This group invites and and notifies judges of date, time and location where they will work.
Familiarizes judges with the judging criteria for the grade level they will be evaluating
(a ratio of one judge per 20 projects is recommended, with three judges per project); provides judges materials, such as a clip board and pencil; provide judging sheets with the project numbers and the project names to be judged.
After the fair, this committees prepares and sends thank you notes to each judge; evaluates
the judging procedure for future improvements.
Arranges for refreshments for judges and other volunteers during the fair.
Enlists help from art and computer teachers to make signs and banners to advertise the science fair within the building as well as in public places. Checks with community businesses about allowing these things to be displayed. Notifies the news media (radio, TV, and newspapers) when the fair will be open for public viewing. Some news media have public announcements. FYI: I have found that a picture and its description is generally printed by local news media. This committee also will provide information for the school web site if available.
Creates project number labels, name tags for workers, and award certificates. FYI: If other awards are to be given, this group can be responsible for ordering and picking them up.
After the fair, this group needs to coordinate all information and record it in a data base.
Orders tables from custodians and explains how, where, and when to set them up. Buy table coverings–cloth or plastic works best. If possible, purchase bolts of inexpensive cloth or plastic. If time permits, purchase solid colored plastic table coverings on sale after a holiday. Check for online bargains. Supervise the covering of tables before the fair; removing and storing the coverings after projects have been removed. Note: Paper can also be used for table covering.
This group will “police” the area, meaning they make sure that it is clean during and after the fair. The custodian would be the best director of this committee. He or she could enlist student and adult volunteers to help with this very important job.
Decorates area where science projects will be displayed with posters and children’s art. Large sheets of bulletin board paper can be used and hung on the walls.