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Science Cafés are traditionally held in a casual setting such as a local coffee shop, bar, bookstore, or restaurant. However, some cafés are held at science museums or other similar venues.

Things to Consider when Choosing a Venue

• What size audience do you expect? Can the venue accommodate your audience?
• Will there be a charge for using the space at the venue?
• Is there a separate area available for your science café?
• What food and drink are available at the venue?
• Does the venue have any audio/visual equipment you will need?
• Is the venue in an area accessible by your target audience?

Tips for Planning your Science Café

Consider your audience

Most science cafés are geared toward non scientists in your community. So choose speakers and topics that will be appealing for your target audience.

Consider the size of your audience

For your first few events you may have a smaller attendance than you will in the future. Expect 30-50 for your first few meetings. If you continue to hold your science cafés regularly, your audience will likely grow by word-of-mouth. Many local sections report attendance of 150-200 for well-established programs.

Consider the format of your science café

Do you want to have a sole speaker, or a group of speakers for a panel discussion? Do you want to include visual aids such as videos or PowerPoint or restrict their use? Do you want to include trivia as part of your event?

Use a sample timeline to plan your science café

Don’t know where to start? This sample timeline will give you an idea of what is involved and how to plan it.

Creating a Budget for your Science Café

While science cafés can be held with a minimal budget there are several items and funding options to keep in mind.

Items to Include in Your Budget

• Speaker travel and lodging
• Creating promotional materials for the science café.
• Space rental—some locations will require you to pay a fee to use the space for your science café.

Funding Options

• 
  Local Section Chairs may apply to receive up to $500.
• Sample Fundraising Letter
  Adapt to your needs and contact an outside group for funding.
• ACS Community Outreach Fundraising Guide
  More information about fundraising

Evaluation of your science café is an important step in continuing to hold successful science cafés, so don’t overlook it. Evaluate each science café, so you can learn what worked and what didn’t and apply lessons learned to your next event.

Questions to Ask Yourself and Your Planning Team

• How many people attended the science café?
• Did your audience include a variety of people, or were the people from only one demographic?
• Was the audience engaged in the conversation?
• How many people stayed for the discussion portion of the evening?
• What worked at the science café?
• What would you change for the next science café?

Get Input from the Audience

In addition to the questions above about your observation of the audience consider conducting a quick survey of the audience during and after the event. Have paper surveys available and/or offer the survey online. There are several online survey tools, many with free options. Adapt this sample survey to serve your needs.

You are considering participating in a science café, but still have a few questions. Below are the answers to common speaker questions.

What is a science café?

A science café is a venue for scientists and non-scientist to openly discuss scientific topics of the day. Science Cafés increase science literacy in communities across America. Cafés are often held in coffee shops, bars, restaurants or bookstores, anywhere people gather. They usually consist of a speaker or speakers and a group discussion.

What is the audience like?

Audiences vary from café to café. But, generally they are a group of nonscientists, and a few scientists who are excited to learn and talk about the topic of the science café.

How should I structure my presentation?

Your presentation of the topic should feel more conversational than a lecture. The goal of a science café is to open a discussion between scientists and nonscientists to improve science literacy and have a fun evening.

What are my responsibilities?

Present your research/expertise in a nontechnical manner that can be understood by a nonscientist and engage in discussion about the topic with attendees.

Need more ideas or inspiration? See the sites below:

• 
  NOVA science Now’s Science Café site. It has tips are getting started and holding Science Cafés.
• 
  Explore Science Cafés in Europe, where the trend started.
• Sigma Xi is a scientific research society who hosts several Science Cafés around the country.
• 
  An example of an ongoing Science Café in Seattle, WA.