The most common reason schools don't have science fairs isn't budget — it's that no one has made a clear case to administration. A one-page proposal addressing cost, time, and academic benefit gets a yes more often than any other approach.
The case to make
Science fairs develop critical thinking, research skills, and presentation confidence that directly align with state academic standards. They create positive school visibility, build community partnerships, and open scholarship and competition pathways for students who wouldn't otherwise have them.
Addressing common objections
Cost: A school fair can run on $500–$1,500. Local sponsors often cover most of it. See the funding section below.
Teacher time: 5–8 hours per month with a committee. FairGame handles judge recruitment, OAS registration, and student support.
Logistics: A gym or cafeteria works fine. We have a full day-of checklist.
Download the administrator proposal template in the Teacher Portal — it's a one-page pitch with real cost numbers and ROI data already filled in.
Forming a committee
You don't have to run a science fair alone. A committee of three to five people splits the work into manageable pieces and distributes responsibility so no single teacher is overwhelmed.
Suggested roles
Fair Coordinator (you): Overall lead, communicates with OAS and FairGame, owns the timeline
Judge Coordinator: Recruits and manages judges, sends OAS training materials
Student Support Lead: Runs workshop sessions, answers student questions during project development
Communications: Sends parent letters, promotes the fair, posts on social media
Time commitment: approximately 5–8 hours per month for the coordinator, 2–3 hours for other committee members during the active phase (months 7–12 of the timeline).
12-month timeline
This timeline assumes your fair happens in month 12. Adjust start dates based on your school calendar.
Months 1–2
Planning & approval
Submit administrator proposal, form committee, set fair date, notify OAS of intent to register
Months 3–4
Registration & structure
Register with OAS, set up ProjectBoard, decide fair format (school-only vs. advancing to district), draft participation requirements
Months 5–6
Recruitment & funding
Begin recruiting judges, apply for funding and sponsorships, send initial student announcement
Months 7–9
Student support phase
Student project proposals due, run topic selection and experimental design workshops, check in on project progress monthly
Months 10–11
Final preparation
Confirm judges and assignments, final student check-ins, display board prep, logistics finalization, parent communication
Month 12
Fair & follow-up
Science fair day, awards, advance qualifying students to district, thank-you notes, post-event survey, begin planning year two
Format options
Choose the format that fits your school's size, resources, and goals. You can always start smaller and expand.
School Fair Only
Internal competition with no advancement to district. Good for first-year programs or schools with limited capacity. Students compete for school-level recognition.
Typical size: 20–150 projects. Cost: $300–$1,500.
OAS District Fair
Winners advance from your school to the OAS district science day. Opens the ISEF pathway for your students. Requires OAS membership and ProjectBoard registration.
Typical size: 30–200 projects. Cost: $500–$3,000.
Multi-School / District
Collaborative fair across multiple schools in a district. Shared costs and judges, higher visibility. Ideal for rural areas where individual schools are small.
Requires district coordinator. Contact FairGame for setup support.
Virtual / Hybrid
Students submit research digitally, judges evaluate remotely or in person. Reduces venue and logistics overhead. ProjectBoard supports virtual submissions natively.
Minimal venue cost. Requires reliable student internet access.
OAS partnership
The Ohio Academy of Science (OAS) is the official governing body for science fairs in Ohio and the pathway to ISEF. Registering your fair with OAS is required to advance students to district and state competitions.
What OAS membership gives you
Access to ProjectBoard — the online project registration and judging platform
Your district Science Day invite — the step between school and state
Official judging materials and scoring rubrics
Path to OAS State Science Day, and ultimately to Regeneron ISEF
Training webinars for teachers and judges
How to register
Visit ohiosci.org and click "Affiliate Fair Registration." FairGame can walk you through this step — contact us or access the Teacher Portal walkthrough guide.
Recruiting judges
A good rule of thumb is one judge per 5–8 student projects. For a 50-project fair, you need 7–10 judges. Quality matters more than quantity.
Where to find judges
Local colleges and universities (contact department chairs directly)
Industry professionals from regional companies — use our corporate volunteer program
Professional engineering and science organizations (IEEE, AIChE, ASCE chapters)
Parent volunteers with STEM backgrounds (underutilized and very willing)
Retired scientists and engineers in your community
FairGame's own judge network — submit a request and we'll match you
Access the judge recruitment email template in the Teacher Portal. It's a two-paragraph cold email that gets a much higher response rate than generic ask letters.
Finding funding
Most school science fairs can be fully funded through a combination of school budget allocation, local business sponsorship, and small grants. You do not need a large grant to get started.
Estimated costs
Trophies and ribbons: $100–$400
Printed materials and signage: $50–$200
Display board supplies (if not student-provided): $100–$300
Refreshments: $0–$200 (often donated)
OAS registration fee: varies by district
Total typical range: $300–$2,000
Funding sources
School budget line item (ask for $500–$1,000 as a new program)
PTO/PTA sponsorship
Local business sponsorships — use the sponsorship letter template from the Teacher Portal
Community foundations (Toledo, Columbus, Cleveland, Akron, Dayton — all have small STEM grants)
State Farm Youth Advisory Board Grants (small, quick turnaround)
A school gym or cafeteria works perfectly. You need table space for project displays (typically 30”×48” per project), a check-in area, a judges' workroom or corner, and a separate awards area.
Day-of checklist (key items)
Tables arranged and numbered before students arrive
Student check-in table with project number assignments
Judge packets ready (scoring rubrics, project list by category)
Designated quiet room or corner for judges to deliberate
Separate area for special awards judges if applicable
Photography plan — document the event for social media and the annual report
Emergency contact list (FairGame point of contact, OAS contact)
Download the complete day-of checklist from the Teacher Portal — it includes a setup hour timeline from arrival through awards ceremony.
Downloads & templates
Most templates below are available via the Teacher Portal. Public resources are available immediately.
Administrator Proposal Template
One-page pitch for your principal or board
12-Month Planning Timeline
Printable month-by-month checklist
Judge Recruitment Email Template
Tested cold email for recruiting judges
Sponsorship Request Letter
Template for local business outreach
Day-of-Event Checklist
Setup through awards ceremony
Post-Event Survey Template
Collect feedback from students and judges
Judging Score Cards
Official FairGame score cards (vertical & horizontal)
How much does a school science fair actually cost?
Most first-year school fairs run $300–$1,500. Trophies, signage, and printed materials are the main costs. Refreshments are often donated by PTO or local businesses. FairGame can connect you with local sponsors to offset costs.
How much time does it take for the coordinating teacher?
Roughly 5–8 hours per month for the fair coordinator during the active phase (months 7–11), and about 15–20 hours the month of the event. With a committee, this spreads across 3–5 people. FairGame's support reduces your load significantly — we handle judge coordination, OAS paperwork support, and student resource questions.
What if we don't have any STEM teachers?
Science fairs can be organized by any motivated teacher with support from FairGame. We provide all the content knowledge through our resources — you provide the organizational energy. Many successful fairs are coordinated by non-STEM teachers.
Can we do a virtual science fair?
Yes. ProjectBoard, our partner platform, fully supports virtual judging and project submission. We can help you set up a fully virtual fair if in-person logistics are a barrier. Virtual fairs are especially effective for rural schools where getting judges in-person is difficult.
Do students need to advance to district to make the fair worthwhile?
Not at all. A school-only fair delivers enormous value — students develop research skills, practice public presentation, and build confidence. Many teachers run internal fairs for years before registering with OAS. Start where you can and expand from there.
How do I handle safety concerns with student projects?
OAS has a clear set of safety guidelines, including rules for hazardous materials, animals, human subjects, and controlled substances. ProjectBoard enforces these during the registration process. We'll provide you with the current OAS safety documentation when you register.
Need help getting started?
Schedule a free 30-minute consultation with the FairGame team. We'll walk through your school's situation and give you a specific action plan.