MANAGING SCIENCE CARNIVAL INFORMATION WITH DATABASES

Coordinating a science carnival will require management of a lot of information. By keeping the information in a database, letters, mailing labels, and name tags can be created easily.

DATABASE OF PRESENTERS

FIRST	LAST	ADDRESS	CITY/STATE/ZIP	PROJECT	LOCATION	PHONE	NEEDS
John	Hill	4112 3rd St.	Livermore, CA. 94550	Gluep	outside room4	234-5678	3 tables
Jane	Doe	3111 4th St.	Livermore, CA. 94550	Lasers	room5	123-4567	dark room
Bill	Fold	2115 5th St.	Livermore, CA, 94550	Buggy Bugs	room 6	456-7890
Sky	Hawk	5111 6th St.	Livermore, CA, 94550	Glider Airplane	play field	567-8901	help to assemble

DATABASE OF VOLUNTEERS

FIRST	LAST	ADDRESS	CITY/STATE/ZIP	PROJECT	LOCATION	PHONE	NEEDS
Hillary	John	4333 3rd St.	Livermore, CA. 94550	Gluep	outside room4	234-5678	3 tables
Dawn	Age	6111 4th St.	Livermore, CA. 94550	Lasers	room5	123-4567	dark room
Fran	Teck	2135 5th St.	Livermore, CA, 94550	Buggy Bugs	room 6	456-7890
Jan	Itor	5191 6th St.	Livermore, CA, 94550	Glider Airplane	play field	567-8901	help to assemble

Once you have volunteers and presenters, then a standard form letter print merging the unique information about each recipient should be sent out before the Day. This helps prevent caaos the morning of.

The following downloads in the next few pages will provide you with databases, form letters, name tag templates, and mailing labels. To use them, change the information in these databases to your presenter and volunteer information. Use the MailMerge function in Microsoft Word to merge your data into the letters.

DOWNLOAD a Microsoft Word (Mac) presenter database template

DOWNLOAD a Microsoft Word (Mac) volunteer database template

Staff Meeting	Data & Communications	Physical Set-Up
Coordinator	Activity Planners	Crowd Control
Callers	Kickoff Assembly	Home

This presentation was created by Jeff Hale @ Sandia.gov