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CHESF Educational Fair Committee Guidelines

Thank you for volunteering to be on the Educational Fair Committee.  It is our goal that CHESF offer three academic events a year.  These may be in the form of an exhibition to allow the student members to display work completed this school year and/or a competition that allows student participants to compete against each other in a positive and encouraging environment. Possible Fairs would include but not be limited to Science, International, History, Biography, Art, Debate, and Spelling Bee.  The Steering Committee upon recommendation of the Educational Fair Coordinator will determine which fairs to offer for the current school year and establish the Annual Calendar of Events.  We are looking forward to a great year and appreciate your involvement.  Here are some guidelines to help you plan your event.

?         Reserve location and set date for Fair. If a fee will be charged for using facility, seek approval from Steering Committee.  Arrange for tables, chairs, microphones, time to open for setup, etc.

?         Publicize your Fair.  Write up a news announcement and submit to Communications Coordinator.   Include:  Event name, date, time, location and directions, cost, RSVP date and contact name, e-mail and phone number, along with participation guidelines.

?         Order/purchase ribbons and/or certificates. 

?         Enlist judges, if desired, and relay expectations of competition.

?         Maintain list of participants, collect any fees charged, and respond to all inquiries in a timely manner.

?         Plan agenda for meeting night and enlist volunteers as needed.

?         Keep Steering Committee updated as to your progress and participants informed of  revisions, etc.

?         Prepare and copy program listing each participant (be sure to thank facility provider and judges.)

?         Plan to arrive early for setup and be responsible for cleanup after event.

?         Send thank you notes/e-mails after event to judges, facility provider, etc.

?         Provide news article for CHESF monthly newsletter with details of event.

Your primary goal in planning this event is to create as positive an experience as possible for each participant.  Children should be praised for their efforts in participating.  Keep in mind that some children are not familiar with competitions or may not be comfortable speaking in front of crowds.  When in question, allow parent to guide child’s level of involvement.

Thank you again for volunteering.  Please feel free to contact the Educational Fair Coordinator if you have any further questions.

Your CHESF Steering Committee

   Send mail to INFO@CHESF.org with questions or comments about this web site.
   Last modified: February 11, 2010