Science fair checklist: what to arrange and when

A science fair needs more than a list of projects and a room. You need time to recruit exhibitors, process registrations, plan demonstrations, test presentation equipment, and make the visitor route easy to follow. Start with the date and location, then work toward a confirmed program and floor plan. In the final week, focus on safety instructions, badges, signs, materials, and technical checks so exhibitors are not solving basic problems at the door.

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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

Confirm date and location
2 people
Invite exhibitors
2 people
Send invitations
2 people
Open the registration form
Process registrations
2 people
Collect dietary requirements
Record exhibitor list
2 people
Set up the floor plan
2 people
Select demonstrations
3 people
Create the program
2 people
Confirm speakers
2 people
Make reservations
Check permits
Check insurance
Prepare safety instructions
2 people
Send exhibitor instructions
2 people
Design signage
Design name badges
Print info signs
2 people
Print name badges
Collect presentations
2 people
Test the equipment
2 people
Check demonstration materials
3 people
Check the shopping list
2 people
Do the shopping
2 people
Chill drinks
2 people
Sort materials
3 people

Event

Open venue
2 people
Conduct a safety check
2 people
Set up tables and chairs
6 people
Mark exhibitor spaces
2 people
Welcome exhibitors
3 people
Help exhibitors set up
5 people
Set up the presentation equipment
2 people
Set up the information desk
2 people
Set up catering
3 people
Staff the registration desk
2 people
Welcome visitors
3 people
Distribute program
2 people
Guide demonstrations
4 people
Announce the lectures
Support lectures
2 people
Serve drinks
3 people
Refill drinks
2 people
Serve snacks
3 people
Empty trash bins
2 people
Check toilets
Capture photo moments
Answer visitor questions
2 people
Guide the audience vote
2 people
Support awards ceremony
3 people
Wave goodbye to visitors
3 people
Help exhibitors dismantle
5 people
Switch off equipment
2 people

Aftercare

Collect materials
4 people
Wash dishes
3 people
Sort waste
2 people
Clean the venue
4 people
Collect lost and found items
Return keys and access passes
Return borrowed materials
2 people
Store leftover stock
2 people
Archive photos and documents
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

Set the date and location before opening registration. Keep the form open long enough to process entries, collect dietary requirements, and build a reliable exhibitor list rather than planning around late replies.
Create the floor plan after you know how many exhibitors and demonstrations you have. Allow space around tables for visitors, keep extension cords and power strips out of walkways, and place the registration desk where everyone passes it.
Collect presentations and test laptops, the projector, screen, speakers, microphone, and mixer at least 3 days before the fair. Bring USB sticks and power banks as backups; a last-minute file or battery problem is common.
Send exhibitor instructions at least 7 days in advance. Include arrival time, table dimensions, demonstration limits, safety rules, what they must bring, and where to check in so questions do not pile up on the morning itself.
Count serving items before shopping: coffee cups, drinking glasses, plates, cutlery, serving spoons, trays, water jugs, coffee pots, coffee machines, and kettles. Check the list again 2 days before the fair, when replacing missing items is still practical.

Frequently asked questions

How far in advance should I start planning a science fair?: Start at least 8 weeks before the event. Confirm the date and location first, then allow time for exhibitor invitations, registrations, permits, insurance, the program, and equipment checks.
When should science fair registration close?: Close registration about 3 weeks before the fair if possible. That gives you time to process entries, record dietary requirements, create the exhibitor list, and arrange the floor plan.
How early should I test the projector and microphone for a science fair?: Test all presentation equipment at least 3 days before the event, then repeat a short check on the day. Test the laptops, projector, screen, speakers, microphone, mixer, cables, and power strips together rather than separately.
When should I send instructions to science fair exhibitors?: Send the main instructions at least 7 days before the fair. Send a final reminder 24 hours before opening with arrival time, setup details, safety requirements, and any outstanding presentation or material requests.

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.