Recruitment

Recruiting graduate student presenters and volunteers is the most important task in preparing for Flip the Fair. Without presenters, there’s no fair — and recruiting early helps ensure enough time for preparation, workshops, and communication.

Presenters

Aim to recruit 20–25 graduate student poster presentations. Depending on your venue, going beyond 25 may create tight or overcrowded conditions. Presenters may work in pairs, but groups should usually be limited to two people per poster to maintain clarity and facilitate interaction with student judges.

Presenters should plan to arrive approximately 60 minutes before the first group of student participants for setup and breakfast. They should also plan to stay around 60 minutes after the last student group departs to assist with tear-down, group photos, and the giveaway/prize distribution.

Volunteers

Volunteers are equally critical for helping the day run smoothly. These roles may include

• Greeting and orienting presenters

• Escorting student groups between posters and during the judging process

• Assisting with setup and cleanup

• Helping with logistics like food, supplies, and timing

Some volunteers may be graduate students, but you can also recruit from undergraduate organizations, faculty/staff, or community partners.

Creating a Flyer

Recruitment typically begins with designing a clear, inviting flyer. Include

• The name of the event

• Date, time, and location

• Links and/or QR codes to two separate sign-up forms:
  • One for presenters
  • One for volunteers

• A brief explanation of the event’s purpose

• Logos of your sponsors (organizations that support the event with services or items) and funders (organizations that provide funding)

QR codes are quick to scan and easy to share digitally and in person. Ensure that your flyer meets all university and federal accessibility standards.

You can adapt and brand your flyer in multiple colors, formats, or themes that match your institution or event vibe. Be sure to

• Share the flyer widely through listservs, social media, graduate student groups, campus newsletters, and departmental contacts. 

• Ask departments or research institutes to promote the flyer directly to their graduate students.

• Send reminders as the date approaches.

Funded by vs sponsored by

Be deliberate in your language on flyers and promotional materials. “Funded by” refers to groups that provide money. “Sponsored by” can refer to groups that provide money, in-kind donations (swag, human resources), or administrative support. Include both visibly on your flyer, website, and any event signage or social media posts.

The blurb

Here’s a generalized version of the 2024 Flip the Fair blurb, designed to be reused by other institutions. Just plug in your own details:

FLIP THE FAIR 202_
[Day of week], [Month] [Date], [Start–End time]
[Library or Venue Name], [City, State]

Join us for Flip the Fair 202_! Flip the Fair is a flipped science fair where graduate students present their research science-fair-style on tri-fold poster boards — and 5th graders judge them! “Giveaways” will be awarded to the top presenters.

This year’s event will be held at [Location] on [Date] from [Time].

• Sign up to present: [Insert link or QR code]
  

• Sign up to volunteer: [Insert link or QR code]
  

Funded by: [List financial funders]
Sponsored by: [List sponsors providing swag, support, or additional services]

Questions? Contact the organizing team: [Organizer Name & Email], [Organizer Name & Email], [etc.]

Follow-up emails

Once registration has closed, send confirmation and reminder emails to both participants and volunteers. These messages should acknowledge their involvement and clearly outline next steps and event details.

Participants

• Thank them for registering and confirm their participation

• Share key logistics (date, time, location) for workshops and the main event

• Reiterate expectations and preparation steps for their role as presenters

Volunteers

• Thank them for their support and confirm their participation

• Share key event details (date, time, location)

• Provide clear, detailed instructions about their roles and responsibilities during the event

Sign-up forms

The Presenter and Volunteer sign-up forms are essential tools for ensuring organizers are prepared and participants are well informed. Every question is required on purpose — even if it feels like a lot — to help prevent day-of surprises and to make the event as inclusive, accessible, and smoothly running as possible.

Presenter sign-up form questions and purpose

Required Fields:

1. Email Address
   For contact and reminders.
2. Cellphone Number
   For day-of-event contact if no-show
3. First and Last Name
   So we know who’s coming and can communicate clearly.
   
4. What program/department are you in?
   To track disciplinary diversity.
   
5. What is your career stage?
   Flip the Fair is intended for graduate students and postdocs only (not undergraduates).
   
6. What campus are you on?
   Helps us coordinate travel, workshop locations, and logistics.
7. Have you participated in Flip the Fair before?
   Returning presenters are not required to attend the preparatory workshop.
   
8. T-Shirt Size
   We provide shirts as part of the event swag.
   
9. Do you have/require any disability accommodations?
   To ensure access and inclusion.
   
10. Do you have any allergies or dietary restrictions?
    Food is provided for attendees. This question helps us plan safely and inclusively.
    
11. STEM-related children's book recommendation
    Books can be physically displayed at the event and shared with teachers and libraries to promote literacy. Roanoke libraries have historically created an engaging slideshow of the books, accompanied by presenter name and a photo if made available. See example slides below. (If the library chooses to do this, it is a great resource to share with other local libraries as well.)
12. Media release consent (photos/videos)
    We ask for permission to use images for promotion of this and future events.
13. Tentative poster title
    This helps us understand disciplinary spread. Titles can change later.
14. One-sentence description of your research for a 5th-grade audience
    Encourages clear communication and helps us plan event materials.
15. Do you plan to do a demonstration?
    If yes, describe it and list any supplies or space needs.
16. Will you require a power outlet?
    
17. Will you require more than one table?
    
18. Workshop attendance commitment
    All new presenters must attend a training workshop (e.g., September 12, 1:00–5:00 PM).
19. Event attendance confirmation
    All presenters must confirm full-day participation in the event.

Volunteer sign-up form

Volunteer form questions include:

1. Name and email
2. Affiliation (program or department)
3. Have you volunteered with Flip the Fair before?
   Helps gauge level of experience of incoming volunteers
4. Preferred time slot
   (Morning shift, Afternoon shift, or All day)
5. T-shirt size
6. Accessibility needs
7. Dietary restrictions (if food is provided)
8. Consent to appear in photos/videos (optional)

Where to send recruitment materials

Send the flyer and blurb as widely as possible. Leverage every departmental, organizational, and personal connection you or your team has, including social media, of course. The broader the reach, the better the pool of presenters and volunteers.

Key targets for recruitment emails

If any organizers have personal connections in these groups or departments, ask them to forward materials directly:

•  Departments and programs

• Graduate student groups and listservs

• Centers, institutes, and outreach programs

• Other additional key contacts

Email template

Dear [Name/Program Coordinator/All],

We’re excited to share an opportunity for graduate students to participate in Flip the Fair 2025, a flipped science fair where 5th graders judge graduate student research posters! We’re currently recruiting presenters and volunteers for this year’s event, taking place:

{Date}
{Time}
{Location}

Graduate students can present individually or in pairs (max 2 per group) and will receive professional development and the chance to win giveaways, connect with other researchers, and inspire local youth.

Sign up to present: [Insert Presenter Form Link]
Sign up to volunteer: [Insert Volunteer Form Link]
Flyer attached

Flip the Fair is a collaborative effort to make research more accessible, engaging, and community-centered — and we’d love to have your help spreading the word or encouraging students to join. Students will get a chance to practice communication skills, connect with fellow grads, and inspire the next generation of scientists. 

Questions? Reach out to the organizing team: [Insert contact emails]

Thanks so much for your support,
[Your Name]
On behalf of the Flip the Fair Organizing Team