Volunteer

Objective: Secure and manage external sponsor awards and ensure smooth coordination from solicitation to presentation.

Responsibilities

• Develop and maintain the special awards master list, including sponsor names, award titles, criteria, and prize amounts.

• Contact existing sponsors (corporations, professional societies, and civic groups) to confirm their participation.

• Solicit new sponsors, particularly targeting local STEM organizations, companies, and community partners.

• Track commitments, donation amounts, and award details using a centralized spreadsheet or shared drive.

• Coordinate sponsor presence on event day, invites, judging participation, or award presentation.

• Prepare special award certificates and coordinate data entry of winners.

• Provide sponsor thank-you notes, follow-up correspondence, and publicity acknowledgments post-event.

Objective:  Ensure full compliance with Dutchess Community College (DCC) site logistics, safety, and hosting standards.

Responsibilities

• Serve as primary liaison with DCC administration and facilities staff for room bookings, parking, and catering.

• Verify insurance, safety, and campus use documentation requirements.

• Oversee setup logistics (tables, signage, electrical access, internet, physical security, housekeeping).

• Confirm catering orders for breakfast, lunch, and refreshments with DCC dining services.

• Coordinate AV/IT needs, including microphones, projectors, and network access.

• Ensure DCC branding and visibility requirements are met (acknowledgements, logos, signage).

• Organize Friday setup team and perform walkthrough the day before the event.

Objective:  Recruit, organize, and prepare volunteers and judges for effective fair-day execution.

Responsibilities

• Recruit volunteers from schools, colleges, and community organizations for registration, judging assistance, and logistics.

• Coordinate judge registration (competitive and special award judges).

• Conduct orientation sessions (virtual or in-person) to review fair-day duties, scoring procedures, and code of conduct.

• Prepare volunteer/judge packets including schedules, name tags, and event maps.

• Maintain a volunteer contact roster with roles, shifts, and backup assignments.

• Assign day-of coordinators to oversee specific functions (registration desk, room runners, scoring center).

• Provide thank-you communications and recognition post-event.

Objective:  Manage all printed and digital materials, certificates, and award artifacts for a seamless event.

Responsibilities

Design and print event programs, schedules, signage, and name tags.

• Prepare certificates for both competitive and special awards (proofed and ready before setup).

• Oversee t-shirt, stationery, and materials procurement.

• Load all student and judge data into laptops and databases before the fair.

• Operate the information processing hub for scoring, ranking, and award tabulation.

• Manage photography and press coverage coordination.

• Support awards ceremony setup: projector slides, certificates, and presentation sequencing.

Objective:  Increase school participation and support clear communication with teachers and students.

Responsibilities

• Distribute letters and digital flyers to schools, STEM coordinators, and teachers.

• Promote fair participation through email campaigns and social media posts (with Steve Johnson’s publicity support).

• Maintain contact with school leads to answer registration or eligibility questions.

• Manage student registration tracking and confirmation.

• Provide student welcome packets (schedule, map, guidelines, T-shirt).

• Track participation by district for reporting and outreach planning.

• Identify underrepresented schools or districts and perform targeted outreach for next year.