Build your Dream Team – The ideal committee roles

[vc_row][vc_column][vc_column_text]Organizing a successful Science & Engineering Fair (SEF) takes a lot of volunteers. We recommend that you start forming a committee at least 4 months before your fair. Take a look at the committee member positions and roles that we’ve found ideal. If you only have 2-3 committee members, then divide and conquer!


Commitment: 4 months preceding the SEF
  • Manages the organization of the SEF, including the committee members
  • Submits and confirms required school facilities reservation forms
  • Communicates with the school administration, students and generally with the community about the SEF
  • Facilitates the participation of student projects at a regional SEF
  • Establishes a budget and manages funds
  • Facilitates student mentorship
  • Communicates with Sponsors and secures funding
  • Ensures clear communication with students, parents, school staff and volunteers
  • Runs Committee meetings
  • Supports Event Planner, Judge & Awards Coordinator & Project Coordinator

Want weekly support for the 14 weeks leading up to your fair? We have a program just for you: IMPLEMENT Science Fair Fun!

Communications Person

Commitment timing: 3 months preceding the SEF
  • Manage Science & Engineering homepage
  • Create sign-ups
  • Prints materials, such as Flyers and Student Materials
  • Create & facilitate scheduled announcements
    • In-class announcements
    • Newsletter
    • Facebook
    • Parent Emails
    • Take-home flyers
    • Hall announcements
  • Supports Chairperson, Event Planner, Judge & Awards Coordinator & Project Coordinator

Want help creating all of your communication pieces, including your school’s fair web page? We have a program just for you: IMPLEMENT Science Fair Fun!

Event Planner  

Commitment timing: 2 months preceding the SEF
  • Manages volunteers during set-up and take down
  • Work with Project Coordinator on gym set-up design and requirements
  • Arranges and manages projects on display around school (e.g., at special events, in the library or in halls)
  • Arrange with school staff to access necessary tables and chairs and work with facilities staff during event
  • Set-up (3-5 volunteers)
    • Retrieve and set up tables & chairs, affix division & project location labels
    • Print extra (10-ish) documents for reference during project set-up (e.g. Student Handbooks, Student & Mentor Involvement Forms) and Project table and division/category layout, sign-in sheets etc.
    • Day of check-in, bring a roll of plastic tarp, masking tape, highlighters, pencils, measuring tape, and print-out
  • Gym Take-down & Clean-up (3-5 volunteers)
    • Take down left projects according to coordinator’s pre-defined plan
    • Remove all division labels from tables and signs from hallways
    • Take down and store tables and chairs

Judge & Awards Coordinator

Commitment timing: 1 month preceding the SEF
  • Solicits the community for judges and serves as primary contact person for all inquiries by judges
  • Manages and provides guidance to judges the day of the fair (Judge’s Guide and Assessment Sheet)
  • Works with Event Coordinator on the timing of judging
  • Provides Project Coordinator and Chairperson with names & project IDs of judging results
  • Designs, orders, and arranges awarding of prizes (e.g. Certificates of Achievement, ribbons, prizes, etc.)
  • Works with Project Coordinator to determine the number of prizes needed based on the number of categories; order a couple extras for team projects and ties
  • Helps Event Planner

Want a skills-based assessment tool for your fair? We have a program just for you: IMPLEMENT Science Fair Fun!

Project Coordinator

Commitment timing: 1 month preceding the SEF
  • Manages school’s Scientific Review Committee (SRC) and/or Institutional Review Board (IRB)*
  • Confirm appropriate categorization of projects after registration
  • Develop and assign category and project IDs for labels (we recommend printing duplicate project label stickers: 1 for the student’s assessment sheet & 1 for their project board for efficient assessment)
  • During and after project check-in, ensure that the students have met all the SEF rules and requirements
  • Post rule violation notes on projects
  • Create set-up plan for project tables and division/category layout in the gym given the number of entries and their categories
  • Create Project Summary spreadsheet: organized by division, category, then last name (requires spreadsheet skills)
  • Organizes individual SEF day class viewing times (sign-up), working with the teachers and Judge Coordinator on timing
  • Helps Event Planner

Other Positions or Tasks

  • Dinner Coordinator – consider a dinner fundraiser.
  • STEM Demonstrations Coordinator – invite STEM outreach groups to do demonstrations at a table during your family-wide fair event.


© 2022 STEM World Publishing, Public Benefit Corporation, with permission.

[/vc_column_text][vc_column_text]* To learn more about SRC and IRB, see:  https://www.fda.gov/RegulatoryInformation/Guidances/ucm126420.htm[/vc_column_text][/vc_column][/vc_row][vc_row][vc_column][vc_cta h2=”Want to promote authentic STEM projects at your school?” h2_font_container=”tag:h2|font_size:48px|text_align:left|color:%23a11d21|line_height:60px” h4=”Help us connect with your school district to donate our impactful programs to you and your school community!” h4_font_container=”tag:h2|font_size:24px|text_align:left|line_height:30px” add_button=”bottom” btn_title=”Shop Now!” btn_color=”turquoise” btn_size=”lg” use_custom_fonts_h2=”true” use_custom_fonts_h4=”true” h4_link=”|||” btn_link=”url:https%3A%2F%2Fstemgeneration.org%2Fprograms%2F|title:Shop%20Awards”][/vc_cta][/vc_column][/vc_row]

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