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Registration Coordinator

**Note: The registration process was changed significantly in 2017, but this has not yet been updated.

Overall Responsibility

  • Manage the registration of 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.


  • Confirm the creation of the ‘Registration Cards’
  • Determine what important information should be given back to the parents/students and prepare a little flyer (1/4 page perhaps? part of a page?) to hand them.
  • 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 Communications needs to create that.
  • Review venue setup diagram in advance and provide to the venue (Villa) ~2 weeks before the event.
  • Supply the ‘Registration Cards’ to the teachers of the 7th and 8th grade at the Healdsburg Junior High as all students participate and the teachers (Blumert and Penny) typically fill them out. If the teachers can do this in advance it makes everyone happy.
  • Setup the lobby of the Villa to accept projects in an organized fashion (registration cards, provide sharpened pencils, setup signage, etc.)
  • Communications will provide signage, plus use existing signage.
  • Hold a volunteer training in advance 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.


  • Judges Lists (potential, current, past & attendance)*
  • Judging Results*

*Found in the Dropbox folder 

Registration Notes

  • It is important to get setup started at noon
  • Although we officially open the doors at 2PM, there may be a few people that come early. For the last couple of years we have accommodated them if possible.
  • 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
    • Front Door Sign (this one is pretty aged)
    • 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 & 2014)
  • Donation Box
  • Pens (few ball point, red ball point, sharpie red & black)
  • Pencils (24 is more than enough)
  • Notepad
  • 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
  • Two sets of colored stickers, Red & Green


2018 Dates


Science Fair Kick-Off

45-60 Minute Overview
Thursday, January 4th, 2018

The Healdsburg School
33 Healdsburg Ave H
Healdsburg, CA 95448

Technology Day

Date: Saturday, March 17th, 2018

Rube Project Drop-Off and Setup : 10 AM
Rube Project Competition: 11 AM - 1 PM
Exhibits and Public Events: 10 AM - 1 PM

Healdsburg Junior High
315 Grant St
Healdsburg, CA 95448

Project Competition

Sunday, March 18th, 2018
3:00 PM - 7:00 PM
Monday, March 19th, 2018
7:00 AM - 9:00 AM

Public Viewing:
Wednesday, March 21st, 2018
9:00 AM - 6:00 PM
Thursday, March 22nd, 2018
9:00 AM - 7:00 PM

Awards Night
Thursday, March 22nd, 2018
7:00 PM - 8:00 PM

Villa Chanticleer

1248 N. Fitch Mountain Road
Healdsburg CA 95448