Science show checklist: what to arrange and when

A science show needs more than a set of interesting experiments. You need a tested programme, safe materials, clear demonstrations and a room that works for both viewing and participation. This checklist takes you from choosing experiments and sending invitations to setting up stations, testing the microphone and welcoming attendees. It also covers the details that are often left too late, such as dietary information, printed worksheets, labelled materials and a working registration table.

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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

Choose experiments and the program
2 people
Send invitations
2 people
Process registrations
Collect dietary requirements
Reserve the venue and hall
Check experiments for safety
2 people
Order materials
Write out the run sheet and demonstrations
2 people
Book catering
Check the shopping list
Do the shopping
2 people
Test experiments dry
3 people
Sort experiment materials
2 people
Print worksheets and signs
Prepare the participant list and badges
2 people
Portion snacks
2 people
Chill drinks
Set out the room layout
2 people
Set up tables and chairs
4 people
Set up demonstration table
3 people
Connect the projector and screen
2 people
Test audio and microphone
2 people
Set up experiment stations
4 people
Lay out safety materials
2 people
Set up registration desk
2 people
Set out snacks and drinks
2 people
Brief volunteers
2 people

Event

Receive participants
4 people
Hand out badges and worksheets
2 people
Give safety instructions
2 people
Carry out the first demonstration round
3 people
Guide the experiment stations
6 people
Refill drinks
2 people
Serve snacks
3 people
Replace used materials
3 people
Keep the break area clean and safe
2 people
Run the second demonstration round
3 people
Moderate the Q&A
2 people
Present the evening program
3 people
Serve the last drinks round
2 people
See participants off
3 people

Aftercare

Collect experiment materials
4 people
Sort and dispose of waste
3 people
Wash dishes
3 people
Clear tables and chairs
4 people
Switch off equipment
2 people
Clean the room
4 people
Chill leftover food
2 people
Pack and label materials
3 people
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

Dry-test every experiment before the event, then repeat the demonstration using the exact containers, quantities and equipment planned for the show. This catches spills, weak results and timing problems while there is still time to adjust.
Check experiment safety before ordering materials, not after they arrive. Set aside safety glasses, lab coats, protective table coverings and a first-aid kit where the demonstrator can reach them immediately.
Plan the room around sightlines: place the demonstration table where everyone can see it, test the projector and screen from the back row, and keep experiment stations clear of cables and crowd flow.
Finish participant administration before printing. Collect dietary requirements, close or update registrations, then prepare the participant list, badges, worksheets and station labels from the same final information.
Run a full technical check on the day, including the laptop, projector, speaker, wireless microphone, extension reels and power strips. Keep a backup way to deliver the programme if the projector or microphone fails.

Frequently asked questions

How far in advance should I organise a science show?: Reserve the venue and choose the programme at least 4–6 weeks before the show. Use that time to send invitations, process registrations, check safety and order experiment materials.
When should I test the science experiments?: Dry-test each experiment at least 7 days before the event, then repeat the final demonstrations 1–2 days beforehand. Test the exact setup so you can confirm the results, timing and cleanup.
How many safety glasses do I need for a science show?: Prepare one pair for every person who will work at an experiment station, plus 10% spare pairs. Keep them at the stations before guests arrive rather than handing them out during the demonstrations.
When should I set up the experiment stations?: Sort and label the materials the day before, then set up the stations 2–3 hours before the audience arrives. Leave enough time to check quantities, protective coverings, signage and safe cable placement.

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