Display and Safety (D & S)

A. General Information

Who comprises the Display and Safety Committee and What is its purpose?

The Display and Safety (D&S) Committee is comprised of Intel ISEF veterans who serve a three year term on the ongoing committee that provides year-to-year continuity for the Display and Safety inspection process. These experienced inspectors ensure compliance to published display rules and regulations and proper safety for each project exhibited at the Intel ISEF.

Assisting the D & S committee in achieving these objectives are volunteers from the host city who are trained and then perform most of the initial Display and Safety inspections of the projects prior to the Finalists’ judging. After the initial inspections, D & S Committee members continue to review projects and write project infractions that Finalists must correct to qualify for judging.

Therefore, the primary responsibilities of the Display and Safety Committee are (1) to provide initial checking of projects after the SRC has cleared them for set up and (2) to provide continuing enforcement of the Intel ISEF's Display and Safety rules throughout the Intel ISEF. To insure proper adherence to all regulations the D & S Committee interfaces with the Scientific Review Committee (SRC), an ongoing group that oversees adherence to research-related rules for the Intel ISEF, throughout the year and during Intel ISEF.

Display and Safety Committee is responsible for:

1. Receiving completed Intel ISEF Request for Inspection Form DS1 at the HUB's STEP 2 Display and Safety Inspections area AFTER completion by the Finalist and APPROVAL by the HUB's STEP 1 Forms Check/Return Shipping area.
2. Assigning a Display and Safety inspection team to each project after receipt of DS1.
3. Overseeing the inspection of each project to ensure compliance with all Intel ISEF Display and Safety regulations. Of particular importance are:
   1. Size limitations.
   2. Safety regulations.
   3. Regulations for public viewing.
   4. Vertical display of required forms.
4. Conducting a "walk-through" inspection at the close of the project set-up period on Monday at for the purpose of developing a Not Cleared for Judging list of Finalists for publication by Monday evening.
5. Conducting random "walk-throughs" during Intel ISEF week, especially during the Judging and Public Exhibition periods.
6. Keeping detailed records of specific situations involving fairs that have numerous and repeated D&S infractions (for example, late set-up a particular fair's Finalists, repeated or similar violations from a particular fair's Finalists) for the purpose of sending letters to that particular fair's director. This information must include the specifics of the situation and a detailed explanation of the infraction(s) along with the fair information. Letters are submitted to Society for Science & the Public where the letter will originate.

Please Please direct questions to the D&S Committee at displayandsafety@societyforscience.org

Forms used by Display and Safety Committee, SRC, and HUB personnel

The Display and Safety Committee uses specific forms in its Exhibit Hall operations. Additionally, there are other forms used by (1) the Scientific Review Committee, (2) the HUB's Forms Check/Return Shipping station, and (3) the HUB's Security Control station. The forms relating to Display and Safety are listed below:

1. General Display and Safety Forms

	DS1	Intel ISEF Request for Display and Safety Inspection (scan card)
	DS1V	Request for Display and Safety Re-inspection
	SRC/DS2	Intel ISEF Project Set-up Approval
	DS3S	Intel ISEF Infractions Report - Display and Safety Committee Original and Finalist's Copy
	DS4	Intel ISEF Items Removed from Exhibit - Display and Safety Committee Original and Finalist's Copy
	DS5	Remove After Judging (label and control form)
	Infraction Form	Display and Safety (3-part form; primarily used during Monday Display and Safety walkthrough)

2. Security Forms

	HS-1	Intel ISEF Equipment Removal Permit
	HS-2	Intel ISEF Security Check (labels for items taken from Exhibit Hall)

3. Return Shipping Form

SH1

Intel ISEF Return Shipping Information

4. Scientific Review Committee Forms

	SRC/DS2	SRC Approval to Set Up Project as part of the DS2 form
	SRC1V	SRC Infraction/No Setup (red-printed form)
	SRC1U	Intel ISEF incomplete SRC review (process not completed) (orange form)
	VIOLATION Form	SRC (3 part form; used after initial SRC approval)

5. Intel ISEF Finalist Forms from Society for Science & the Public

Original of Finalist's official Abstract and Certification embossed by the Scientific Review Committee. Any rewrite of the Finalist's abstract requested by the SRC must be embossed by the SRC in order for it to be valid and official.

 

B. Training Instructions for Display and Safety Volunteer Inspectors

NOTE: See also the PowerPoint-based Training Presentation used by the Display and Safety Committee to train local Host City volunteer inspectors at the end of this Web page.

The training of local Display and Safety Inspectors may occur in the month leading up to Intel ISEF and then again on the Saturday just before the fair opens. The purpose is to ensure that all persons inspecting the projects are familiar with the procedures and forms used in their work. Training will often reference the following resources: each inspector should receive a packet of information which at least includes printed copies of (1) the Display and Safety schedule for Intel ISEF, (2) Display and Safety Committee form used for Intel ISEF, (3) the International Rules for Pre-college Science Research: Guidelines for Science and Engineering Fairs (4) the Display and Safety section of the Intel ISEF Exhibit Hall Operations Manual, and (5) the PowerPoint Training Presentation.

Volunteer Display and Safety Inspectors' Responsibilities

1. General

• Wear your name badge at all times.
• Be courteous to the Finalist(s) at all times.
• Remember that the Finalist(s) already have earned the right to compete.

Return to the HUB or contact a member of the Display and Safety Committee if you encounter a situation or question you do not feel confident addressing.

2. Pre-inspection Procedures

1. Pick up an Intel ISEF Request for Inspection Form DS1 (or Intel ISEF Request for Re-inspection Form DS1V, as appropriate) and a set of measuring sticks from the HUB (if necessary), and go to the Finalist's booth. The Finalist should be waiting with an Intel ISEF Project Set-up Approval Form SRC/DS2. If the Finalist is not at the booth, note time/date on DS1 form and return it to the HUB. Note: The Finalist must be present for the D&S inspection to occur. The inspection is a process that takes place between the Finalist and inspector; consequently, there should be no other persons present representing the Finalist beyond an interpreter if necessary.
2. Introduce yourself and try to put the Finalist at ease. If an international Finalist requires assistance speaking English, explain that he/she must go to the International Desk or Office to get an interpreter. If this has not been done, note time and date on DS1 form and return it to the HUB.
3. Inform the Finalist that he or she is not allowed to make any changes to the project after the project has been initially approved and that the maroon shirt members of the D & S Committee will continue to review each project after its initial inspection. Verify that the Finalist is ready for inspection.
4. Verify that the Intel ISEF Project Set-up Approval Form SRC/DS2 lists the correct name and booth number.
5. Verify that all the "Step 1" items on the Intel ISEF Project Set-up Approval Form SRC/DS2 have check marks and have been signed or initialed.

3. Inspection of the Finalist's Project

1. Make sure (1) that the project is pushed all the way to the back of the booth and is parallel to the back curtain and (2) that all packaging and shipping materials have been removed from the booth.
2. Inspect for compliance with the Display and Safety regulations as follows:
   
   NOTE:As you inspect the project, check off the appropriate items on the Intel ISEF Project Set-up Approval Form SRC/DS2.
   1. Check size. Maximum project dimensions inclusive of all materials and supports are:
      Depth (front to back) 30 in. (76 cm)
      
      
      Width (side to side) 48 in. (122 cm)
      
      
      Height (floor to top) 108 in. (274 cm)
      Table dimensions may not exceed 48" (122 cm) in width, 30" (76 cm) in depth and a maximum of 36 inches (91 cm) in height (from the floor). Display area consists of a draped table (if requested) and curtained back against which the project must be positioned. If a table is used, it becomes part of the project and it must not itself exceed the allowed table dimensions nor may the table plus the rest of the project exceed the allowed project dimensions. In addition, any project with a component that will be demonstrated by the Finalist must be demonstrated only within the confines of the Finalist's booth. When not being demonstrated, the component plus the project must not exceed the allowed dimensions.
   2. Check for the presence of original official Abstract and Certification with gold-seal SRC stamp/embossment.
   3. If the research institution box is checked on the official abstract, check for a vertically displayed copy of the Regulated Research Institutional/Industrial Setting Form 1C.
   4. If the continuation project box is checked on the official abstract, see that there are no references to previous years' research on the board except in the title, AND check for a vertically displayed copy of the Continuation Projects Form 7. Notebooks from previous years are allowed.
   5. e. Check for adherence to Intel ISEF Display and Safety Rules on pages 20, 21 and 22 of the International Rules for Pre-college Science Research: Guidelines for Science and Engineering Fairs 2011-2012..
      
      NOTE: If the project includes any of the following situations, it must be inspected by a member of the Display and Safety Committee (Volunteer Inspectors should contact a member of the Display and Safety Committee to inspect such projects):
      • Projects using audio-visual, computer, or video presentation of material. (Such projects must be reviewed in their entirety to make sure that all aspects of the displayed material adhere to the Display and Safety Rules.)
      • Items to be removed and stored by the Display and Safety Committee. (DS4 form must be completed in duplicate for any stored items.)
      • Items integral to the project that may be allowed during judging but must be removed after judging. (A DS5 label and control form must be completed for any such items by a member of the Display and Safety Committee.)
      • Items integral to the project that may be allowed during judging but must be removed after judging. (A DS5 label and control form must be completed for any such items by a member of the Display and Safety Committee.)
      • Projects with photographs of animals and/or humans that may be offensive for public viewing. 

4. Approved Projects

1. After approval, check the appropriate boxes or complete the appropriate lines on the Intel ISEF Project Set-up Approval Form SRC/DS2. Sign in the "Initial Display and Safety Approval" area on that form. Leave the signed/approved Intel ISEF Project Set-up Approval Form SRC/DS2 at the project. Inform the Finalist that the form MUST be vertically displayed at all times AT THE PROJECT.
2. Inform the Finalist that the project has been initially approved, cannot be changed, and may be re-inspected at any time throughout the ISEF week.
3. If the infraction is a simple matter and can be rectified quickly, allow the Finalist to correct it and proceed with the inspection. Make note of the violation and correction in the "Display and Safety Infraction" section of the SRC/DS2 form.
4. If the violation infraction cannot be corrected immediately:
   1. Fill out the Intel ISEF Violations Report Form DS3S. Give the back (pink) copy of this form to the Finalist along with a copy of the Request for Display and Safety Re-inspection Form DS1V.
   2. b. Print your name in the "Display and Safety Violation" section of the SRC/DS2 form.
   3. Leave the SRC/DS2 form at the project.
   4. Return the front (yellow) copy of the Intel ISEF Infractions Report Form DS3S to the STEP 2 - Display and Safety Inspections area at the HUB along with the Intel ISEF Request for Display and Safety Inspection Form DS1.
   5. At the Display and Safety area at the HUB, the DS1V form should be retained with the corresponding completed DS3S form and its corresponding DS1 form.

5. Projects Requiring Re-inspection after Elimination of Initial Infraction(s)

1. The Finalist will submit a completed Request for Display and Safety Re-inspection Form DS1V to the STEP 2 - Display and Safety Inspections area at the HUB. The Display and Safety Committee member will "pull" the Intel ISEF Infractions Report Form DS3S and the Intel ISEF Request for Display and Safety Inspection Form DS1 and will match them to the DS1V form. Those forms will be moved to the request for inspection location in the STEP 2 - Display and Safety Inspections area at the HUB.
2. The Request for Display and Safety Re-inspection forms are in the same locations at the HUB as are the Intel ISEF Request for Inspection forms and might be the next form an inspector picks up for processing.
3. When a project is re-inspected, begin again with the procedures starting with item 3.b above.

7. Removal of Prohibited Items

VOLUNTEER INSPECTORS: Contact a member of the Display and Safety Committee to inspect projects that may have items that must be removed. .

1. When items are found that must be removed before judging, the inspector should CONTACT A MEMBER OF THE DISPLAY AND SAFETY COMMITTEE who will handle the matter as follows:
   1. Explain to the Finalist the rule(s) requiring the removal of the item(s) from the display.
   2. Allow the Finalist to remove the item(s).
      1. Inform the Finalist that any items returned to the project will be confiscated by the Display and Safety Committee and will not be returned until the end of the Intel ISEF. Printed materials designed for distribution will be discarded.
      2. Complete an Intel ISEF Equipment Removal Permit - Form HS1 and sign the Adult-in-Charge line followed by "D & S Committee." Direct the Finalist to take the items and the completed form to the Security area at the HUB for final approval and the necessary Intel ISEF Security Check sticker(s) that will allow removal of the item(s) from the Exhibit Hall.
      3. List in the "Display and Safety Violation" section on Form SRC/DS2 the item(s) to be removed.
   3. If the Finalist wants the Display and Safety Committee to remove and store the rejected item(s):
      1. Fill out an Intel ISEF Items Removed from Exhibit - Form DS4 in duplicate.
      2. Give one copy to the Finalist. This is the Finalist's receipt and claim form.
      3. Turn the item(s) in to the Display and Safety area at the HUB together with the second copy of the Intel ISEF Items Removed from Exhibit Form DS4 firmly attached to the item(s).
      4. List in the "Display and Safety Violation" section on Form SRC/DS2 the item(s) that were removed and stored.
      5. Items will not be returned to Finalist until the Project Teardown Period on Friday and only then when Finalist presents his or her copy of DS4 form to a Display and Safety Committee member at the HUB.
2. If the project has items which are in violation of the rules but which the inspector thinks should be allowed during judging and then removed after judging prior to public viewing, the inspector should CONTACT A MEMBER OF THE DISPLAY AND SAFETY COMMITTEE who will handle the matter as follows:
   1. Inform the Finalist that any item not removed or any item returned to the project will be confiscated by the Display and Safety Committee and will not be returned until the end of the Intel ISEF.
   2. Attach a Remove After Judging Form DS5 sticker to the item that must be removed by the Finalist.
   3. Complete the control form to which the blank Remove After Judging Form DS5 sticker was attached.
   4. Return the Remove After Judging control form to the Display and Safety area at the HUB.
   5. After judging is completed on Wednesday and before the public viewing period begins on Thursday, the Display and Safety Committee must check all projects for which a Remove After Judging control form was completed in order to ensure that the Finalists have removed all items listed on those control forms.

8. Inspection of Guest Exhibitor Projects

VOLUNTEER INSPECTORS:Contact a member of the Display and Safety Committee to inspect Guest Exhibitor projects.

Guest Exhibitor projects are to be inspected only by members of the Display and Safety Committee. The same forms are used for inspecting Guest Exhibitor projects as are used with other projects, except that "Guest Exhibitor" must be stamped on all Display and Safety forms used with Guest Exhibitor projects. Guest Exhibitor projects must follow the same set-up deadlines and procedures as other projects as well as adhering to ALL safety-related Display and Safety rules.

 

C. Project Display Guidelines

See also the The Display & Safety guidelines for the Intel International Science and Engineering Fair are provided within the International Rules for Pre-College Science Research and are available in the document library. 

D. Training Presentation (From PowerPoint)

A  PDF slide show,  illustrating the main points of Display and Safety procedures. ). Any questions about the presentation or the information in it should be directed to Harry Rothmann (Society for Science & the Public Director of Internal Operations) or Henry Hartman (Display and Safety Committee Chair).