How to organize a science show from start to finish

A science show needs more than a list of exciting experiments. Start by choosing a realistic program, then match each demonstration to the audience, venue, materials, and safety requirements. Work backward from the event date so orders, invitations, dietary information, and technical checks are finished on time. The final days should be reserved for dry runs, sorting materials, setting up experiment stations, and testing the projector, speaker, and microphone.

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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
Choose experiments and the program
2 people
2
Send invitations
2 people
3
Process registrations
4
Collect dietary requirements
5
Reserve the venue and hall
6
Check experiments for safety
2 people
7
Order materials
8
Write out the run sheet and demonstrations
2 people
9
Book catering
10
Check the shopping list
11
Do the shopping
2 people
12
Test experiments dry
3 people
13
Sort experiment materials
2 people
14
Print worksheets and signs
15
Prepare the participant list and badges
2 people
16
Portion snacks
2 people
17
Chill drinks
18
Set out the room layout
2 people
19
Set up tables and chairs
4 people
20
Set up demonstration table
3 people
21
Connect the projector and screen
2 people
22
Test audio and microphone
2 people
23
Set up experiment stations
4 people
24
Lay out safety materials
2 people
25
Set up registration desk
2 people
26
Set out snacks and drinks
2 people
27
Brief volunteers
2 people

Event

28
Receive participants
4 people
29
Hand out badges and worksheets
2 people
30
Give safety instructions
2 people
31
Carry out the first demonstration round
3 people
32
Guide the experiment stations
6 people
33
Refill drinks
2 people
34
Serve snacks
3 people
35
Replace used materials
3 people
36
Keep the break area clean and safe
2 people
37
Run the second demonstration round
3 people
38
Moderate the Q&A
2 people
39
Present the evening program
3 people
40
Serve the last drinks round
2 people
41
See participants off
3 people

Aftercare

42
Collect experiment materials
4 people
43
Sort and dispose of waste
3 people
44
Wash dishes
3 people
45
Clear tables and chairs
4 people
46
Switch off equipment
2 people
47
Clean the room
4 people
48
Chill leftover food
2 people
49
Pack and label materials
3 people
50
Return borrowed materials
2 people

What to bring

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

Furniture

Tablesqty 10
Chairsqty 80
Registration desk
Waste binsqty 4
Tableclothqty 10

Equipment

Laptop
Projector
Projection screen
Portable speakerqty 2
Wireless microphone
Extension cordsqty 4
Power stripsqty 6

Safety

Safety gogglesqty 40
Lab coatsqty 8
Protective tableclothsqty 10
First aid kit

Experiment materials

Measuring cupsqty 20
Graduated cylindersqty 6
Funnelsqty 10
Dropper pipettesqty 50
Plastic test tubesqty 60
Test tube racksqty 10
Plastic mixing bowlsqty 12
Plastic spoonsqty 30
Kitchen scalesqty 2
Thermometersqty 4
Magnetsqty 20
Magnifying glassesqty 20
Stopwatchesqty 4
Plastic traysqty 12
Balloon pumpqty 2

Decorations

Presentation boardsqty 6
Direction signsqty 8
Painter's tapeqty 6
Waterproof markersqty 12

Cleaning

Bucketsqty 3
Mopsqty 3
Cleaning glovesqty 6

Tableware

Reusable cupsqty 100
Reusable platesqty 90
Reusable cutleryqty 100
Coffee potsqty 3

Catering

Groceries

Tips

Choose the experiments and running order before ordering materials. Allow about 5–10 minutes per demonstration, including explanation, reset, and questions, so the program does not overrun.
Carry out a complete dry test at least 7 days before the show. Measure the quantities, check heating or reaction times, and confirm that every demonstration works with the exact materials you will use.
Treat safety as part of the program, not as a last-minute checklist. Check each experiment before inviting participants, and prepare safety glasses, lab coats, protective table covers, and a first-aid kit where staff can reach them within 30 seconds.
Finish participant planning at least 5 days before the event. Use the final participant list for badges, worksheets, dietary information, snack portions, and the number of chairs and experiment stations.
Set up and test the room at least 2 hours before doors open. Leave time to position the demonstration table and stations, connect the laptop and projector, test the microphone and speaker, and secure extension reels and power strips away from walkways.

Frequently asked questions

How long does it take to organize a science show?: Allow 3–4 weeks for a small science show. Use the first week for the program and venue, the second for invitations and material orders, and the final week for safety checks, dry tests, printing, and participant planning.
How many experiments should a science show include?: Plan roughly one demonstration for every 5–10 minutes of program time. For a 60-minute show, 6–8 short experiments usually leave enough time for explanations, questions, and resetting materials.
When should science experiments be tested?: Do a full dry test at least 7 days before the event, then repeat the most sensitive demonstrations 1–2 days beforehand. This gives you time to replace materials or change the running order.
How early should I set up a science show venue?: Arrive at least 2 hours before participants. A science show needs time for room layout, experiment stations, safety equipment, registration, snacks and drinks, plus a complete audiovisual test.

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.