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!
Chairperson
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
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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
- Parent Emails
- Take-home flyers
- Hall announcements
- Supports Chairperson, Event Planner, Judge & Awards Coordinator & Project Coordinator
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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
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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.
* To learn more about SRC and IRB, see: https://www.fda.gov/RegulatoryInformation/Guidances/ucm126420.htm
