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Resources » For Event Organisers » How to run an event


Choosing a Location

Try to avoid spaces that are near busy roads or other sources of frequent headlights. Remember to provide your own power supply if you are using a GoTo scope or laptop. Try to choose a location with a good horizon. Often when people are new to astronomy, they think about the darkest places they know and forget about trees and hills. Keep an eye on the weather conditions and check your local weather forecasts. If you are holding your event away from the city, post a sign along the roadway. Advertise your event with your local media outlets.


Observatories and Science Centres

When holding events at public facilities such as Science Centers and observatories, make sure to coordinate well in advance by checking the location beforehand and making early contact with center representative. Check for electrical access if you need it, find out about parking, loading/unloading, and water sprinklers. Make sure you know exactly where you will be setting up your telescopes and equipment. Ask about specific rules or regulations and the times of the planetarium shows or other events going on inside, find the restrooms and rubbish bins.

Sidewalk Events

Make sure you pick a location where you feel safe and work together in groups where possible. Besides actual sidewalk corners, there are other locations that work just as well. Near restaurants, book stores, movie theaters, coffee shops, convenience stores, city centre parks, libraries, and subway, bus and train stops. We suggest these locations because they have certain requirements that we find necessary for sidewalk observations. If finding a location is difficult setup out in your front yard, local street or in front of your apartment building. Don’t set up too many scopes in one area if it blocks foot traffic. Its better to spread out.


Stay safe and check all restrictions/ordinances requiring a permit.
Choose a location near your home or a place you like. Coffee houses, cafes and book stores are great places.
Pick locations that are fairly populated and reasonably busy with foot traffic.
Make sure there are facilities near by if you need to use them
Check your horizon to be sure a building won’t be in the way and keep in mind how things will change during the evening.


Block foot traffic
Block entrances to businesses
Set up directly under street lights or heavily lit areas
Break any local ordinances or city laws