(Put resources section at the end of each chapter,)
Keep in mind while reviewing this document that section may not pertain to your particular situation, depending on the size of your fair. These are broad scale guidelines and may be modified, as they relate to your situation.
INITIAL SET UP OF REGIONAL FAIR
FINANCIAL CONSIDERATIONS
It is important to determine the operating budget for your Regional Fair. The following costs should be taken into consideration for operating your Fair. These are not required and will depend on how you are able to operate your Fair.
What does it cost to affiliate with ISEF? The annual Intel ISEF Affiliation fee is required for participation in the Intel ISEF. The Regional Fair will receive support from Science Service and be able to send two individual finalists, a Team Finalist, student observers, and an adult in charge.
What other costs are involved in implementing a regional science fair?
Communication - As a Regional Fair, determine the costs for different types of communication you will provide to the community, teachers, and students. Include any costs for telephones, internet, web hosting, etc.
Office costs – Examples of these costs include postage, printing of materials, and general supplies should be included in the budget. Printing materials may include guides for teachers, judging materials, judging policy, awards booklets, a program book, entry forms, signage and much more. It would also be nice to have letterhead made for the organization. Supplies are needed for the office, any IRB or SRC meetings, trainings, and on site supplies for the actual Fair. These may include Intel ISEF rule books, badges, ribbons, lanyards, tools to support project set-up, folders for judging, certificates, storage bins, etc.
Venue Costs - The cost of venues needs to taken into consideration. You will need locations for meetings through the year, the exhibit hall and judging area, and the awards ceremony. Many times, space will be provided as an in-kind contribution which is very helpful to your budget. Locations for the exhibits and judging may include a local convention center, fairgrounds, school or university, or a mall. Determine electricity needs/costs, and extra space for judging, SRC, special awards, and registration. Also consider a space for teachers/chaperones during judging. Consider any costs for tables, table coverings, and chairs. The Awards Ceremony venue should be held in a space large enough to include all participants and their families. If a stage is not already present, there may be a cost involved for setting up staging. Also include at least one podium and microphone.
Category Judging – Category judging will require purchasing place awards for each category being judged. A Regional Fair may simply use ribbons or purchase engraved plaques for the winners. You may also choose to provide cash awards for the place awards if funding is available.
Professional Development Workshops - Professional development workshops should be provided for the teachers involving students in scientific research for competition. (suggestions for workshops included later) Most schools or universities will provide the location. Include costs for materials and refreshments. Hopefully there will be no cost for a facilitator.
Food - Refreshments are a necessity for the various events. Be sure to think about meetings, workshops, and trainings. For the actual fair, it is imperative that all volunteers, especially judges, have food while working at the Fair.
Travel Expenses - Travel expenses should be included in the budget. Consider expenses for administrative, chaperone, and student travel. The Regional Fair Director may need funds for travel depending on the required responsibilities. If a regional territory is very large, it may be necessary to provide informational workshops in different areas. Consider mileage, airfare, hotel, and meals.
Students, teachers, and chaperones will need to determine costs necessary to participate in the regional fair. It is not a required responsibility to provide the funding for this, but schools, teachers and parents should know up front what these costs will be before committing to the regional fair affiliation.
ISEF Travel Expenses - It is a requirement of the Intel ISEF Affiliation agreement that the Regional Fair cover all expenses for the student Finalists. These costs include registration fees, mileage/airfare, housing, meals, tours, vehicle rental, meals, and shipping of the projects.
Liability Insurance - Costs for liability Insurance for the venue may have to be purchased unless the regional fair organization is part of the school system or university. The venue will most likely require proof of this with any contract.
Financial Audit - Finally, consider the cost for an annual audit of the organization.
FUNDRAISING
Once the costs and expenses for having a regional fair have been determined, you can begin the process for funding your fair. It is important to have a volunteer Chairperson for this, preferably not the Regional Fair Director. It’s also important to have some marketing tools and/or planned presentations when seeking funding. ( addressed in…..)
What are some types of sponsorships? Determine possible local corporate and foundation sources for both funding and volunteers including judges. It is always a good idea to find a major “title” sponsor who provides a pre-determined amount in order to qualify for this honor.
Another idea is to develop a cost for sponsoring a category and seek funds for the specific categories. The cost could include ribbons, plaques, cash awards, and food for the judges in the category.
Develop individual donor levels (ie: platinum, gold, silver, bronze, etc.) for sponsorship including in-kind donations. There is a pre-determined amount that can be claimed for each volunteer hour.
Are there grants that are available? There are many grants available especially in technology and the science community. Be sure to have someone who enjoys writing grants on your regional fair team. Look for matching grant options for your regional fair.
What are some other sources of funding? Determine the local institutional funding sources. This may include district, universities/colleges, private schools, etc. If your regional fair is affiliated with a school district or university/college, it may include an agreement for financial support in certain areas such as renting venues, using insurance resources, travel expenses, substitutes for teachers, etc.
What are in-kind contributions? In-kind contributions are resources, supplies, personnel, and expertise that are donated in lieu of money for the support of the regional fair. In-kind contributions will be invaluable to your fair. Businesses and organizations are usually willing to provide time off for employees volunteering for your fair. Also, seek contributions for food and refreshments from local grocery stores and restaurants. In-kind also includes free venues, supplies, tables/chairs, and space to operate the fair throughout the year.
Can fees be charged? Yes, fees can be charged and can be another great source of income. Examples include district/school affiliation fees and/or individual entry fees.
What are some other fundraising ideas? Some fundraising ideas include fundraising breakfasts, auctions, wine tastings, bake sales, car washes, fees for advertising, and commercial exhibit fees. These activities would require a special committee to plan and implement.
STAFFING
The amount of staffing that is necessary to successfully conduct an Intel ISEF affiliated fair depends entirely upon the size of the fair held. Smaller local, regional, or state fairs will need much less staffing support. This section describes the variety of positions that might be necessary to conduct a fair of any size. Positions that are more directed toward larger fairs are marked as Optional.
How do I structure my Science Fair Committee? A Science Fair Committee should be a separately incorporated non-profit entity, if not directly connected with a University system. The Committee should assemble a Board of Directors who will appoint a General Chairperson.
The Fair Director serves as the leader of the Committee and should hold a prominent position in local industry, education or government. The Fair Director must be capable and committed to raising the necessary funds, as well as maintaining responsibility for the overall success of the fair at the local level.
The Committee should include chairpersons in the following areas: Judging, Operations (including Display & Safety, Security, Facilities, etc), Media/ Public Relations, Housing, Special Events, Volunteers, School Visitation, Tours, Fundraising, Catering, and Transportation. The Committee may decide to add other chairpersons to serve on the Committee as they see fit. Below are some general job descriptions for these positions.
(Required) What are the responsibilities of a fair director? The responsibilities of the fair director include
· Providing direct support and consultation to the Science Fair Committee in the development and planning for the fair.
· Working with Science Fair Committee to develop a budget for the fair.
· Directing and managing the fair.
· Reporting to the President of the Board and to the Chair of the Science Fair Committee concerning fund and resource development.
· Serving as the liaison and the official representative in matters relating to the fair between Science Service, sponsors, etc.
· Assisting with the recruitment and orientation of science fair sub-committee chairs.
· Overseeing development of logo and fair graphic for the fair ensuring any necessary reviews and approvals. (Please note the guidelines for the use of the new Intel ISEF logo.)
· Oversee all expenses involved with the fair.
· Delegating roles and responsibilities for the committee and other volunteers.
· Prepare and submit the Fair Operations Questionnaire to Science Service.
(Required) What are the responsibilities of the Scientific Review Committee (SRC) Chair? The SRC chair is responsible for:
· Assure compliance to all Intel ISEF rules and guidelines.
· Provide pre-approval signature for required projects.
· Provide project approval prior to regional competition
· Timely completion of all required reports to Science Service
· Facilitate workshops for teachers, student and/or parents as needed.
(Required) What are the responsibilities of the Display and Safety Chair? The Display and Safety Chair is responsible for ensuring compliance to published display rules and regulations and proper safety for each project exhibited at the fair. Other responsibilities include:
· Recruitment of volunteers to serve as Display and Safety Inspectors.
· Coordination of volunteer inspector training session(s).
· Assure that all inspectors receive the official packet of information to familiarize them with the fair and process for review.
. The Intel ISEF D&S Manual may be found at: www.sciserv.org/isef
(Optional) What are the responsibilities of the Operations Director? The Operations Director is responsible for contract development, set up and management of venue decorator, (if applicable), fair venue site and vendors providing support for fair
operations at the fair venue site. Responsibilities include coordination of needs from the fair director and other key members of the committee with the fair venue site. The Operations Director coordinates move-in with the decorator as the fair site becomes available for the event and closes the fair, moving finalists and their projects from the venue.
Other responsibilities include recruitment, coordination, and management of an operations team to fulfill the following responsibilities:
· Communications Manager
· Equipment Manager
· First Aid Manager
· Registration/Registration Bags
· Security Manager
· Shipping Assistance Manager (if applicable)
· Sign Manager
· Tool Manager
(Optional) What are the responsibilities of the Communications Manager?
The Communications Manager is responsible for identifying communications needs for fair including: long-distance service, phone equipment, Internet access, portable radios, and audio-visual equipment for any special panels/presentations.
· Coordinating Telephone
o Long distance service
o Insure and check installation with fair venue site
o Meet requirements of committee and major sponsors
· Coordinating Internet
o Assures pipe line needs are met
o Insure and check installation with fair venue site (ascertain the protocol)
o Meet requirements of committee and major sponsors
· Coordinating portable radio communication
o Obtain quotes from local vendors
o Recommend contract to Operations Director
o Coordinate delivery and pick up of equipment to fair venue site
o Develop Check Out Procedures (batteries only)
o Meet radio requirements of committee.
(Optional) What are the responsibilities of the Equipment Manager? The Equipment Manager is responsible for providing equipment and software as identified by committee. Additional responsibilities include:
· Coordinating equipment needs:
o Prepares quotes for equipment or copy service
o Recommend vendors to the Operations Director
o Sets up delivery and pick up of equipment
o Check Installation
o Handles questions, problems, and movement of:
§ PCs
§ Printers
§ Software
§ Copiers
§ Fax machines
§ Copy service provides bid documents to acquire necessary equipment and copy service for fair.
· Secures equipment during non-usage
· Insures equipment meets requirements of committee and major sponsors
· Coordinating audiovisual needs for special presentations including providing for operators of sound systems
o Prepare quotes from local vendors
o Recommends vendor contracts to Operations Director
o Coordinate delivery and set up at fair venue site
o Assures operation of AV equipment
o Works with fair venue site on sound tech for AV use that requires operational person
(Optional) What are the responsibilities of the First Aid Manager? The First Aid Manager is responsible for:
· Assuring that the requirements of the Fair for First Aid are provided for during the operational hours.
o Review fair venue site requirements for First Aid
o Identify vendors who are recommended by the fair venue site.
· Recommend vendor to committee
· Review First Aid procedures with committee
· Review audiences attending fair including potential of local school children attending and the need to anticipate the possibility of children arriving sick.
· Provides general oversight of First Aid Area
· Coordinates any special needs with student finalists and their adult chaperones and families
(Optional) What are the responsibilities of the Registration Co-Chairs? The Registration Co-Chairs are responsible for all aspects of the registration process for the committee including registration of every: student participant, Sponsor, Judge, Special guest, Volunteer and Staff Members. This is a full time position during the fair. Major part of job is managing the distribution and count of the fair registration bags including gift items that are part of the bags. Additional responsibilities include: