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Registration Coordinator

Time Estimate

  • 20 - 25 Hours a year

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.


  • 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 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)
  • 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.
  • 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 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 at 1 PM.
  • 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.
  • 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
Tuesday, January 16th, 2018
5:30 PM

The Healdsburg School
33 Healdsburg Ave H
Healdsburg, CA 95448

Technology Day

Date: Saturday, March 10th, 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