Adult in Charge Checklist

An Adult-in-Charge (AIC) is a member of an official party selected to fulfill key roles for their students during ISEF.

Register the Official Party

  • All members of the Official Party should accompany the AIC to registration to present their photo identification. If a younger student does not have a formal form of identification, be sure he or she is accompanied by a chaperone with photo identification.
  • AICs should bring proof of pre-payment of all registration fees as well as the confirmation numbers for hotel(s). A printout of these confirmations may be obtained from the Fair Director.
  • The fair affiliation fee must be paid at Registration, if it was not paid previously. The Society does not accept cash payments. The Official Party will not be allowed to register without completion of payment by credit card, check, or money order. It is the responsibility of the AIC to consult with the Fair Director to obtain payment and proof thereof, or to be prepared to make payment onsite.
  • All finalists are required to sign a Code of Conduct and Releases. Student Observers have a different Code of Conduct that they are required to sign.

Finalists must complete project set-up, including clearing any Scientific Review Committee (SRC) or Display & Safety infractions

  • AICs must ensure that finalists bring a copy of all forms that were sent to Society for Science & the Public prior to ISEF, along with the previous year’s paperwork, if it is a continuation project.
  • SRC interview requests will be posted on our website, the ISEF app, and at Registration on Saturday, at the beginning of the fair. In cases where interviews are requested, the notice will be posted at the finalist’s display on the exhibition floor. This notice must be retrieved before proceeding to the SRC interview rooms.
  • If requested by the SRC, the AIC should go with your finalist(s) to their SRC interview(s). The AIC is needed to a) provide support; b) make sure the finalist understands all requirements; and c) communicate back to the Fair Director and/or the local SRC about how to avoid problems in the future.
  • The majority of students will have cleared the SRC review prior to arriving at Intel ISEF and can proceed to their booth in the Exhibit Hall to complete project set-up and go through the Display & Safety inspection. The finalist(s) must go through the inspection independently, but may need the assistance of the AIC to resolve any concerns raised.
  • Because of the possibility of SRC interviews or Display & Safety infractions, project setup must always take priority over sightseeing and tours. Project set-up must be completed by 6:00 p.m. on Monday.

Act as the central point of contact for members of your Official Party

  • The AIC is responsible for the well-being of finalists and student observers. Any underage members of the Official Party traveling without parents must agree to be responsible to you. Once in town, acquaint yourself with the neighborhood around your hotel and exercise caution when traveling back and forth between your hotel and the convention center, especially at night.
  • Obtain the cell phone numbers and hotel information (front desk phone number as well as room number) for all members of the Official Party. Make sure everyone, especially the students, carry your cell phone number and other contact information with them at all times.
  • AICs are responsible for ensuring that other adults in their Official Party share the chaperoning duties and support the finalists in staying on schedule.