Science fair checklist: what to arrange and when

A science fair needs more than experiments and display tables. You need a clear program, confirmed exhibitors, safe demonstrations, working equipment, registration details, and a floor plan that keeps visitors moving. Start with the date, room, permits, and invitations, then confirm content and supplies before printing anything. This checklist follows the practical order from first decisions to event-day preparation, including details that are often left until the last week.

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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

Set the date and program
2 people
Reserve the room and square
Check permits and safety rules
2 people
Invite exhibitors
2 people
Send invitations
2 people
Open the registration form
Recruit researchers and demonstrators
2 people
Publish the program online
Process registrations
2 people
Collect dietary requirements
Confirm exhibitors
2 people
Review demo content
3 people
Create floor plan
2 people
Make reservations for materials
Order catering
2 people
Assign volunteers
2 people
Brief the hosts
2 people
Check the shopping list
2 people
Hang up promotional materials
2 people
Prepare name badges
2 people
Print signage
Print handouts
2 people
Print certificates
Prepare the experiments
4 people
Test the equipment
2 people
Confirm catering delivery
Do the shopping
3 people
Chill drinks
2 people
Prepare snacks
3 people
Set up tables and chairs
4 people
Set up the experiment tables
3 people
Install barriers
2 people
Hang posters
3 people
Check the lighting and power
2 people
Set up the reception desk
2 people
Prepare the registration list
Check trial setups
4 people
Prepare coffee and tea
2 people
Build the catering buffet
3 people
Test presentation equipment
2 people
Give volunteer briefing
2 people

Event

Receive participants
4 people
Explain the program
Guide visitors to the booths
2 people
Supervise experiments
8 people
Present demonstrations
6 people
Keep track of registrations
2 people
Hand out worksheets
2 people
Answer visitors' questions
4 people
Serve coffee and tea
2 people
Serve snacks
3 people
Refill drinks
2 people
Keep the buffet tidy
2 people
Remove waste regularly
2 people
Restock experiment supplies
2 people
Arrange volunteer breaks
Collect audience feedback
2 people
Announce the winners
2 people
Present Certificates
2 people
See off the last visitors
3 people

Aftercare

Safely shut down the experiments
4 people
Switch off equipment
2 people
Clear away food and drinks
3 people
Wash dishes
3 people
Clear tables and chairs
4 people
Sort and remove waste
3 people
Clean the rooms
4 people
Label and store materials
3 people
Return borrowed materials
2 people
Store leftovers safely
2 people
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 and reserve the room before inviting exhibitors. Allow at least 8–12 weeks for invitations, registrations, demonstrations, catering, and safety checks to fit together.
Review every demonstration at least 2 weeks before the fair. Test laptops, projectors, microphones, timers, extension cords, and power strips in the actual room rather than assuming they will work on the day.
Create the floor plan after you know how many exhibitors are attending. Leave clear routes between tables, poster stands, presentation boards, the reception desk, and waste bins, with access to power where demonstrations need it.
Close or review registrations 7–10 days before the event and send exhibitors the final arrival time, table location, and equipment instructions. Collect dietary requirements at the same time so catering is not based on guesses.
Print name badges, directional signs, handouts, worksheets, ballots, and certificates 2–3 days before the fair. Pack spare pens, tape, scissors, glue sticks, charging cables, and USB sticks in one clearly marked event box.

Frequently asked questions

How far in advance should I plan a science fair?: Start 8–12 weeks before the event. Use the first weeks for the date, venue, permits, exhibitors, and invitations; leave the final 2 weeks for content review, equipment tests, catering, printing, and volunteer briefings.
What equipment do I need for a science fair?: The exact list depends on the demonstrations, but plan equipment at least 2 weeks ahead. Check laptops, tablets, projectors, screens, speakers, microphones, timers, extension cords, power strips, charging cables, and USB sticks before the room is set up.
When should science fair registration close?: Close registration or make a final review 7–10 days before the fair. That gives you time to confirm exhibitors, assign table spaces, collect dietary requirements, order catering, and print badges and attendee materials.
How do I organize the science fair floor plan?: Draft the floor plan once exhibitor numbers and demonstrations are confirmed, usually 1–2 weeks in advance. Position tables and presentation areas first, then add the reception desk, seating, signs, waste bins, visitor routes, and access to power.

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.