About the project:

Ecsite is involved in the Horizon Europe Project CLEVERFOOD (Grant Agreement no. 101086320) which aims to foster the transformation of European food systems towards more regenerative, resilient, and sustainable food systems through the mobilisation of European citizens, including children and the youth but also stakeholders from the food sector (farmers, producers, investors & entrepreneurs, researchers, policymakers, educators…). Among the different activities of the project, an interactive exhibition will be designed with the objective of raising awareness of sustainable food system transformation among the general public. This FOOD 2030 Interactive Exhibition is currently being developed by our member, the Pavilion of Knowledge – Ciência Viva Science Centre (Lisbon, Portugal). The exhibition will travel to five countries hosting the Presidency of the Council of the European Union: Hungary, Poland, Denmark, Cyprus and Ireland. The third country will be Denmark from July to December 2025 (S2 2025). As a result, Ecsite is looking for a science centre, museum or other relevant science engagement organisation in this country who would be interested in hosting the exhibition, and complementing it with a locally relevant public engagement programme.

Role of the hosts:

The main tasks of the host will be to:

• Host the exhibition at their premises for a duration of minimum 2 months during the semester of the Danish Presidency of the Council of the European Union of their country (S2 2025).
• Store the exhibition safely in between travelling and showing periods.
• Build a programme of engagement activities with locally relevant initiatives and citizen science projects, mobilising the local science engagement ecosystem, media partners (including social media) and, if relevant, additional sponsors. The programme will engage with citizens in the region, including vulnerable groups.
• Incorporate the educational pack for the FOOD 2030 Interactive Exhibition (currently developed by the CLEVERFOOD project) in the programme of engagement activities.
• Collect data for impact measurements and contribute to activities of evaluation of the exhibition and the programme of engagement activities (plan at least 3 FTE days).

Budget:

36,800 EUR (excl. VAT) are available per host.

Ecsite will arrange transport of the exhibition and cover the exhibition travel costs (travel insurance included) separately.
You might consider reserving some budget for a study visit of the exhibition during its display by the Hungarian host in Budapest (Autumn 2024) or the Polish host in Gdynia (Semester 1 2025)

Status in CLEVERFOOD:

• The selected host for Denmark will have the status of Subcontractor in the CLEVERFOOD project: they will sign a collaboration agreement with, and send invoices to Ecsite, who is a Beneficiary of the CLEVERFOOD Grant Agreement.
• They will collaborate primarily with Ecsite and the Pavilion of Knowledge – Ciência Viva Science Centre, and might be called to collaborate with the project’s partners involved in Work Package 6 “Public Engagement and Citizen Empowerment”, including the CLEVERFOOD Project Coordinator, the University of Copenhagen.
• They will also have the opportunity to join a cross-learning hub with other country hosts to share lessons & ideas regarding local adaptation of the exhibition and local engagement activities.

Timeline:

The hosting (including storage, display and maintenance) of the exhibition will take place during the relevant semester of Presidency of the Council of the European Union and according to the following agenda:
Denmark– 1st July to 31st December 2025

During this period, the exhibition will be displayed for a minimum of 2 months, and the host will ensure storage for the remainder of the semester, from delivery to departure of the exhibition.

In order for your application to be eligible, please make sure it fulfills the following requirements. If you have issues with one or several requirements, please contact Clara Boissenin at cboissenin@ecsite.eu or Greta Alliaj at galliaj@ecsite.eu.

ELIGIBILITY CRITERIA

General requirements:

• Premises located in Denmark (excluding Faroe Islands & Greenland).
• The host must be a non-profit organisation active in public engagement in science.
• The entity hosting the exhibition will be responsible for cleaning, maintenance and replacement costs of damaged equipment (see the point about insurance below)
• The host must provide a comprehnsive financial offer reasonably proving the viability of their financial planning for this assignment.

Technical requirements:

• 150 m2 area available in a single room to display the full exhibition according to the established layout.
• Suitable storage room for the exhibition’s packing material (max. 30m2 expected).
• EU standard electric system. Within the boxes/ exhibits, the cabling and use of electrical components adhere to European standards. The power connection socket is located beneath the boxes. Ideally, cables should be connected to the nearest socket, which is optimally situated below the box. If this is not feasible, it is the operator's responsibility to securely lay cables, such as within cable bridges, ensuring safety and compliance. Please note that the exhibition layout is currently in development and will be made available as soon as it is finalised.
• Loading, unloading and installation equipment available
• Truck accesses (expected vehicle type: lorry) for pallet trucks.
• Access doors dimension: 1,40 m W /2,10 m H. This includes all doors on the path from outside the building to the room.
• Provide remote access to the exhibits. This access should be through an external network, i.e. not through the local servers.
• The host needs to ensure any necessary scenic illumination.
• The host is in charge of ensuring safety conditions as well as acclimatization and humidity control (in storage and display)

1. During the period they are in storage or in display, exhibits will be protected from possible deterioration caused by climate and light. The temperature and humidity conditions must be: 50-65 % relative humidity and 17-22 °C temperature. Furthermore, the exhibits must not be exposed to direct unfiltered sunlight and must be protected from artificial light. The lux level recommended by ICOM must be maintained (stone, metal, ceramic, black and white photos, 300 lux).
2. Exhibits must be conserved under maximum safety precautions and with adequate fire protection.

• The host must ensure access to the exhibition for people with reduced mobility (e.g. elevators, access ramps)
• Appropriate insurance covering protection of the exhibition material at assembly and disassembly, storage and display. The overall insurance covering protection should align with the overall budget allocated for the development of the exhibition, which amounts to €270.000,00 (+VAT).

1. Note: travelling insurance is covered by Ecsite
2. Note 2: a two-year warranty will be available. It is expected to cover the exhibition in case of damage until September 2026, except for voluntary damage such as vandalism, etc.

Staff requirements:

Please note that one staff member can cover several requirements.

• A point of contact with good English skills to liaise with the team of the CLEVERFOOD project.
• 4-person team for the exhibition’s unpacking and installation, as well as for disassembling and packing for transportation (this is essential for the assembly, expected to take around 2 days).
• Team for the adaptation of the exhibition: multimedia adaptation, translation from English into local language(s) & adaptation of content to local context, graphic design panels & labels.
• The host is in charge of printing translated panels & labels.
• The total word count for translation is expected to stay below 12,000 words.
• Cleaning team and Maintenance team with skills to manage interactive exhibits, namely with basic skills in electricity, electronics, mechanics and an IT element.
• Mediator/ Explainer/ Attendance team to assure the correct follow-up and surveillance of the exhibition, including the preparation & implementation of a programme of engagement activities in local languages

AWARD CRITERIA

In addition to the above-mentioned requirements, the following award criteria will be used to assess the applications, using the indicated weights:

Familiarity with the topic (25%):

• Experience with topics related to food systems
• Existing link to their local food ecosystem

Impact (20%):

• Estimated number of visitors expected, and other metrics available to estimate the impact of the exhibition locally
• Plan for promotion of the exhibition
• Plan for prolonging impact beyond the duration of the exhibition

Diversity, Equity & Inclusion (20%):

• Strategy and commitment to the inclusion of vulnerable groups through the engagement programme
• Consideration for cultural differences and sensitivities in the adaptation of the exhibition to local context, and in the design and delivery of engagement activities

Community Outreach & Partnerships (25%):

• Innovative suggestions for local engagement activities
• Evidence of existing collaboration or strategy to involve locally relevant initiatives, citizen science projects, schools & science engagement ecosystem, media partners, local political decision-makers, or additional sponsors of the exhibition
• Plan for collaboration with experts and stakeholders facilitating a multidisciplinary approach to engagement

Sustainability (10%):

• Commitments of the host towards minimizing their environmental impact

Who can tender?

Any non-profit science centre, museum or other relevant science engagement organisation legally constituted and with premises in Denmark that is not already a Beneficiary of the CLEVERFOOD consortium. This call is not restricted to Ecsite members.

How to tender

To tender, please send the following list of documents to Clara Boissenin (cboissenin@ecsite.eu) by 1st August 2024, 23.59 CEST:

• The following form (filled and signed)
• A financial offer, in your own organisation’s quote template, with details of your planned budget
• A floor map & pictures of the room where you wish to display the exhibition. Please include on the floor map or pictures the dimensions of the doors on the path from the building entrance to the room entrance, and the plugs for access to electricity.