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The big day

Start early, lead well

Plan to arrive at the event venue before the presenters. Showing up first sets the tone for the day and communicates strong, calm leadership. Being there early helps you

  • Troubleshoot any last-minute logistics
  • Welcome presenters and volunteers
  • Coordinate with venue staff and get everyone oriented
Five graduate students stand aligned with big smiles, all wearing bright green t-shirts. A bright green door way and many bookshelves filled with books in the background. A diverse group, from left holding: a model brain, a blue cylinder, a model river, a tube and glass jar, and a large butterfly net.
(From left) Annie Walls, Jubel Kurian, Emily Ellis, James Moloney, and Rowan Scott display props that helped make their Flip the Fair 2025 poster presentations a hit with Roanoke City Public Schools 5th grade judges. Photo by Erin Smith, Virginia Tech.

Day-of logistics

The day of the event will be full and fast-paced. Here's what to expect and how to stay on track:

 Setup

  • Check the space. Walk the layout to confirm tables, labels, signs, and power access are correct.

  • Confirm supply drop-off. Posters, markers, forms, giveaway items, etc., should be ready and in place.

 

A large group of people are gathered in a lobby space. They appear to be listening to a person toward the front of the room speaking. They all are wearing matching bright blue t-shirts displaying logos on the back and the words "Flip the Fair" across the front.
Volunteers and presenters gather before 5th graders arrive at Melrose Branch Library for Flip the Fair 2024. Photo by Carrie Kroehler for Virginia Tech.

Welcoming and directing

  • Greet volunteers as they arrive and be prepared to give them a thoughtful orientation to their roles and responsibilities. Schedule volunteer arrival time early enough to ensure orientation is thorough. 

  • Greet presenters as they arrive and direct them to their assigned tables.

  • Support student judges by helping them understand their roles and directing them to their first tables.
  • Consider boarding school buses before kids unload to give a brief and energetic introduction to their roles and their importance in making the day meaningful.
  • Float the room — answer questions, redirect confused students, and be visible as a point person.
  • Take photos (with permission) to use in future promotions or reports. Schools typically manage photo permissions and will identify students who cannot be photographed with a special sticker or lanyard.

 

Six children gather around a table. An adult in the background in a baseball cap and bright green shirt looks at a homemade trifold poster atop a table. One student stares straight into the lens, tilted head, big, bright smile and pig tails.
5th graders from Roanoke Public schools enthusiastically serve as judges for Virginia Tech graduate students' research poster presentations. Photo by Erin Smith for Virginia Tech.

Kids’ bags and teacher materials

  • Coordinate with the library team or staff to ensure each school’s group receives the correct number of bags.
  • Bags are typically organized in advance by the library — double check and help get them to the right teacher or chaperone.
  • If buses are picking up at different times, keep bags staged accordingly.

 

Scoring and awards

  • Fifth-grade judges will use the provided forms to evaluate presentations.
  • Make sure all forms are collected before the kids leave.

  • Tally scores (or use pre-decided categories like “Most Fun,” “Most Surprising,” etc.) to identify recipients for giveaway items.
  • Label and set aside giveaway items for distribution before dismissal.

 

Two girls and two boys gather around a clip board, focused and engaged.
With clipboard in hand and much to discuss, Flip the Fair 5th graders work together to score a graduate student poster presentation. Photo by Erin Smith for Virginia Tech.

Clean-up and tear-down

  • Collect leftover supplies, trash, and materials.
  • Return any borrowed items (e.g., signs, tech equipment).
  • Help presenters take down posters and pack up.
  • Make sure no bags or materials are left behind, especially if kids' bags were handled on site.

Last-minute chaos happens

  • Someone may be missing a table sign. A marker and tape go a long way.

  • A presenter may fail to show up — shuffle student groups as needed.

  • Power might be needed — coordinate with library or facility staff.

  • Be flexible, stay calm, and support others in doing the same.

And finally:

Have fun!

Flip the Fair is about joy, curiosity, and connection. Bring that energy, support your team, and take a moment to enjoy the creativity and excitement in the room. You're helping make something special happen.

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