Procedure
SPECIAL AWARDS CEREMONIES
Intel International Science and Engineering Fair
Reno, Nevada
May 10 - 15, 2009
Procedure
The award ceremonies will begin with a short introduction by
a Society for Science & the Public representative. Each organization will have
an assigned seat behind the stage. The Society for Science & the Public representative
will introduce presenters from each organization. The presenter
will take his or her place in the middle of the stage. The Society for Science & the Public representative will call out the names of the student
and describe the awards while the presenter greets the student
on stage and shakes their hands.
The award winners will be announced in ascending order. As
the students come to the stage, many of their family and friends
will come forward to take their pictures. If you wish to have
a professional photograph for newsletters, archives or your website,
please arrange to do so with your organization's contact person.
More than 200 awards will be presented at each of the ceremonies.
With your help, the ceremonies can be managed efficiently and
without mishap. Below are some guidelines you should follow:
- Presenters should meet back stage at least 30 minutes prior
to the scheduled ceremony time. Society for Science & the Public will need to
verify their attendance and pronunciation of his or her name.
- Presenters should stay on site (excluding a brief absence
for photographs) until the end of the ceremony.
- Society for Science & the Public will provide a list of your winner's, if
the presenter does not have one.
- Winner's names must not be announced prior to the ceremony. You
must not do anything to tip them off in advance, such as
take photos of them at their exhibits, invite them to dinner,
etc.
- Even though student's names are being called out in ascending
order no one can guarantee the order in which the student arrive
on stage. You may find it awkward to leaf through certificates
and awards to present the right item to each student. We
would like to suggest that you consider handing the student
a blank envelope or rolled parchment on stage. You
can give the student their personalized award later in the
photography area or after the awards ceremony.
- If you have ordered plaques or certificates that must be
personalized, please inform award winners that these items
will be shipped after the ISEF.
Limit the actual items presented on stage to certificates or
envelopes. Additional items, such as plaques, statuettes
or other bulky items should be stored in the photography area back
stage.
- You may make arrangements with the Intel ISEF official
photographer to take pictures of you with your award winners.
It is best to have the pictures taken immediately following
the announcement of your award while other organizations
are presenting their awards. See the enclosed photography
form for detailed information.
Sample scenario:
Dr. Estelle Landauer, who is presenting the awards on behalf
of the American Centrifugal Force Society, arrives at 30
minutes before the scheduled ceremony. A place card with
the initials "ACFS" will mark the seat where she will be
sitting.
Society for Science & the Public staff will give brief directions and point
out the photography area. She will then store the box with
their winners' award items in the photography area and take
blank certificates with her on stage to hand out to the student.
When it is time to announce the winners of her organization's
awards, the Society for Science & the Public representative will step to the
microphone and introduce her in the following manner:
"Presenting the awards for the American Centrifugal Force
Society is Dr. Estelle Landauer, Chair of the Physics Department
at Southern Methodist University. The American Centrifugal
Force Society gives three awards for excellence in the field
of physics: a First Award of $1000; a Second Award of $500
and a Third Award of $300."
Dr. Landauer will go to the center of the stage. The Society for Science & the Public representative will read off the winners' names,
starting with the Third Award winner, the Second Award winner,
and finally the First Award winner. As each student comes
on stage, she will shake the student's hand and present him
or her with the blank certificate. She will quietly tell
them that their certificates are with the calligrapher and
will be sent later.
At the same time, Dr. Landauer will instruct the student
to follow her off the stage at the end of the ACFS presentation
to get their photographs taken. As she is doing so, she will
gently position the student so that as the last student is
congratulated, all are standing in a line facing the front
of the stage. (A Society for Science & the Public staff member will assist
her in positioning the students.) Family and friends may
take photos at this time.
After the audience applauds, Dr. Landauer will lead the
students off the stage to the photography area. There, she
will hand the students additional prizes. The photographer
can take photos while she is handing students their awards
or a group photo -- depending on Dr. Landauer's preference.
At this time, the students will return to their seats.
If you have any questions regarding your organization's
participation in the Awards Ceremonies, please call:
Diane Rashid
Society for Science & the Public
1719 N Street, N.W.
Washington, DC 20036
(202) 872-5114 - direct
(202) 785-1243 - Fax
drashid@societyforscience.org
