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Brownsville Independent School District
2011-2012
Elementary Science Fair
Host Packet
Dear Elementary Science Fair Host:
Hosting the BISD Elementary Science Fair is a challenge and a learning
experience. Your staff will become experts in science safety, event organization,
and community relations. The materials included in this packet are a guide to help
make sure your experience is pleasant and rewarding.
To be successful, your campus should involve as many people as necessary. There
are plenty of tasks that need to be coordinated. Many successful hosts sponsor one
or two cluster meetings before the fair to make sure that all the schools understand
the rules, provide the needed support, and submit the required number of
committee members. These meetings are held at the discretion of the hosting
campus.
We have been hosting the Elementary Science Fairs at middle school campuses, a
practice that we will continue this year. Most elementary campuses are no longer
large enough to host the fairs. It is the responsibility of the hosting campus to
make sure that any needed tables, floor covering or chairs, are requested. The
sooner this is done the better the chances that maintenance will be able to provide
the materials on time. Please check the science fair checklist to make sure that all
the campus responsibilities are met.
Each science fair site is allotted 20 hours overtime payable by curriculum.
Overtime request forms need to be submitted to the curriculum department before
March 12, 2012 or the overtime will not be approved. Usually the middle school
host sites supply the maintenance staff so make sure that they submit these forms
on time.
The Elementary Science Fair takes place at four campuses on the same day and
involves over a 1000 students. This event is only possible with the cooperation
and support of all the BISD campuses. Your leadership is greatly appreciated by
all the schools and students who participate in the fair.
If you have any questions, do not hesitate to contact us at 548-8121.
Elsa Barrientos Dr. Greg Garcia Roman Gomez
Erika Medina Dr. Charles Ratliff Roni Rentfro
PK-12 Science Specialists
Possible Committees:
Science Fair Coordinating Committee and Chairperson (Required of hosting campus)
The following committee members coordinate all other committees and should:
a. request security
b. request custodial services
c. Coordinate with Middle School to get: 1. location for project set up, 2. location for
awards ceremony and PA system, 3. holding rooms for students
Staff:
Chairperson:
Scientific Review Committee (Required)
Each Campus will submit two to three teachers on the Scientific Review Committee taking place
Friday, May 18, 2012 from 4:00 to 6:00 pm. Names for the Scientific Review Committee are due
to the curriculum department no later than May 8, 2012.
Staff:
Chairperson:
The Scientific Review Committee reviews projects for safety and display rules the day before the
fair during set-up.
Score Verification Committee (Required)
Each campus will provide two to three teachers to help with score verification. Names need to
be submitted on the form in the registration packet no later than May 8, 2012.
Staff:
Coordinator:
Host Responsibilities:
Make sure tables and chairs are set up
Make sure that calculators are available
Staff:
Chairperson:
Judges Room
Committee will help to distribute clip boards and make sure that all categories are judged.
Help distribute clipboards and guide judges. (May 19, 2012 8:00 am -12:00 pm)
Staff:
Chair person:
Set Up Committee
The following committee will help sign in projects on registration day (May 18, 2012 4:00-6:00
pm).
Staff:
Chairperson:
Science Fair Floor Committee
The following committee members will be responsible for monitoring students and escorting
participants to the designated areas on the day of the science fair. (May 19, 2012 8:00 am -2:00
pm)
Staff:
Chairperson:
Stage Committee
The following committee members will be responsible for making sure that the microphone is
working, the tables for trophies is set up and covered. (May 19, 2012 9:00 am – 12:00 pm)
Staff:
Coordinator:
Checklist for Elementary Science Fair 2011-2012
Details: Assigned to Curriculum and Instruction
Name Tags:
Board Members
Assistant Superintendents
Principals
Hosting School Committee Members
Curriculum Personnel
Judges
Safety Committee
Score Verification Committee
Invitations:
Board Members
Assistant Superintendents
Principals
Other Details:
Program
Project labels
Participants’ Master lists—for registration
Awards—trophies, medallions, certificates
Sign-in sheets: Judges, safety committee, score verification committee
Judging forms
Judges’ orientation
Supplies: calculators, clipboards, pencils, markers, tape, highlighters
Continental breakfast for judges
Lunch for score verification committee members and judges
After the Fair:
Certificates of participation for each committee member
Thank you letter for each judge
Details: Assigned to hosting campus
Coordinate with Middle School Host Site if necessary
Large area for project set-up; like the cafeteria or gym
Tables with chairs for project set-up and student interviews
Ensure facilities, including restrooms, are well-prepared and equipped
(paper towels, etc.)
Large room near for score verification committee members with a Computer
with Excel and working printer for score verification
Judges’ quarters, for orientation, breaks, lunch (must seat 50 to 90 people)
Assign classroom to “house” students during waiting periods and for
serving/eating lunch. (One room per campus)
Area for awards assembly, preferably decorated
Podium and microphone for awards assembly
Decorations for host campus
Committee of teachers from host campus to help with registration the Friday
afternoon before the fair
Order covering for gym floor
Order tables/chairs from maintenance (80 Tables, 400 Chairs)
Drinks for score verification committee members and judges
Request Security
Schedule Maintenance staff
Request Overtime for Maintenance Staff (by March 12, 2012)
OPTIONAL: FOOD BOOTHS SET UP FOR SELLING
REFRESHMENTS OR GOODIES TO VISITORS—POSSIBLY AS A
FUNDRAISER
Cluster Sites
2011-2012
This year each campus will compete in their designated clusters. Please check the list below to
find out where you will be competing on May 19, 2012.
Purpose:
To increase student participation and interest in science
To learn and apply Scientific Investigation and Reasoning
To learn and apply problem solving skills
To gain self confidence by participating in their research project and successfully
communicating results both visually and orally
We are truly grateful to the following schools who have graciously agreed to host the Science
Fair at their campuses.
After reviewing the populations of each campus, the 36 elementary campuses have been grouped
into the following four clusters:
Cluster 1 Cluster 2 Cluster 3 Cluster 4
Host: Aiken Host: Martin Host: Peña Host: Pullam
Site: Besteiro MS Site: Stell MS Site: Garcia MS Site: Stillman MS
Elsa Barrientos Dr. Charles Ratliff Erika Medina Roni Rentfro
Aiken Brite Benavides Del Castillo
Burns Champion Canales Longoria
Egly Cromack Castañeda Pullam
Garden Park El Jardin Keller Putegnat
Gonzalez Gallegos Ortiz Resaca
Hudson Garza Palm Grove Southmost
Paredes Martin Peña Victoria Heights
Russell Morningside Perez Villa Nueva
Vermillion Skinner Sharp Yturria
Entries Per Category and Table Matrix
(Calculated using the maximum number of possible entries)
Categories # of Entries # of Tables*
3rd Life 18 5
3rd Earth 18 5
3rd Physical 18 5
3rd Group 27 10
Subtotal 81 25
4th Life 18 5
4th Earth 18 5
4th Physical 18 5
4th Group 27 10
Subtotal 81 25
5th Life 18 5
5th Earth 18 5
5th Physical 18 5
5th Group 27 10
Subtotal 81 25
Total Entries/Tables 243 75
*(4 Projects per table)
SAMPLE LETTER
TO: SCIENCE FAIR CLUSTER I ELEMENTARY CAMPUS PRINCIPALS
SCIENCE FAIR CLUSTER I ELEMENTARY CAMPUS FACILITATORS
FROM:
DATE:
RE: CLUSTER _____ SCIENCE FAIR COORDINATING MEETING
Please send two representatives (as an example: administrator, science fair coordinator, science
lead teacher, POC) to the Cluster ___ Elementary Science Fair Coordinating Meeting at ----------
-- on ----- at -----------
The fair will be held at a Middle School and all participating campuses will share new
responsibilities in providing a great experience for our students. We are pleased to announce that
_______ will be our mistress/Master of ceremonies for the awards ceremony.
It is very important that campuses send these representatives. Your input and support are crucial
to the success of the science fair. If you have any questions please call _______ at ext.
_________.
Date
Draft Letter
Dear Science Supporter:
The Brownsville Independent School District Elementary Science Fair Needs You!
If you are a qualified scientist, mathematician, or engineer who is interested in helping
Brownsville’s next generation of scientists, consider becoming a judge for the 2012 Brownsville
ISD Elementary Science and Engineering Fair. You are invited to the Science Fair at (Campus
Name) on Saturday, May 19, 2012 from 8:00 a.m. until 1:00 p.m. You will be working with a
panel of fellow judges in deciding the top projects in a science or engineering category. You will
be provided with a continental breakfast and lunch.
Your time and effort is greatly appreciated. You are making a memorable impact on the lives of
very talented young people. For some students you are the first science or engineering
professional they encounter. As an ambassador for your profession you will positively impact
their career choices.
A few hours of your time will make a difference in a child’s future.
Please call or e-mail:
Phone:
e-mail:
Sincerely,
Campus Science Fair Chairperson
