Royal Aeronautical Society Cool Aeronautics Event Handbook

31 Pages·2016·3.26 MB·English

Version 1.3 – April 2016

Cool Aeronautics

Royal Aeronautical Society

Event Handbook

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Contents

1. Introduction ..................................................................................................................... 4
1.1 Primary Contacts ......................................................................................................... 4
1.2 Document Purpose ...................................................................................................... 5
1.3 What is Cool Aeronautics? ........................................................................................... 6
1.4 Sponsorship ................................................................................................................ 7

2. Organising a Cool Aeronautics ...................................................................................... 8
2.1 Organiser's Resource Pack ......................................................................................... 8
2.2 Planning Schedule ....................................................................................................... 9
2.3 Example Programme ................................................................................................. 10
2.4 Choosing a Theme ............................................................................................... 11-12
2.5 Securing a Venue ...................................................................................................... 13
2.6 Arranging Speakers ................................................................................................... 14
2.7 Arranging Workshops ................................................................................................ 15
2.7.1 Example Workshop 1 - Amy Aviation Design Task ......................................... 16
2.7.2 Example Workshop 2 - Paper Plane Challenge .............................................. 17
2.7.3 Paid-For Workshops ....................................................................................... 18
2.7.4 Designing Your Own Workshops .................................................................... 19
2.8 Volunteer Helpers ...................................................................................................... 20
2.9 Risk Assessment ....................................................................................................... 21

3. Communicating with Schools ...................................................................................... 22
3.1 Inviting Schools to Attend .......................................................................................... 22
3.2 School Booking Form ................................................................................................ 23
3.3 Childcare Provider's Photo Consent Form ................................................................. 24

4. Resources ..................................................................................................................... 25
4.1 Royal Aeronautical Society Primary School Booklet .................................................. 25
4.2 Goody Bags ............................................................................................................... 26
4.3 Amy's Aviation ........................................................................................................... 27

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5. Cool Aeronautics - The Event ...................................................................................... 28
5.1 Before the Event ........................................................................................................ 28
5.2 Registration and Welcome ......................................................................................... 28
5.3 Presentations ............................................................................................................. 29
5.4 Lunch ........................................................................................................................ 29
5.5 Workshops ................................................................................................................ 30
5.6 Prize Giving, Thanks and Closing Remarks ............................................................... 30
5.7 Event Follow-Up ........................................................................................................ 31

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1. Introduction

1.1 Primary Contacts

Royal Aeronautical Society

Royal Aeronautical Society
4 Hamilton Place
London
W1J 7BQ

T: [phone]
F: [phone]
E: [email protected]

Careers and Education Department

E: [email protected]

Rosalind Azouzi Thomas Blowers
Head of Skills and Careers Careers and Outreach Officer

T: [phone] T: [phone]
M:[phone] M:[phone]

E: [email protected] E: [email protected]

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1.2 Document Purpose

This handbook aims to enable interested parties (Branches or Corporate Partners) to run
their own Cool Aeronautics events with the support of the Royal Aeronautical Society’s
Careers and Education Department.
It will provide information and guidelines regarding everything that must be taken into
consideration before and during the running of a Cool Aeronautics event. This includes, for
example, securing a venue, arranging speakers and workshop providers, inviting and
obtaining necessary permissions from schools, and writing risk assessments. To provide the
maximum level of guidance if needed, this handbook is very comprehensive. However, it is
not expected that every event must include every aspect covered here.
We accept that each interested party will likely have questions relating to the specificities of
their planned Cool Aeronautics event that may not be answered by the information included
in this handbook. If this is the case, please do not hesitate to contact the Careers and
Education Department at the Royal Aeronautical Society. (Contact details on Page 4).

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1.3 What is Cool Aeronautics?

First launched in 2007, Cool Aeronautics is the Royal Aeronautical Society’s primary school
outreach programme that aims to introduce children to the fascinating world and people of
flying, aerospace engineering, and space.
These events represent a crucial part of the Society’s efforts to provide a ‘through-life’
approach to its outreach and careers activities. In particular, Cool Aeronautics embodies the
Society’s aim to ‘promote aerospace and aviation to a new generation’.
Based around a day of aerospace themed talks and interactive workshops with Key Stage 2
primary school pupils, Cool Aeronautics events are held at aviation places of interest. For
example, previous venues have included the Yorkshire Air Museum, Prestwick Airport, RAF
Museum Hendon and the British Airways Community Learning Centre, Heathrow.
Cool Aeronautics events are free to attend and offer a fantastic opportunity for young people
– the ‘new generation’ – to meet inspirational people from across the industry and to engage
with aerospace themed activities that are relevant to the current KS2 National Curriculum.
If you would like to see how Cool Aeronautics looks ‘in action’ please contact the Royal
Aeronautical Society’s Careers and Education Department to arrange a visit to a Cool
Aeronautics event.

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1.4 Sponsorship

The Royal Aeronautical Society’s
Cool Aeronautics programme for
2016 will be sponsored by Airbus
Group.
This sponsorship will enable the
Society, during its 150th anniversary
year, to further support the
organisers of Cool Aeronautics
events.
Event organisers may contact the Royal Aeronautical Society’s Careers and Education
Department to request funding to cover reasonable expenses incurred during the
organisation and running of a Cool Aeronautics event. This may include, for example:
- Travel expenses of event speakers or workshop providers.
- Resources required for workshops (e.g. stationary).
- Professional workshop providers (See Page 19 – Paid-For-Workshops).
Due to the large number of Cool Aeronautics events planned for 2016, the amount of funding
available per-event is limited.
For more information about sponsorship for 2016, or to request funding to cover costs
incurred during the organisation and running of your Cool Aeronautics event, please contact
the Royal Aeronautical Society’s Careers and Education Department.

Airbus Group sponsorship has enabled the Royal
Aeronautical Society to produce special commemorative

badges that all Cool Aeronautics participants will receive
when attending an event in 2016.

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1. Organising a Cool Aeronautics

(cid:884).(cid:883) Organiser’s Resource Pack

A number of different resources are required when organising a Cool Aeronautics event. To
simplify the process as much as possible, the Careers and Education Department has
prepared an ‘Organiser’s Resource Pack’. To obtain a pack, simply contact the Royal
Aeronautical Society’s Careers and Education Department and a resource pack will be sent
to you electronically.
All documents contained within the ‘Organiser’s Resource Pack’ are editable and can
therefore be tailored to suit the requirements of your individual Cool Aeronautics event.
For ease of access, all documents are available in Microsoft Word or PDF format.

The content of the ‘Organiser’s Resource Pack’ is as follows:
Document Page in Handbook
1. Cool Aeronautics Programme 10
2. Speaker Contact E-Mail 14
3. Workshop Rota 15
4. Workshop 1 Resources – Amy’s Aviation Design Task 16
5. Workshop 2 Resources – Paper Plane Challenge 17
6. General Risk Assessment Form 21
7. School Invitation E-Mail 22
8. School Booking Form 23
9. Childcare Provider’s Photo Consent Form 24
10. Primary School Booklet (2008) 25

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2.2 Planning Schedule

A planning schedule has been created that details each action that should be taken when planning a

Cool Aeronautics event. The actions are listed in chronological order and each item may be ‘checked’ to
confirm that it has been completed.

Page in
Action Complete
Handbook
Obtain copy of Royal Aeronautical Society Cool Aeronautics Event 
1. -
Handbook Guidelines.
Request ‘Organiser’s Resource Pack’ from RAeS Careers and
2. 8
Education Department.
Read through Royal Aeronautical Society Cool Aeronautics Event
3. Handbook and contact the Careers and Education Department with 4
any further questions.

4. Decide on event theme (e.g. Women in Aerospace). 11-12
Secure a venue. If you are not familiar with the venue, a visit is
5. 13
recommended to determine its suitability.
Complete a venue specific risk-assessment using ‘General Risk
6. 21
Assessment Form’ in ‘Organiser’s Resource Pack’.

7. Contact and secure speakers to deliver morning programme of talks. 14

8. Arrange interactive workshops for afternoon session. 15-19

9. Arrange event sponsorship from Society and Airbus Group (2016). 7
Complete event programme using the template provided in
10. 10
‘Organiser’s Resource Pack’.
Start process of securing volunteer helpers to assist with running of
11. 20
the event.
Create school invitation e-mail that is tailored to your Cool
12. Aeronautics. A template is available in the ‘Organiser’s Resource 22
Pack’.
Invite local schools to attend. Attach ‘School Booking Form’ and
13. 22-24
‘Childcare Provider’s Photo Consent Form’ to this communication.
Keep track of school bookings and numbers expected to attend.
14. Answer any additional queries attending schools may have about the 22-24
event.
Gather resources required (e.g. Goody Bags, Workshop Resources,
15. 25-27
Audio-Visual (AV) Equipment, Prizes).
One week before event, contact speakers, workshop providers,
16. volunteer helpers and schools to ensure that all are still able to -
attend.
Prior to event or on morning of event, ensure that venue set up is
17. 28
complete.
Re-confirm attendance of speakers, workshop providers, volunteer
18. -
helpers and schools on the day before the event takes place.
On morning of event, brief all speakers, workshop providers and
19. 28
volunteer helpers.
Complete event follow-up: i) Contact speakers, workshop providers
and volunteer helpers and thank for participation and support. ii)
20. 31
Thank schools for attending. iii) Inform Royal Aeronautical Society of
the success of your event via written report and photographs.

Throughout the process of organising your Cool Aeronautics event, please keep the
Royal Aeronautical Society’s Careers and Education Department fully informed of the
progress you are making. We may be able to identify areas in which we can provide
additional support to ensure that your event is a success. Page | 9
2.3 Example Programme

Below is an example of a Cool Aeronautics programme sent to visiting schools. You will see
that the morning is allocated to the aviation/aerospace themed talks provided by industry
professionals. During the afternoon, the children take part in a series of interactive
workshops.

Ensure that the start time of your Cool
Aeronautics allows time for attending

schools to reach the venue. Schools will
often not wish to leave their premises before

the normal start time of their school day.

A ‘welcome’ usually delivered by
a representative from the
organisation that has planned the
Cool Aeronautics event.

We try wherever possible to have an engineer, a
pilot, and a representative from the space industry
deliver talks to the children. However, this will of
course depend upon the availability of industry
professionals.

More information about arranging rotational
workshops suitable for a Cool Aeronautics

event can be found on Pages 14-18.

Children normally bring their own
packed lunch to be eaten on the day.

Ensure that the finish time of
your Cool Aeronautics allows
time for attending schools to
make their return journey in
time for parents to collect

their children at the end of
the school day. If your venue

is of some distance from the
attending schools, the length

of time allocated to lunch
can be adjusted to allow for
An editable copy of the Cool Aeronautics programme is included in the ‘Organiser’s
an earlier event finish.
Resource Pack’.
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