Science organisations are invited to submit proposals for SFSA 2025 side events, to take place at the CSIR ICC, leading up to the Forum.
Side events can be open to the public by invitation or can be arranged for a selected Science Forum South Africa audience. It is the Steering Committee’s responsibility to qualify and approve events as side events.
CRITERIA
The following criteria will be considered in approving and selecting proposals for the side events:
- The proposed side event should ideally be limited to a minimum of 2 hours and maximum 4 hours (Note: no full-day or two-day events will be approved unless by special application) and may take the form of workshops, lectures, seminars, and the like.
- The proposed side event must showcase the value and impact of science in the different thematic areas.
- The proposed side event must address the topical theme of the SFSA 2025 – “Igniting conversations: Placing Science, Technology, and Innovation at the Centre of Government, Education, Society, and Industry”.
- The choice of speakers / contributors / panellists for the proposed side event should consider youth and women.
- The proposed side event must ensure diversity and inclusiveness in the selection of speakers, panellists and formats.
- The proposed side event must encourage dialogue and exchange.
- The proposed side event must promote collaboration with other like-minded organisations, partners, and stakeholders.
LOGISTICAL ARRANGEMENTS
Dates and times
Side events will take place leading up to the Forum. The Organising Committee will assign a venue, date, and time slots for approved side events based on venue availability and other logistical arrangements. Requests for specific dates and times may be considered, but cannot be guaranteed.
Number of proposals per organisation
A maximum of two (2) proposals will be accepted per organisation. We encourage collaboration within, and between, organisations when submitting proposals.
Side event attendance numbers
Side events will be limited to a minimum of 20 and maximum of 50 participants each. Application may be made to the Steering Committee for larger events.
Venue and catering arrangements
SFSA 2025 will provide refreshments, a light luncheon and a venue with standard audio-visual equipment for all approved side events. Any other requirements (such as specialist AV equipment, networking cocktails, etc.) will be for the account of the side event organiser and must be clearly indicated on the proposal. Full prepayment of extras prior to the event is required by the venue.
Virtual participation
Virtual participation is discouraged. Attendance in-person, to foster networking and exchange, is essential to the success of the Forum and its side events. Submitters must apply to the Steering Committee with motivations for any virtual connections proposed for side events. Should any virtual connections be approved, the service will be for the cost of the side event organiser. Organisers must clearly indicate the need for this service in the proposal as it will be outsourced and billed directly to the organiser.
Side event registration and attendance
The organisers of SFSA will provide a registration link for all approved side events which is to be used by all side event organisers in their invitations and marketing of their event. Only delegates registered via this official link will be allowed access to the venue for side events. Hosts of approved side events may send out their own invitations only using the official RSVP link provided by SFSA or request SFSA to send out their invitation for them as well, to the broader SDCfA database or categories within the database.
Promotions of side events
The SFSA will assist with promoting all side events on the SFSA website and social media channels (material must be supplied by side event organiser), but it remains the responsibility of organiser to secure the audience for the event using the official registration link provided by the SFSA organisers.
Panellist and speaker travel and accommodation
Side event owners are responsible for inviting panellists and speakers and for any travel and accommodation arrangements and costs for the organisers, panellists, speakers or attendees if required.
Venue allocation
The organisers of SFSA 2025 reserve the right to change the venue allocated to any side event based on the number of registered delegates for the side event, up to two weeks prior to the event.
DEADLINE
The submission deadline is 31 July 2025.