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Organizing A Science Fair |  |
School Science Fair Organizer!
Teacher/Committee Checklist Organizer
Before the Fair!
Establish the date for your school science fair with your principal. Your school should also have a storm date established. It is recommended that the fair take place at least two weeks prior to the district/board fair or the provincial fair if your school does not participate in a district fair.
Reserve a location for the fair, such as a gym, library, or cafeteria. Be sure to discuss the fair with the location’s director (gym teacher, teacher-librarian, kitchen staff) to ensure the location is ready on the date of the fair.
Establish committees to help with the various aspects of the fair (see below).
Familiarize yourself with the Youth Science Foundation rules and regulations for science fair projects and fairs. This information can be found elsewhere at this site (RULES & REGULATIONS).
Provide the judging criteria to the teachers involved.
Design a rotation schedule for student tours of the science fair. Try to get volunteer help (student, teacher, parent monitors) to be on duty while classes of students are viewing projects.
Students should be involved with the setup and removal of projects. Ask parents to help out!
Ask teachers to have their students make posters to advertise the school fair.
Coordinating Judges
Secure more than an adequate number of judges in the event that one or more are unable to make it on the day of the fair.
Meet with the judges to go over the schedule, evaluation criteria, and the judging form.
Confirm the date and time with each judge before the science fair.
Have clipboards, name tags, and pencils available for the judges the day of the fair.
If possible, provide a room and refreshments for the judges.
Day of the Fair
Ensure that all projects are reviewed by a teacher or committee member to ensure that all safety rules and regulations have been followed.
Have one or more assistants help to tabulate scores.
Try to keep disruptions and noise to a minimum while judging is taking place. After the Fair
Send thank-you notes to the judges and to others involved with the fair.
Access and evaluate your science fair and highlight areas that could be improved next year.
Try to recognize all participants with a certificate of participation or some other form of recognition for their efforts.
Plan a special school announcement of the winners.
Have a meeting with the winning exhibitors and their teachers in order to give them information about the next science fair at which they will be participating.
Encourage students to make improvements on their project based on the feedback of the judges and their teachers.
School Science Fair Committees!
Registration Committee
Design registration forms (sample); receive projects into display area; check size requirements and safety considerations; assign numbers to student projects to make it easy for the judges to find; generate a list of student names and their projects; coordinate the school’s involvement with the next level of competition. Contact the parents of grade 4-6 students to give them information about the next level of science fair at which their child will be participating. Judges Committee
Obtain and notify judges (at least several months before the fair); build a database of judges and contact information; familiarize judges with the judging criteria; write thank-you notes; evaluate the judging process for future improvements; provide judging material and forms. It is recommended that each judge have about 15 minutes to spend with the exhibitors of each project. It is also recommended that each project be seen by at least two different judges.
Publicity Committee
Ask teachers and students to make signs and banners to advertise the school science fair in the building; notify the news media; work with the principal to establish a viewing schedule for students. Post information about your fair and the list of participants and/or winners on your school web site. Take pictures of winning projects to include on your website. Contact the local media to let them know of your school fair. Visit the photo gallery on the STAS site for ideas!
Awards Committee
Order and pick the awards, certificates, etc.; plan and implement the awards ceremony; NOTE: all students should receive some type of recognition.
Setup and Takedown Committee
Arrange custodial staff, plan arrangements of tables; rent tables and chairs, if necessary; arrange for any decorating; label projects and/or grade levels; clean up after the fair. Please allow a chair for each student exhibitor.
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