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The workshop: Preparing presenters

To help graduate students communicate their research clearly and creatively with elementary school students, we host a required workshop in the weeks leading up to Flip the Fair. This interactive session supports presenters in making their posters and presentations engaging, age-appropriate, and inclusive.

A man in a bright green t-shirt is surrounded by children eager to touch material inside a small container the man is holding. You can see their little index fingers touching the material.
2025 Flip the Fair presenter Jubel Kurian engages 5th grade judges as they explore different sands, ash, and dust samples central to his research on improving helicopter safety in dusty environments. Photo by Erin Smith for Virginia Tech.

Who should attend

This workshop is mandatory for first-time presenters unless they have

  • Previously participated in Flip the Fair, or
  • Completed a course or formal training in science communication (e.g., through a center like Virginia Tech’s Center for Communicating Science).

 

Workshop goals

The session is designed to help presenters

  • Translate complex research into accessible and compelling stories
  • Design interactive and visually effective posters for young learners
  • Anticipate common questions and misconceptions from 5th graders
  • Practice inclusive communication strategies that welcome all learners

Scheduling and format

  • When: Aim to schedule the workshop approximately 2 weeks before the event.
  • Duration: 4 hours (e.g., 1–5 PM)
    • 1 hour: Inclusivity in science communication
    • 2 hours: Interactive training session (often led by communication faculty/staff)
    • 1 hour: Final prep – logistics, Q&A, and community-building

 

Location and logistics

  • Offer at least one in-person session, ideally on or near the main campus where most presenters are based.

  • Consider offering a second location (e.g., in a partner city or satellite campus), but only if you anticipate sufficient interest.

  • If working with a communication center or co-sponsoring unit, collaborate early to find a date that fits their calendar and to ensure openings for renting a workshop space.

Pro tips

  • Emphasize the value of this workshop as professional development — students often leave with new skills and confidence.

  • Use the workshop as a touchpoint to reinforce the event's purpose and foster a sense of shared mission.

  • Encourage returning presenters to offer peer support during the session or serve as workshop mentors.

  • Send a reminder email about the workshop and a follow-up email with main take-aways, instructions, and resources

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