How to organise a science fair from start to finish

Start by fixing the date, programme and venue before inviting exhibitors or opening registration. A science fair needs more coordination than a standard presentation: demonstrations require safe layouts, tested equipment, power access and enough time between sessions. Build the floor plan around tables, poster displays and presentation areas, then assign people to welcome visitors, guide exhibitors and handle questions. The tasks and equipment list should be checked at least twice, because missing cables, signage or name badges are often discovered only during setup.

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The plan, step by step

Every task with its own sub-checklist, in the order you'll actually need them.

Preparations

1
Set the date and program
2 people
2
Reserve the room and square
3
Check permits and safety rules
2 people
4
Invite exhibitors
2 people
5
Send invitations
2 people
6
Open the registration form
7
Recruit researchers and demonstrators
2 people
8
Publish the program online
9
Process registrations
2 people
10
Collect dietary requirements
11
Confirm exhibitors
2 people
12
Review demo content
3 people
13
Create floor plan
2 people
14
Make reservations for materials
15
Order catering
2 people
16
Assign volunteers
2 people
17
Brief the hosts
2 people
18
Check the shopping list
2 people
19
Hang up promotional materials
2 people
20
Prepare name badges
2 people
21
Print signage
22
Print handouts
2 people
23
Print certificates
24
Prepare the experiments
4 people
25
Test the equipment
2 people
26
Confirm catering delivery
27
Do the shopping
3 people
28
Chill drinks
2 people
29
Prepare snacks
3 people
30
Set up tables and chairs
4 people
31
Set up the experiment tables
3 people
32
Install barriers
2 people
33
Hang posters
3 people
34
Check the lighting and power
2 people
35
Set up the reception desk
2 people
36
Prepare the registration list
37
Check trial setups
4 people
38
Prepare coffee and tea
2 people
39
Build the catering buffet
3 people
40
Test presentation equipment
2 people
41
Give volunteer briefing
2 people

Event

42
Receive participants
4 people
43
Explain the program
44
Guide visitors to the booths
2 people
45
Supervise experiments
8 people
46
Present demonstrations
6 people
47
Keep track of registrations
2 people
48
Hand out worksheets
2 people
49
Answer visitors' questions
4 people
50
Serve coffee and tea
2 people
51
Serve snacks
3 people
52
Refill drinks
2 people
53
Keep the buffet tidy
2 people
54
Remove waste regularly
2 people
55
Restock experiment supplies
2 people
56
Arrange volunteer breaks
57
Collect audience feedback
2 people
58
Announce the winners
2 people
59
Present Certificates
2 people
60
See off the last visitors
3 people

Aftercare

61
Safely shut down the experiments
4 people
62
Switch off equipment
2 people
63
Clear away food and drinks
3 people
64
Wash dishes
3 people
65
Clear tables and chairs
4 people
66
Sort and remove waste
3 people
67
Clean the rooms
4 people
68
Label and store materials
3 people
69
Return borrowed materials
2 people
70
Store leftovers safely
2 people
71
Send thank-you messages
2 people

What to bring

Grouped the way you'd shop for it, with quantities.

Furniture

Tablesqty 24
Chairsqty 120
Bar stoolsqty 8
Reception desk
Waste binsqty 10
High tablesqty 8

Presentation

Presentation boardsqty 24
Poster standsqty 12
Name badgesqty 80
Pensqty 40
Clipboardsqty 12
Worksheetsqty 250
Ballotsqty 200
Certificatesqty 40
Directional signsqty 16
Tapeqty 12
Painter's tapeqty 12
Scissorsqty 12
Glue sticksqty 20

Equipment

Laptopsqty 12
Tabletsqty 8
Projectorsqty 2
Projection screensqty 2
Speakersqty 2
Microphonesqty 2
Extension cordsqty 12
Power stripsqty 16
Charging cablesqty 20
USB sticksqty 8
Timersqty 12
Stopwatchesqty 12
Calculatorsqty 12
Magnifying glassesqty 20
Digital thermometersqty 8
Flashlightsqty 12

Kitchen

Coolersqty 4
Kettlesqty 3
Coffee machinesqty 2
Thermos flasksqty 6
Cutting boardsqty 4
Knivesqty 8
Serving tongsqty 8
Small bowlsqty 20
Measuring cupsqty 12
Funnelsqty 12
Mixing bowlsqty 12

Tableware

Reusable cupsqty 160
Platesqty 160
Cutlery setsqty 160
Coffee cupsqty 80
Teaspoonsqty 80
Water jugsqty 8

Decorations

Tableclothsqty 24
Buntingqty 10
Balloonsqty 100

Lighting

LED string lightsqty 6

Cleaning

Broomqty 3
Dustpan and brushqty 3
Mopsqty 3
Bucketsqty 3
Microfiber clothsqty 30
Glovesqty 20

Safety

Safety gogglesqty 80
Nitrile glovesqty 200
Protective apronsqty 40
Barrier tapeqty 4
Warning signsqty 12

Science materials

Plastic cupsqty 300
Glass jarsqty 60
Test tubesqty 120
Pipettesqty 100
Pipette tipsqty 300
Graduated cylindersqty 24
Plastic spoonsqty 100
Wooden spatulasqty 100
Magnetsqty 40
Copper wireqty 10
LED lightsqty 40
Batteriesqty 40
Balloon tastingqty 100

Catering

Groceries

Tips

Set the date, programme and venue first, then check permits and safety rules before sending invitations. Allow at least 6–8 weeks for exhibitor recruitment, registrations and room planning.
Ask exhibitors for a short description of every demonstration before confirming them. Review anything involving heat, liquids, electricity or moving parts early enough to change the layout or reject an unsafe activity.
Create the floor plan after you know how many exhibitors and visitors to expect. Leave clear routes between tables, poster stands and presentation areas, and place demonstrations that need power close to suitable outlets.
Test every laptop, projector, screen, microphone, speaker, timer and extension cord at the venue before the fair. Bring charging cables, power strips and USB backups; equipment that works at home may fail in the room.
Close registration several days before the event and use the final numbers for catering, seating, worksheets and name badges. Print directional signs, handouts and certificates before setup day, not while visitors are arriving.

Frequently asked questions

How far in advance should I organise a science fair?: Begin at least 6–8 weeks ahead. That gives you time to reserve the room, check safety requirements, recruit exhibitors, open registration and test demonstrations before the event.
How do I plan the layout for a science fair?: Make the floor plan after exhibitor numbers are known, usually 2–3 weeks before the fair. Provide clear walkways, separate presentation areas from hands-on demonstrations, and mark power points and emergency routes.
What should I check before a science fair demonstration?: Review each demonstration at least 1 week before the event and test it again on setup day. Check safety, required materials, power, timing and whether the activity can be explained clearly in the available space.
When should science fair registration close?: Close registration 3–7 days before the fair, depending on how much catering and printing you need. Use the final count to prepare badges, worksheets, seating, dietary information and refreshments.

Start this plan in Lizzt

Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.