Awards Ceremony Announcers

Person in Charge: Courtney Butler

• You are encouraged to identify Finalist's names that you would like to obtain a phonetic spelling of and either arrange to walk the floor of the Exhibit Hall during judging asking students for pronunciations or submit a list to the CSEF Director prior to CSEF for the Registration people to collect for you.
• You are encouraged to view the Script Book any time after 1 PM to make notes on your sections.
• When there are multiple awards for an organization, there will be an alphabetical list before the script page that you can use to read the names of the winners to bring them to the stage prior to your reading what they have won.
• If there is only one award for an organization, you will need to read the award name and the winner. While the Finalist is making his/her way to the stage, you can describe the prize and what the award criteria is.
• You don't have to read a person's project title and school information more than once if you don't want to.
• After the Teacher of the Year Award is given, the CSEF Director will invite all of the students who will be attending ISEF to the stage for a group recognition and photo.

Awards Ceremony Helpers & Ushers

Person in Charge: Courtney Butler

• Ushers will be needed for the following jobs prior to the ceremony starting:
  • Handing out programs outside the auditorium doors.
  • Handing our photo order forms outside the auditorium doors.
  • Directing Finalists, presenters and general audience members to the appropriate seating sections.
• Helpers will be needed for the following jobs between 5 and 6 PM:
  • Marking off seating areas for Finalists, presenters and general audience members.
  • Decorating the stage (if needed).
  • Organizing the awards on stage.
• Helpers will be needed for the following jobs during the ceremony:
  • Helping people on and off stage.
  • Directing winners and presenters to the photography area.
  • Directing presenter and winner traffic on stage as awards are being accepted.
  • Running the power point presentations.
  • Handling the awards on stage.
  • Handing the awards to presenters.

Awards Ceremony Photography

Person in Charge: Eileene Gooding

• Awards Ceremony photographs will be taken in an area outside of the main sanctuary.
• There will be a list of awards and the winners available to track photos taken. The list will include the names of the Finalist(s) who should be in the pictures (for counting purposes).
• If a student or adult is just accepting an award for a Finalist, please do not include them in the photos as this just makes things confusing when identifying photos.
• Instructions will be given to Finalists and presenters at the beginning of the Awards Ceremony, but someone will need to be designated to guide them as needed.

Awards Ceremony Setup

Person in Charge: Courtney Butler

Jobs that will need to be completed are:

• Entering the winning project numbers by award number into the database, triple checking the accuracy and preparing the Press Release for early morning printing (Thursday evening by CSEF Director).
• Sending an electronic copy of the Press Release to Alphagraphics for printing. This needs to be ready for pick up at 4:30 PM.
• Sending an electronic copy of the Press Release to the Publicity Chair for media release.
• Calling in the Best Individual Project Award winner's names for Junior and Senior Divisions to All Sports Trophy for engraving. The plaques will need to be ready for pick up at 4 PM.
• Printing the Grand Award certificates and attaching the ribbons/medals and checks to them. The ordering of these awards will be Honorable Mentions (on top), 3rd Place, 2nd Place and then 1st Place (on bottom). Using the Script Book to make sure the Honorable Mentions are in the order that they will be read.
• Completing the Science Service award certificates as needed.
• Printing the Script Book, rearranging the order as needed.
• Filling in the Awards Ceremony Opening power point presentation with some photos from Thursday.
• Organizing the Special Awards according to the order listed in the Script Book and boxing up for transportation to the Awards Ceremony site.
• Completing or printing Special Awards certificates as needed.
• Completing the power point presentations for the Grand Awards, Special Awards and Final Award (in that order in case we run out of time) with the Official Photos taken on Thursday of the Finalists at their projects.

CSEF Headquarters Monitoring

Person in Charge: Fern Gooding

• Once Finalist Check-In is complete on Thursday, be sure to:
  • put CSEF Programs, maps to the Awards Ceremony site and other such informational fliers out on the counters of the Registration Booth.
  • assign numbers to the Poster Art Contest entries and hang them on the message board outside the Registration Booth.
  • change the signs outside the Registration Booth and Exhibit Hall as needed.
• After the initial Tour Ticket Sales period is over on Thursday, you will be in charge of last minute tour ticket sales. DO NOT sell more tickets than there are spots available on the sign-up sheets.
• After 11 AM on Thursday, you will be in charge of checking-in Volunteers - please see the Volunteer Check-In Instructions for further details.
• A list of FAQ's and the answers to them will be available for your reference. You don't need to be the information desk for the entire student center. If the question is not CSEF related, feel free to direct the questioner to the LSC Information Desk on the first floor. Please add the the FAQ list as needed.
• If someone needs to talk directly with the CSEF Director, first look in Room 213/215 and if she isn't there, you can call 222-4418 from the phone in the Registration Booth to locate her (dial 8 to get an outside line).
• On Friday, by 2 PM, a tally of the Poster Art Contest and Student Choice ballots needs to be made and given to the CSEF Director.
• On Saturday, put out the Door Prize Ticket container for ticket submission by the Finalists prior to 11:30 AM.
• Organization of the Registration Booth and the items from previous days is greatly appreciated.
• The last shift of each day will be required to close the folding windows of the Registration Booth, collect signs and sign stands and make sure both doors to the Registration Booth are shut and locked.
• Answer the phone if it rings, saying "CSEF at the Lory Student Center, how can I help you?"

Display & Safety Inspection

There will be a meeting to go over directions for this group at about 8:15 AM in the Main Ballroom. Please be early for this assignment as we will open registration as soon as Exhibit Hall Setup is done.

Person in Charge: Dan Van Gorp

• Review the Display & Safety regulations and the Setup Approval Form prior to CSEF and make notes of areas to ask for clarification.
• Regulations will be taped to the clip boards for easy reference during Display & Safety checks.
• The following will be the procedures Finalists will follow during set-up, Display & Safety approval and photography:
  • Finalist picks up his/her packet from the Registration Booth.
  • Finalist sets up his/her project at the assigned spot.
  • Once the project is completely setup, the Finalist will turn in the Setup Approval Form to the Display & Safety table.
  • Display & Safety teams will pick up the Setup Approval Forms from the Display & Safety table as they are available and go to the indicated projects to review them.
  • A Display & Safety team will review the project and make an initial determination of compliance:
    • If the project passes review, mark the Setup Ready Form as such and sign it, put a colored dot on the hang tag in the Display & Safety box, and give the Finalist(s) a signed Photo Ready Card.
    • If the project does not pass review, indicate what needs to be fixed on the Setup Ready Form and have the Finalist(s) fix the problem(s). If something needs to be fixed, do not sign the Setup Ready Form or give the Finalist(s) a Photo Ready Card until you have rechecked the project and the problem(s) have been taken care of.
  • Once the project has been cleared by the Display& Safety inspectors and the Finalist(s) have obtained a Photo Ready Card, the Finalist(s) will turn that card in to the Photography table.
  • Photographers will pick up the Photo Ready Cards as they are available and take the Official Photos.
• If you have concerns about a project and are not sure how to assess it, you may ask Doug Steward, Elemer Bernath or Dan Van Gorp for assistance.
• Finalists not having a Setup Ready Form need to see the Scientific Review Committee prior to being inspected by Display & Safety - these Finalist's packets have been marked, but just in case some get through, you will know where to send them - Room 203/205 with their ISEF forms.

Door Monitoring

Person in Charge:

• Position yourself just inside the entry doors to the East Ballroom where you have a good view of all exits.
• Every shift will have at least two people.
• Board of Directors members (rose ribbons) are allowed in at all times.
• Please make a trash run through the Exhibit Hall at the conclusion of each shift.
• Students are not allowed to leave with their projects until Saturday unless they have an orange Excused Slip signed by the CSEF Director.

Thursday Monitors:

• Beginning at 11:30 AM, only judges (yellow and red ribbons) are allowed in the exhibit area.
• At 1:30 PM, only Finalists and judges are allowed in the Exhibit Hall.
• You are authorized and required to turn away people who aren't wearing the required name badge and ribbon.

Friday Monitors:

• The last shift of the day will need to help close up and collect signs. Please make sure all people are out of the Exhibit Hall. The CSU Event Planning Office will be notified to lock the doors at 5 PM. Most of the CSEF staff will be headed to the Awards Ceremony site before 5 PM.

Saturday Monitors:

• Tear down begins at 11 AM, but don't announce that, we will be having the pizza party in the Exhibit Hall from 11 until Noon, but don't stop anyone from dismantling their project at 11 AM.

Exhibit Hall Setup

Person in Charge: Jim Sites

• Senior Division projects will be assigned to space in the West Ballroom and Junior Division projects will be assigned to space in the East/Middle Ballrooms.
• Copies of the Exhibit Hall layout indicating the number of tables needed for each row and the number of projects assigned to each row will be provided. You will need to double check that the Lory Student Center staff has set up the tables correctly and shift tables as necessary.
• Each row of tables will need to be marked off with masking tape in 4' sections for each exhibit space.
• Hang tags will be arranged in order for each row to tape to the table edge, identifying what project goes in what 4' exhibit space.
• There will be signs to hang at the end of each row identifying the project numbers that can be found in each row.
• Finalists requiring electricity are required to bring extension cords, but some areas may need assistance in finding the correct place to plug in at (the Exhibit Hall Setup Coordinator will have a plan of action to follow).
• If electrical cords cross aisle ways, carpeting will need to be obtained from Lory Student Center staff to cover them up and avoid tripping hazards. We are not allowed to tape anything to the hardwood floors.

Finalist Check-In

Please be early for this assignment as we will open registration as soon as the Exhibit Hall is ready.

Person in Charge: Judy Prester

• Individual project Finalist Packets are divided by Division (Junior and Senior) and then alphabetized by last name..
• All team project Finalist Packets are in the tan tubs and alphabetized by the last name of the TEAM LEADER. Teams receive ONE packet only.
• A red stamp on the registration packet indicates that the Finalist(s) have a stop on their registration and must take care of it BEFORE receiving their packet. Reasons for stops include:
  • Needing to see the SRC in Room 203/205. Once the Finalist has been cleared by SRC, they will receive an initialed copy of the Setup Approval Form to show in order to receive their Registration Packet. DO NOT collect these forms as they need them for Display & Safety check.
  • Needing to pay the $35/per Finalist registration fee. Once the fee has been paid, mark it paid on the provided list. Put registration fee payments in the cash box. There is a receipt booklet in there if the Finalist/adult asks for a receipt.
    
• Each Finalist receives a T-shirt and the size they requested is listed on the Registration Packet label (S, M, L or XL). Please have each student verify they have received the correct T-shirt size.
• Help the Finalist(s) find where their project can be located in the Exhibit Hall by referring to the map taped to the counter and indicate that the color of the category shown on the map matches the color of their hang tag. Identification signs will also be hung at the end of each row to help with finding projects.
• Collect Poster Art Contest entries and put them in the marked box. They will be assigned numbers and hung up after the check-in is done.

Judges Check-In - Grand Awards

Person in Charge: Gina Holland

• Judging Captains and Assistants will check in by 10:15 AM and they will have their meeting in Room 230 at this time.
• Other Grand Awards Judges will check in by 11 AM and the general Judges meeting will take place at this time in the Cherokee Park Room.
• Grand Awards Judges will each have a packet with their name tag, certificate, CSEF Program, and CSEF pin in it.
• There will be a box of CSEF pens available for the judges to use and keep if they so wish.
• Judges who ordered a CSEF T-shirt (not Captains) will have a reminder note on their packet that it will be available to pay for and pick up at the Registration Booth before 5 PM that day.
• Seating in the Cherokee Park Room (judges' meetings) and the North Ballroom (luncheon) will be by category and division and the table tents are color coordinated with the Finalist's hang tags for each category.

Judges Check-In - Special Awards

Person in Charge: Sam Bartlett

• Special Awards Judges' "packets" will include their organization's judging form and all of the judge's name tags (minus holders) and a table tent with the organization's name on it.
• Blank name tags will be available for last minute changes or additions to a judging team.
• The check-in sheet will have a spot for you to mark if the organization has at least one representative present, spots to check-in judges as they arrive and a place to indicate if the awards will be brought to the Awards Ceremony by the organization's presenter, have been brought to give to CSEF during judging, or will be sent to the Finalist(s) at a later date.
• If an organization is going to send the actual award to the Finalist(s) at a later date, they must have something (a letter or certificate) that has the organization's contact information listed to give to the winner(s) at the Awards Ceremony.
• Give the organization's packet to the first judge who checks-in for that organization and instruct them to use the table tent if they are expecting judges who may not know each other by sight for getting together.
• There will be a few bundles of CSEF Programs available for the judges to use in identifying projects and their numbers.
• A box of CSEF pens will be available for the judges to use and keep if they so desire.
• Address lists for the Finalists will be available for the judges to collect mailing addresses of their winners from if they need them.
• A few copies of the Finalist's CSEF Abstracts will be available for the judges to use during the judging, these will also be available to them on-line prior to the day of judging.
• Remind judges that ll results MUST be turned in by 5:15 PM on THURSDAY if they want to have their organization's winners to appear in the press release and awards presented at the Awards Ceremony.

Official Photography

There will be a recommended meeting to go over directions for this group at about 8:15 AM in the main ballroom. Please be early for this assignment as we will open registration as soon as Room Setup is ready.

Person in Charge: Amy Weich

Sample Photo:

• You will need to provide your own digital camera (we will provide extra batteries).
• Wear comfortable clothing and shoes as you will be on your feet for a couple of hours.
• There will be a Photography Station where you will need to download the photos you have taken onto a CSEF computer and CD.
• Please feel free to take as many candid shots as you'd like - we can use those too!
• When taking the pictures, please keep the following in mind:
  • Make sure the Finalist is wearing his/her name tag and that it is facing the right way to be visible.
  • Try to have the hang tag that identifies the project number visible in the picture.
  • It would be nice if the entire project was in the picture, but this isn't always possible, so just make sure the Finalist isn't cut out.
  • Take at least two shots of each project just in case one doesn't come out very well and review the picture before moving on to the next project.
  • Take vertical pictures so that all pictures are oriented the same direction when we go through in working on the power point presentation for the awards ceremony.
  • Please avoid cutting body parts (especially heads) out of the picture.
• The process for Display & Safety and Photography will be the following:
  • Finalists will first set up their project. When that is complete, they will turn in their Setup Ready Form to the Display & Safety team.
  • If they are approved by the Display & Safety, they will receive a Photo Ready Card that they will need to turn in at the Photography Station.
  • Photographers will be assigned to either the Junior or Senior Division and will pick up the Photo Ready Cards as they come in.
  • Once the photos are taken of the project, the photographer should place a colored dot on the hang tag in the Photography box.

Project Drop-off

Person in Charge: Roseann Ussery

• You will need to direct traffic along University Drive as parents and teachers drop off their students and the projects.
• There is a lot of foot and bike traffic along there, so you'll need to be mindful of these people as cars turn around.
• There is NO PARKING on University Drive, so parents will need to leave their student and their project and take the car to be parked elsewhere.
• Parents may try to park in the parking lot behind the library. Warn them that permits are required and they will get a ticket if they do not acquire a parking pass.
• Parking permits ($4 per day) are available at the ID Office in the Lory Student Center, room 116.
• Maps will be available to direct people to the off-campus parking area at the Equine Center so they can take the shuttle in to campus.
• Maps of on-campus parking lots will be available if people wish to buy a permit.
• One or two people will need to be designated as transporters to help students get their projects to the Registration Booth and Exhibit Hall. A dolly and flatbed cart will be available for your use.
• People needing handicapped parking will need to purchase a CSU parking permit and have a Colorado handicap parking sticker or plate.

Tear Down Monitor

Person in Charge:

• Monitors will be in charge of making sure tear down of projects goes smoothly and making sure all trash and lost items get picked up and deposited in the proper area.
• Make sure the registration booth is cleaned up and closed before leaving. Don't worry about organizing items at this time - just pack everything up and we'll worry about organizing it later.
• Clear off all tables of trash - tape, papers, etc.
• Take the banners down. There should be the CSEF, ISEF, Discovery Young Scientist Challenge and SLV Regional Science Fair banners on the east wall of the exhibit hall.

Tour Guides

Person in Charge:

• Try to become familiar with where the drop-off location for your tour(s) are ahead of time.
• Check in at the CSEF Headquarters in the Registration Booth on the second floor of the Lory Student Center. If you are running late or cannot make it, PLEASE call 491-5361 to alert the CSEF staff. DO NOT send the CSEF Director an e-mail - she does not have time to check e-mail during the science fair.
• Be sure to arrive at the meeting room 10 - 15 minutes prior to the time the tour is scheduled to leave.
• Check attendance using the sign-up sheet provided. Have people mark off that they are present and collect their ticket. (You do not need to keep or turn in the tour tickets once you have determined that you have the people who are signed up for the tour in attendance.)
• If there are people there who have stand-by tickets and you have room (don't take more than the number of slots indicated on the sign-up sheet), collect $1/person and their tickets and make sure to cross off on the sign-up sheet those who didn't show up and indicate who took their place. Some of out tour partners require a list of attendees.
• Turn in any money collected to the CSEF Headquarters in the Registration Booth.
• You may join the group on the tour, or you may leave them there, as they are on their own to get back to the student center or where ever they need to be next.
• A "Talking Points" sheet will be provided to you that you can use during your walk to the tour site if you'd like.

Tour Ticket Pickup and Sales

Person in Charge:

• Tickets are being registered for from March 18 - April 1.
• Tickets not pre-registered for will be for sale at this time.
• Pre-registered for tickets will be sorted by Finalist and you will need to collect the amount of money shown on the envelope.
• There will be a sign-up sheet for each tour that needs to have the names of the people buying the tickets so the guides have a clear picture of how many they are responsible for.
• Note that the time on the ticket is the departure time from the indicated room - please point out to students that they will need to be there BEFORE that departure time.
• Those people handing out tickets and handling sales will be in charge of deciding:
  • How to handle the flow of traffic in and out of the room;
  • How the tours should be split up by table (alphabetical, reserved vs. on-site, etc.)
  • How to divide the tasks of handing out tickets, collecting money, etc.

SRC Interviews

Person in Charge: Lucy Adams

• There will be a list of Finalists needing to see the Scientific Review Committee on the message board outside the Registration Booth.
• Finalists needing to see the SRC about paperwork will have their registration packets marked with a STOP sign and will not have their Setup Ready Form in their packet (just in case they slip by the registration people).
• The SRC Receptionist and his/her assistant will have a list of Finalists needing to clear up paperwork issues and will take care of these. While checking the paperwork, if they feel there are other issues that need to be clear, they will then have an SRC member address the issue(s) with the Finalist and parent or teacher.
• Finalists needing to have an interview will check-in with the SRC Receptionist and be called in the order of arrival.
• When the Finalist(s) have satisfied all of the requirements asked of them, please initial the Setup Approval Form with the Finalist(s)' name on it and send them back to the Registration Booth to pick up their packet.
• A single page copier/printer will be available in the SRC room for students needing to make single page copies of forms. Multiple page copies should be sent downstairs to the Copy Rite store in the basement of the Lory Student Center.

• Before CSEF, please familiarize yourself with this entire list of volunteer assignments, the CSEF schedule, and the Lory Student Center map.
• Using the daily lists (Thursday, Friday or Saturday), check off that the volunteer has checked in for the day.
• Give the volunteer their name tag (if they don't already have it from a previous day). These will be separated by the day the volunteer will first be working.
• Offer the volunteer a CSEF pin.
• Offer the volunteer a CSEF T-shirt (people whose names are highlighted should be picking up their shirt that day). Mark the T-shirt Received list indicating that they have picked up their shirt. If the volunteer wishes to pick up their T-shirt later, make sure the shirt has their name attached and set it aside, but still mark the T-shirt Received list.
• Direct the volunteer to the room and/or person they are to report to for their job.
• Remind everyone:
  • To recycle their name tags. If a volunteer will be returning for a later shift or the next day, be sure to put the name tag into that day's box so we can find it again.
  • To double check the contact information that is listed for them.
  • Check-in each day they will be working so we know that their job is covered.