(Put resources section at the end of each chapter,)
(Steve)Philosophy of the document – This document serves as a guide for the salient features of a local and regional fair. This is geared toward a fair of small to moderate size. Large state fairs should reference the links provided in the resources section at the end of each chapter.Keep in mind while reviewing this document that section may not pertain to your particular situation, depending on the size of your fair. These are broad scale guidelines and may be modified, as they relate to your situation.
Overview of the entire science fair process
CHAPTER 1 - INITIAL SET UP OF REGIONAL/LOCAL FAIR
What is an appropriate mission statement for my science fair? The mission statement of any regional fair should be student research oriented. Mission statements should be short, preferably a clearly stated sentence that reflects the organization’s goals and philosophy. Time spent developing a good mission statement is not wasted, as it will be the guiding force behind all of your decisions and activities for years to come, if properly worded.
What are the goals of my science fair? Goals are itemized objectives that reflect back to the mission statement. They should be attainable and measurable. Too many goals can result in disorganization, so choose your goals wisely. It is better to reach a few goals successfully than have many goals that you fail to attain.
Does my organization need By-laws? By-Laws tell you how your organization is going to operate. They are necessary should you decide to incorporate or become a non-profit organization (more on those subjects later). By-Laws should be clearly written in Standard English, without a preponderance of “legal-ese;” however, too specific language can “ham-string” your organization and prevent flexibility.
Does my organization need a Board of Directors? Your regional fair will need a Board of Directors. We’ll address two difference kinds of boards in this guidebook – advisory boards and working boards. Advisory boards provide vision but do not participate in the day-to-day operation and production of the fair, while working boards are full participants in the administration and operation of the regional fair. You will have to decide which board works best for your situation.
What is an Advisory Board of Directors? An advisory board provides vision, goal setting, but is not actively involved in the day-to-day administration and production of the fair. This board will be who you work with to develop your mission statement and goals. With this type of board, you will need an active Steering Committee to provide you with the support necessary to actually administer and produce the fair. Advisory boards are an integral part of fund-raising, so those selected for this important role would ideally have good ties within the local business communities. The size of your Advisory board will be dependent upon your needs and the availability of volunteers willing to serve. At a minimum, the Advisory board should consist of at least 9 participants – three key positions and at least six additional support members.
What are the key members of an Advisory Board?
- President – directs board meetings, steers activities of other board members, can be the driving force behind successful fund-raising activities
- CFO/CPA/Auditor – the person to keep the organization financially sound and in compliance with federal and/or state laws regarding non-profit organizations. Provides fiscal oversight to the Regional Director and with the assistance of the Regional Director completes all necessary financial reports.
- Regional Director – the “workhorse” of the organization. Directs the day-to-day operation, administration, and production of the fair. Works with and coordinates all volunteers, judges, staff, participating corporate sponsors, participating schools.
- Other officers as needed – You may decide additional officers are desirable. Possible positions include secretary, historian, fundraising chairperson, publicity, etc
What are the terms of office of the Advisory Board members? Advisory board terms should be set out in the by-laws of the organization. One way to handle advisory board terms is to have “classes” or “cohorts.” Divide the board members into equal groups – if your board consists of 15 members, divide them into 3 groups of 5. Each group would serve a term of 3 years – obviously, if you are just starting out, you need some built-in overlap. Start with a one-year “class,” followed by a two-year class, then a three year class. The first group of 5 is in the one year class, the second group is in the two year class, and the third group is in the 3 year class. As each group rotates off the board, you will have to replace them with an additional five board members. These subsequent groups will all serve the full three year term. You have the option of allowing consecutive terms, but this should be stated clearly in your by-laws – how many consecutive terms a board member may serve, whether a member can return after a hiatus, etc. Remember, term limits can work for or against you – if you have a very active, supportive member, you can lose that person due to mandatory term limits. Then again, mandatory term limits allow you the option of removing difficult or inactive board members at the end of their term.
What is a Working Board of Directors? This type of board provides the same vision and fund-raising support and direction as an Advisory Board, however, the members are also full participants in the administration and production of the fair. Many of the roles and functions of the board officers are the same, and the key positions are also similar.
Committee Chairs are required on a working board but not an advisory board, these positions direct the various activities involved in the production of the fair. Suggested committees include Judges, Volunteers, Publicity, Display & Safety, Scientific Review Committee, Signage, etc.
What type of community support will I need for my fair? How your fair is funded will be critical to the size and production of your fair. If a large corporation or institution of higher education provides the majority of your funding, you will need to keep their goals in mind as you develop your fair. If your support comes from a wide variety of sources within your community, you need to be prepared for fluctuations in support from year to year. Community involvement is key to publicizing and promoting your fair as well – local schools and businesses can be highly visible promotional venues. Broad community support also increases the amount of student participation and the prestige of your event.
What types of liability insurance will my fair need? This is a very critical piece of your organization. For many venues, liability insurance is required for the duration of the event, and may be based on any one of a variety of criteria. Some policies base the premium on number of participants; others will base the premium on the number of projected attendees. The size of the venue is also important. Obtaining liability insurance can sometimes be difficult – insurance markets change frequently and you can expect your premium to change from year to year, depending on whether the market is “hard” or “soft.” Hard markets mean higher premiums and greater difficulty in obtaining liability insurance, while soft markets mean lower premiums and more insurers from whom to choose. In any event, do not neglect this important step – many venues will not accept your fair without liability insurance. In addition, one lawsuit or accident will more than repay you for the effort made in obtaining insurance.
Do I need to incorporate my fair? Whether or not to incorporate is a decision you and your board of directors need to make relatively early in the fair development process. There are advantages and disadvantages to the various types of incorporation, and we’ll briefly cover them here. You should consult an attorney in order to make a fully informed decision about incorporation.
- 501 C3 – this is the non-profit status of incorporation with the federal government. Just because the federal government recognizes your organization as non-profit does not mean you are tax-exempt in the eyes of your state – becoming a tax-exempt organization in your particular state is a separate process which you should also investigate. Those regional fairs operating outside of the United States should investigate similar opportunities in their governmental structure – as always, consult a legal professional when determining what steps to follow.
- LLC – Limited Liability Company - The LLC is a type of hybrid business structure that is designed to provide the limited liability features of a corporation and the tax efficiencies and operational flexibility of a partnership. A popular choice for sole proprietors who are looking to incorporate simply to protect personal assets or secure additional loans, the LLC is thought to be one of the easiest and least expensive forms of ownership to organize.
- LLP – Limited Liability Partnership – The LLP is a relatively new creation that operates much like a limited partnership, but allows the members of the LLP to take an active role in the business of the partnership, without exposing them to personal liability for others' acts except to the extent of their investment in the LLP.
CHAPTER 2 - FINANCIAL CONSIDERATIONS
It is important to determine the operating budget for your Regional Fair. The following costs should be taken into consideration for operating your Fair. These are not required and will depend on how you are able to operate your Fair.
What does it cost to affiliate with ISEF? The annual Intel ISEF Affiliation fee is required for participation in the Intel ISEF. The Regional Fair will receive support from Science Service and be able to send two individual finalists, a Team Finalist, student observers, and an adult in charge.
What other costs are involved in implementing a regional science fair?
Communication - As a Regional Fair, determine the costs for different types of communication you will provide to the community, teachers, and students. Include any costs for telephones, internet, web hosting, etc.
Office costs – Examples of these costs include postage, printing of materials, and general supplies should be included in the budget. Printing materials may include guides for teachers, judging materials, judging policy, awards booklets, a program book, entry forms, signage and much more. It would also be nice to have letterhead made for the organization. Supplies are needed for the office, any IRB or SRC meetings, trainings, and on site supplies for the actual Fair. These may include Intel ISEF rule books, badges, ribbons, lanyards, tools to support project set-up, folders for judging, certificates, storage bins, etc.
Venue Costs - The cost of venues needs to taken into consideration. You will need locations for meetings through the year, the exhibit hall and judging area, and the awards ceremony. Many times, space will be provided as an in-kind contribution which is very helpful to your budget. Locations for the exhibits and judging may include a local convention center, fairgrounds, school or university, or a mall. Determine electricity needs/costs, and extra space for judging, SRC, special awards, and registration. Also consider a space for teachers/chaperones during judging. Consider any costs for tables, table coverings, and chairs. The Awards Ceremony venue should be held in a space large enough to include all participants and their families. If a stage is not already present, there may be a cost involved for setting up staging. Also include at least one podium and microphone.
Category Judging – Category judging will require purchasing place awards for each category being judged. A Regional Fair may simply use ribbons or purchase engraved plaques for the winners. You may also choose to provide cash awards for the place awards if funding is available.
Professional Development Workshops - Professional development workshops should be provided for the teachers involving students in scientific research for competition. (suggestions for workshops included later) Most schools or universities will provide the location. Include costs for materials and refreshments. Hopefully there will be no cost for a facilitator.
Food - Refreshments are a necessity for the various events. Be sure to think about meetings, workshops, and trainings. For the actual fair, it is imperative that all volunteers, especially judges, have food while working at the Fair.
Travel Expenses - Travel expenses should be included in the budget. Consider expenses for administrative, chaperone, and student travel. The Regional Fair Director may need funds for travel depending on the required responsibilities. If a regional territory is very large, it may be necessary to provide informational workshops in different areas. Consider mileage, airfare, hotel, and meals.
Students, teachers, and chaperones will need to determine costs necessary to participate in the regional fair. It is not a required responsibility to provide the funding for this, but schools, teachers and parents should know up front what these costs will be before committing to the regional fair affiliation.
ISEF Travel Expenses - It is a requirement of the Intel ISEF Affiliation agreement that the Regional Fair cover all expenses for the student Finalists. These costs include registration fees, mileage/airfare, housing, meals, tours, vehicle rental, meals, and shipping of the projects.
Liability Insurance -Costs for liability Insurance for the venue may have to be purchased unless the regional fair organization is part of the school system or university. The venue will most likely require proof of this with any contract.
Financial Audit - Finally, consider the cost for an annual audit of the organization.
CHAPTER 3 - FUNDRAISING
Once the costs and expenses for having a regional fair have been determined, you can begin the process for funding your fair. It is important to have a volunteer Chairperson for this, preferably not the Regional Fair Director. It’s also important to have some marketing tools and/or planned presentations when seeking funding. ( addressed in…..)
What are some types of sponsorships? Determine possible local corporate and foundation sources for both funding and volunteers including judges. It is always a good idea to find a major “title” sponsor who provides a pre-determined amount in order to qualify for this honor.
Another idea is to develop a cost for sponsoring a category and seek funds for the specific categories. The cost could include ribbons, plaques, cash awards, and food for the judges in the category.
Develop individual donor levels (ie: platinum, gold, silver, bronze, etc.) for sponsorship including in-kind donations. There is a pre-determined amount that can be claimed for each volunteer hour.
Are there grants that are available? There are many grants available especially in technology and the science community. Be sure to have someone who enjoys writing grants on your regional fair team. Look for matching grant options for your regional fair.
What are some other sources of funding? Determine the local institutional funding sources. This may include district, universities/colleges, private schools, etc. If your regional fair is affiliated with a school district or university/college, it may include an agreement for financial support in certain areas such as renting venues, using insurance resources, travel expenses, substitutes for teachers, etc.
What are in-kind contributions? In-kind contributions are resources, supplies, personnel, and expertise that are donated in lieu of money for the support of the regional fair. In-kind contributions will be invaluable to your fair. Businesses and organizations are usually willing to provide time off for employees volunteering for your fair. Also, seek contributions for food and refreshments from local grocery stores and restaurants. In-kind also includes free venues, supplies, tables/chairs, and space to operate the fair throughout the year.
Can fees be charged? Yes, fees can be charged and can be another great source of income. Examples include district/school affiliation fees and/or individual entry fees.
What are some other fundraising ideas?Some fundraising ideas include fundraising breakfasts, auctions, wine tastings, bake sales, car washes, fees for advertising, and commercial exhibit fees. These activitieswould require a special committee to plan and implement.
CHAPTER 4 - STAFFING
The amount of staffing that is necessary to successfully conduct an Intel ISEF affiliated fair depends entirely upon the size of the fair held. Smaller local, regional, or state fairs will need much less staffing support. This section describes the variety of positions that might be necessary to conduct a fair of any size. Positions that are more directed toward larger fairs are addressed in the resources section of this chapter.