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Registration Coordinator

Time Estimate

  • 20 - 25 Hours a year

Overall Responsibility

  • Manage the registration of projects at the Tech Day Event.
  • Manage the registration of experimental projects over two partial days
  • Organize the projects in a way that works for the judges

Support Required

  • The volunteer coordinator will be responsible for providing 2-3 people per shift to help with all activities. You may want to enlist people you know if you wish.


  • Determine what important information should be given back to the parents/students and prepare a little flyer (~1/4 - 1/2 page) to hand them.
  • Confirm the creation of the online registration form. Include our 'notices' on this form.
  • Distribute the link to the registration form via the website, emails to teachers, etc.
  • Coordinate to borrow ~10-15 chromebooks from HJH or another source (HJH has been kind enough to help us in the past) Note: in 2018 we only had 4-5 which worked out just fine.
  • Confirm we have the ‘participation’ prize in place. It may be a coupon (Cousteaux has donated a coupon for a cookie in the past) in which case the coupon needs to be handed out when students drop off projects. Coordinate with the Awards coordinator for the award and Communications for the flyer.
  • Setup the lobby of the Villa to accept projects in an organized fashion (separate lines for those who have registered in advance, etc.)
  • Communications will provide signage, plus use existing signage.
  • Hold a volunteer training in advance (typically an hour before parents arrive) to explain how a project is checked in (this is important). Include how to number projects, how to determine life/physical, where to place projects, and what to tell the students/parents.
  • Pre-print / pre-write the numbers to make placement on projects easy.


  • List of registered projects.

Registration Notes

  • It is important to get setup started ~2 hours before parents are to drop off projects.
  • Allow for ~30-45 minutes to train volunteers.
  • Although we officially open the doors at 3 PM, there may be a few people that come early. For the last couple of years we have accommodated them if possible. Note: in 2018 we had _many_ parents come early as the drop off time was mis-communicated by some teachers.
  • Training of volunteers is important, as if they mess up there can be quite a bit of ‘redo’ to tackle. Need to include “placing” projects in the appropriate section & ensure someone can handle the switch of a project from one section to the other (such as from physical to life)
  • Volunteers should sign in. The Volunteer Coordinator should provide this.
  • Information that we will likely want to distribute to registrants:
    • Where / When to Pickup projects – From the villa between 6 PM and until the end of the awards ceremony. All projects are unfortunately destroyed at 9PM during cleanup.
    • Awards Night – 7PM at the Villa
    • First Place winners will get a call Tuesday Evening for interviews Wed 3:30 - 4:45 PM
    • All winners will be emailed / called Wednesday & Thursday in the hopes they can attend the awards ceremony Thursday evening @ 7PM
    • Notice: Students may be photographed

List of Supplies

  • Signage
    • Primary Science Fair Event Sign
    • Welcome sign, direction to fill out registration card, etc.
    • Signs to direct people to left or right for life / physical
    • Donor Recognition Sign
    • Rube Goldberg Signs
    • Donation Sign for Donation Box
  • Participation Ribbons
  • Participation “Prize” (if any… was a coupon for a cookie from Costeaux in 2013 - 2018)
  • Donation Box
  • Pens (few ball point, red ball point, sharpie red & black)
  • Pencils (24 is more than enough)
  • Notepads
  • Pencil sharpener
  • Painter’s Tape. narrow and wide
  • Masking Tape
  • Large post-its to help block kids names/faces/etc. 
  • Things to keep items supplied with the projects “safe”
    • Saran Wrap
    • Rubber Bands
  • Mailing Label sized stickers for project serial numbers & project judging numbers