Getting supplies: What you’ll need and how to get it

Organizing Flip the Fair doesn’t require a big budget — but it does involve thoughtful planning around supplies, food, and giveaways. Here's how we’ve made it work on a tight timeline and with limited funds.

Poster supplies

The easiest and most cost-effective way to get poster materials (tri-fold boards, markers, stickers, glue, etc.) is to buy them locally, from craft stores, “big box” stores, or a campus bookstore.

• Why local is better: Ordering online tends to cost more and introduces shipping delays. Poster boards are often half the price in stores compared to online.
  
  
• You’ll likely need to pay upfront and request reimbursement later, so plan accordingly.

T-shirts and giveaway items

You may want to create custom Flip the Fair t-shirts for volunteers and presenters, giveaways for top presenters, and/or small giveaway items for the 5th-grade judges and teachers.

• Giveaways can be fun and simple. Think mugs, stickers, tote bags, notebooks, magnets, pens. Departments across campuses often have swag they’re happy to donate.

• Avoid printing the name of a student organization on the items. Stick with “Flip the Fair” branding only.
  

• Important tip: Don’t refer to graduate student giveaways as “prizes,” which may cause problems for students under stipend or other contracts or trigger unnecessary administrative steps. We use these items to celebrate participation and foster a sense of occasion and call them giveaways.
  
  

Necessary paperwork

Giveaway items (not prizes)

Think of giveaway items as event-branded thank-you items distributed at the end of the event. Fifth-grade judges will help decide who receives them, often based on fun or creative categories like “Most Engaging Poster” or “Best Hands-On Activity.”

You may have to fill out the university's Promotional Items Approval Form.  

Some guidelines:

• Items should say “Flip the Fair” and promote the event.

• Do not include monetary items (e.g., gift cards).

Workshop snacks and refreshments

For the presenter workshop(s), a simple snack setup goes a long way.

• We recommend a local wholesale club or grocery store for drinks and snacks — affordable, convenient, and no shipping delays.

• As with supplies, expect to pay up front and request reimbursement.
  

• For any refreshments provided during workshops or the Flip the Fair event, you will likely need to complete a Food Approval Form (or equivalent documentation, depending on your institution’s policies).

Approval process

• Plan to submit separate requests for each event component:
  • Workshop refreshments
  • Flip the Fair event lunch

• Ensure your vendor or caterer is approved through your institution (e.g., via a university-approved vendor list or platform such as America To Go).

• Keep copies of all submitted forms and approval confirmations for your records

Flip the Fair lunch

If lunch is provided for all registered graduate student presenters, volunteers, and organizers (i.e., those affiliated with your institution), and library partners, you’ll need to

1. Get approvals and complete any required paperwork in advance.
2. Use an institutional ordering system (like America To Go or a similar platform) to place a tax-exempt order without needing reimbursement.
   
3. Choose a restaurant that can accommodate dietary needs (we’ve had success with pizza, with many pizza restaurants offering gluten-free and vegan options).
4. Confirm your guest list: You may need to submit a list of eligible attendees.
   
5. Estimate quantities: Plan for ~3 slices per person. This usually leaves some extra.
6. Call ahead a few days before the event to confirm the order is on track.
   

Tip: For vegan pizza, request no cheese and ask if the crust is vegan-friendly. For gluten-free, be sure to ask for their specific gluten-free crust option.