Procedures for project set up at Intel ISEF | Student Science

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Procedures for project set up at Intel ISEF

Clearing SRC Review

Before setting up, your project must have been cleared by the SRC.  There will be an infraction list posted on the website and at registration by noon on Saturday. 

  • Upon arriving at your booth, if you have not been approved there will be a red SRC form.  This means that you must go to the SRC and sign-up for an interview.  Please do so immediately,
  • In order to qualify for judging, all projects MUST have been approved by the SRC, be set-up, and passed the Display & Safety inspection by 6:00 p.m. on Monday of Intel ISEF week.  

Step 1 – Set-Up your Project

Once your project is approved, there will be a packet of materials that you will receive (either at your booth upon your arrival or provided by the SRC after an interview).  It will include:

  • Approval Form 
  • 2 abstracts with gold embossed seal
  • Return Shipping Form 

Set up your project COMPLETELY and have it ready for inspection

  • If you need any basic tools, equipment or supplies, go to the Tools and Supplies area at the HUB. 
  • The following items, as applicable, must be present and vertically displayed prior to the inspection.  If you are missing any of these items, your project set up is not complete and you will need to obtain these documents before signing up for an inspection.
    • One vertically displayed copy of the official stamped/embossed Abstract and Certification
    • If project was done at a Registered Research Institution (as indicated on your abstract), you must have a vertically displayed Form 1C.
    • If the project is a continuation, you must have a vertically displayed Continuation Form 7.  
    • If you have photos of individuals other than yourself on your board, you need to have the proper citations and credits.

Step 2 - Complete Return Shipping Information

Everyone must complete a Return Shipping Form to indicate what will happen with your project at the conclusion of the fair.

  • Fill this form out completely, regardless of whether you are shipping, hand carrying, or discarding your project.
  • If you are return shipping via UPS, bring your return shipping label to confirm it has been arranged.

Step 3 – Manage your Packing Materials

Dependent on how your project arrived at your booth and your plans for it at the end of the fair, you will need to designate what items are to be trashed or stored by getting the appropriate stickers at the HUB Tools and Supplies area.  You may NOT store packing material at your booth or under your table, if present.

  • There are TRASH stickers to put on any items that you want to be discarded.
  • There are SAVE/STORE FOR REUSE stickers to mark packing material that you want returned to your booth on Friday to ship your project home.

Step 4 - Forms Check/Return Shipping at the HUB

Once you have completed Steps 1-3, bring the following items to the Shipping & Receiving area at the HUB:

  • Approval Form 
  • Return Shipping Form and a UPS return shipping label, if applicable
  • One ORIGINAL of your official stamped/embossed Abstract and Certification

A volunteer will:

  • Check to be sure all of the forms are there and filled out completely
  • Confirm that you have filled out the Return Shipping Information
  • If all is completed, will provide you with an Initial Inspection Card (needed for the next step), you Finalist Certificate, and your Finalist Medal

Be sure that the volunteer has marked off that your project has been through the Shipping & Receiving process in their online system.

Step 5 - Display and Safety Inspection (Initial Project Inspection)

At the Shipping & Receiving step, you will be provided with the Display and Safety Initial Inspection Card.  This will have your project ID, name, and project barcode printed on it (please be sure that you are provided the correct card.)

  • Take the Initial Inspection Card to the Display & Safety Inspection area at the HUB to notify them that you are ready for inspection.  They will take your Initial Inspection card and process them in the order they are received.   
  • If there is no volunteer that can assist you when you first arrive, return to your booth immediately and wait for a Display and Safety Inspection volunteer to inspect your project.   This inspection must be conducted with the finalist(s) of the project and cannot be done by an adult or another member of the Official Party.  
  • When the inspector arrives, he/she will go through a checklist that reflects the Intel ISEF Display and Safety Regulations of the International Rules.   An additional D&S checklist guide is available.
    • As your project is inspected, the inspector will check off the appropriate boxes on your Approval Form that you must vertically display at your booth.  The inspector either will either note infractions on the Initial Inspection Card or will sign off on the Approval Form, indicating approval of the project. 
    • If a Finalist is cited as having an infraction, they must correct the issue, return to the Display and Safety area with their Initial Inspection card, and go back to their project to await re-inspection.
    • Infractions must be resolved/corrected before your project can be qualified for judging.

Intel ISEF Display and Safety On-going Inspections

The Intel ISEF Display & Safety Committee conducts on-going inspections throughout the set-up period.    

  • It is advised that you check back at your project on Monday afternoon to look for any infractions.  The D&S Committee will also attempt to send an email notification if an infraction is found after the initial inspection.
  • If you have a Display & Safety infraction, you will find a D & S Infraction form at your booth. Once you have resolved/corrected the issue, bring the Infraction Form to the Hub for a D & S member to re-inspect your project.  
  • A walk-through inspection of the entire Exhibit Hall by the SRC and Display and Safety Committees takes place on Monday afternoon and evening to ensure that all of the rules and regulations have been followed and maintained.
    • Any infractions found during this inspection will be posted Monday evening at 8:00 p.m. outside the Exhibit Hall, at the Opening Ceremony, at Registration, and on the Society for Science & the Public website.
    • If your project has an infraction you must come to Exhibit Hall on Tuesday morning between 8:00-9:30 a.m. to clear it.
    • All infractions must be cleared by 9:30 a.m. on Tuesday of Intel ISEF week to qualify for judging.
  • The Intel ISEF Display & Safety Committee will conduct on-going inspections through the conclusion of the fair.  Replacing items that have been removed by the D&S Inspectors or the SRC or altering your project after the Display & Safety Inspection could result in your project failing to qualify for judging, forfeiture of any awards and/or removal of your project from the exhibit hall floor.

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