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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, been 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 (SRC/DS2)
  • 2 abstracts with gold embossed seal
  • Return Shipping Form (SH1)

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 should get them and have at your booth before signing up for an inspection. 
  • If project was done at a Registered Research Institution (as indicated on your abstract), you must display Form 1C.
  • If the project is a continuation, you must display Continuation Form 7.  
  • If you have photos of individuals other than yourself on your board, you need to provide the photo consent forms.
  • Any audio-visual, multimedia, and/or computer-based portions of your project.

Step 2 - Complete Return Shipping Information

Everyone must complete Return Shipping Form (SH1) 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 FedEx, 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.

  • There are TRASH stickers (DS8) to put on any items that you want to be discarded.
  • There are SAVE/STORE FOR REUSE stickers (DS7) 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 Forms Check/Return Shipping at the HUB:

  • Approval Form (SRC/DS2)
  • Return Shipping Form (SH1) 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 a DS1 Inspection Card for the next step

Be sure that the volunteer initials your form to indicate that this check has occurred.

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

At the Forms Check/Return Shipping step, you will be provided with the Display and Safety Inspection Card (DS1).  This will have your project ID and name printed on it (please be sure that you are provided the correct card.)

  • Take the DS1 Inspection Card to the Display & Safety Inspection area at the HUB to notify them that you are ready for inspection.  They will take your DS1 card and will process them in the order they are received.   
  • 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 SRC/DS2 form that you must vertically display at your booth.  The inspector either will indicate infractions or will sign indicating approval. 
    • 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, detach the finalist page and bring it to the Hub for a D & S member to re-inspect, leaving the Booth page at 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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