a street, or a field without losing integrity.
The festival became a case study in how museums can extend their brand beyond their walls. When attendees see the museum logo on a fun family event in the park, they associate that positive experience with the institution. As anecdotal evidence, many parents told organisers that after attending the festival, they felt more inclined to trust the museum’s future programs – even those outside the museum – because everything was well run and enriching. In essence, the museum scaled up trust by proving that its commitment to education and community could weather new environments (literally and figuratively).
Key Takeaways for Festival Producers
- Blend Education with Entertainment: Family-friendly festivals thrive when learning is fun. Hands-on STEAM activities, like those in themed tents, can captivate kids and parents. Always tailor activities to various ages and provide staff to facilitate learning at each level.
- Plan Infrastructure Meticulously: Outdoor events need robust power and infrastructure. Map out your electrical needs, secure backups for critical systems, and prioritise safety (from covered cables to weather-proof equipment).
- Safety and Comfort Are Essential: Especially for family events, proactive safety measures (tool supervision, first aid, lost child plans) are non-negotiable. Additionally, think about creature comforts – pram-friendly layouts, rest areas, and kid-friendly amenities – to make the experience welcoming.
- Innovate with Ticketing: Consider your ticketing strategy in context. Bundling festival entry with museum or attraction admission can enhance value and revenue, but free entry might boost accessibility and attendance. Use a flexible ticketing platform to create family deals, and keep pricing fair.
- Have a Weather Plan (or two): Always prepare for bad weather. Invest in tents and indoor backup options for delicate exhibits, and have clear communication channels to update attendees. A well-prepared team can turn a rain delay into just another part of the adventure.
- Measure Impact: Go beyond attendance numbers – gather feedback from teachers, parents, and attendees to gauge what your festival achieved. Did it inspire learning? Use surveys or interviews to capture outcomes. This data not only validates your efforts but also guides improvements for future events.
- Extend Your Brand Responsibly: When taking your festival or museum events outside, remember that you carry your organisation’s reputation with you. Execute with the same quality and care as you would on home turf. Doing so can significantly boost your institution’s standing in the community and build long-term trust.
By reflecting on the Science Museum’s Outdoor Family Weekender case study, new festival producers can learn how to create engaging, educational, and resilient family festivals. With careful planning, an eye for both detail and big-picture goals, and a passion for community engagement, any organisation can turn a weekend event into a lasting legacy of inspiration and trust.
25th August 2025