How to organize a science fair from first booking to event day

A science fair runs smoothly when exhibitor coordination, safety, room layout, and equipment checks happen in the right order. Start by confirming the date and location, then invite exhibitors and open registration before building the program. Allow time to process registrations, collect dietary requirements, and gather presentations. In the final week, test the projector, speakers, microphones, laptops, and demonstration materials, then prepare signs and badges so visitors can find their way around.

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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
Confirm date and location
2 people
2
Invite exhibitors
2 people
3
Send invitations
2 people
4
Open the registration form
5
Process registrations
2 people
6
Collect dietary requirements
7
Record exhibitor list
2 people
8
Set up the floor plan
2 people
9
Select demonstrations
3 people
10
Create the program
2 people
11
Confirm speakers
2 people
12
Make reservations
13
Check permits
14
Check insurance
15
Prepare safety instructions
2 people
16
Send exhibitor instructions
2 people
17
Design signage
18
Design name badges
19
Print info signs
2 people
20
Print name badges
21
Collect presentations
2 people
22
Test the equipment
2 people
23
Check demonstration materials
3 people
24
Check the shopping list
2 people
25
Do the shopping
2 people
26
Chill drinks
2 people
27
Sort materials
3 people

Event

28
Open venue
2 people
29
Conduct a safety check
2 people
30
Set up tables and chairs
6 people
31
Mark exhibitor spaces
2 people
32
Welcome exhibitors
3 people
33
Help exhibitors set up
5 people
34
Set up the presentation equipment
2 people
35
Set up the information desk
2 people
36
Set up catering
3 people
37
Staff the registration desk
2 people
38
Welcome visitors
3 people
39
Distribute program
2 people
40
Guide demonstrations
4 people
41
Announce the lectures
42
Support lectures
2 people
43
Serve drinks
3 people
44
Refill drinks
2 people
45
Serve snacks
3 people
46
Empty trash bins
2 people
47
Check toilets
48
Capture photo moments
49
Answer visitor questions
2 people
50
Guide the audience vote
2 people
51
Support awards ceremony
3 people
52
Wave goodbye to visitors
3 people
53
Help exhibitors dismantle
5 people
54
Switch off equipment
2 people

Aftercare

55
Collect materials
4 people
56
Wash dishes
3 people
57
Sort waste
2 people
58
Clean the venue
4 people
59
Collect lost and found items
60
Return keys and access passes
61
Return borrowed materials
2 people
62
Store leftover stock
2 people
63
Archive photos and documents
64
Send thank-you message
2 people

What to bring

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

Furniture

Tablesqty 24
Chairsqty 80
Registration desk
Bar stoolsqty 6
Tableclothsqty 24

Equipment

Laptopsqty 6
Projector
Projection screen
Speakersqty 2
Microphoneqty 2
Mixer
Extension cordsqty 12
Power stripsqty 12
USB sticksqty 6
Pillar cordsqty 2
Power banksqty 4
Cable tiesqty 100
Gaffer tapeqty 6
Glue gunsqty 4
Flashlightsqty 4

Tableware

Coffee cupsqty 100
Drinking glassesqty 100
Platesqty 100
Cutlery setsqty 100
Serving spoonsqty 8
Coffee potsqty 4
Water jugsqty 6
Serving traysqty 8

Kitchen

Coffee machinesqty 3
Kettlesqty 3
Coolersqty 6
Cutting boardsqty 4
Chef's knivesqty 4
Small bowlsqty 12
Pliersqty 8
Measuring cupsqty 6
Thermos flasksqty 6

Decorations

Trade show bannersqty 6
Directional signsqty 20
Exhibitor signsqty 30
Table signsqty 30
Name badgesqty 100
Clipboardsqty 20
Pensqty 100
Notepadsqty 80
Ballot box
Prizesqty 3
Wristbandsqty 250
Wire racksqty 12

Lighting

LED lightsqty 12
String lightsqty 6

Safety

Safety gogglesqty 40
Nitrile glovesqty 200
Fire extinguishersqty 2
Warning tapeqty 4
First aid kitsqty 2

Cleaning

Broom setsqty 3
Mopsqty 3
Bucketsqty 3
Vacuum cleaner

Catering

Groceries

Tips

Confirm the venue, date, permits, and insurance before inviting exhibitors. A change after invitations go out can affect the floor plan, demonstrations, catering, and equipment.
Open registration early enough to process every entry and record the exhibitor list. Set a firm deadline at least 7 days before the fair so you can place tables, chairs, and demonstrations without last-minute changes.
Create the floor plan before ordering or moving furniture. Mark the registration desk, exhibitor tables, presentation area, power points, and clear walkways; leave room for extension cords and cable covers.
Collect presentations and test all equipment at least 3 days before opening. Check the projector, screen, speakers, microphone, mixer, laptops, USB sticks, power strips, and extension cords with the actual files and cables.
Send exhibitor instructions and safety guidance no later than 5 days before the event. Include arrival time, setup limits, demonstration precautions, dietary information deadlines, and where to find name badges and tables.

Frequently asked questions

How far in advance should you organize a science fair?: Start at least 8 to 12 weeks before the fair. Confirm the date and location first, then allow several weeks for exhibitor invitations, registrations, program planning, permits, and equipment checks.
When should science fair registration close?: Close registration at least 7 days before the event. That gives you time to process entries, record dietary requirements, finalize the exhibitor list, and fit demonstrations into the floor plan.
How early should equipment be tested for a science fair?: Test the full setup at least 3 days beforehand, using the presentations and demonstration materials that will be used on the day. Repeat a short sound and projection check before visitors arrive.
What should exhibitors receive before a science fair?: Send arrival, setup, safety, and presentation instructions at least 5 days before the fair. Include their table location, equipment limits, demonstration requirements, and the deadline for outstanding information.

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.