How to Host a Family STEM Night

How to Host a Family STEM Night – Festival Format

Phase 1: Planning & Organization (6–8 Weeks Before the Event): 

1. Secure a Host Partner: Collaborate with a school, library, museum, or other community institution.

Ideally, your partner should be a STEM advocate (e.g., a principal, teacher, or librarian) who can make decisions and help coordinate logistics. 

2. Define Your Goals: Clarify what you want families to gain from the event. Example goals:

• Spark interest in STEM careers and exploration.
• Highlight student learning and creativity.
• Encourage STEM activities at home.
• Strengthen school–community connections.

3. Set the Date, Time, and Location: Coordinate with the host’s calendar; avoid major holidays or competing events.

• Use multiple spaces creatively—gyms, classrooms, hallways, and outdoor areas (weather permitting).

4. Establish a Budget: Include costs for materials, signage, printing, and refreshments.

• Consider providing lunch or dinner for volunteers, depending on the event time.
  • Tip: the hosting venue or the PTA/PTO are usually helpful with this
• Seek funding or in-kind donations from:
  • IEEE sections, societies, or affinity groups
  • Local businesses or STEM-focused nonprofits

5. Select Engaging Activities: Focus on age-appropriate, hands-on experiences using affordable, accessible materials. Sample ideas:

• Science: Volcanoes, circuits, simple reactions
• Technology: Coding games, VR, robotics
• Engineering: Paper airplanes, LEGO towers, marble runs
• Math: Tangrams, statistics, art with math

Tip: Explore resources from TryEngineering, IEEE societies, local universities, and after-school programs.

6. Build Your Program with Partners: Invite organizations to run stations (and bring their own materials).
   Organizations to Consider:

• • Universities (e.g., University Clubs, Student Organizations, etc.)
  • After-school programs (e.g., FIRST Robotics, Girls Who Code, etc.)
  • Learning Centers (e.g., Mathnasium, Tutoring Centers, etc.)
  • Government offices (e.g., Public Works, Fire Department, etc.)
  • Community groups (e.g., Audubon Society, Beekeepers, Hobbyists)
  • Local high school STEM clubs and afterschool programs 

7. Recruit Volunteers: Clearly define volunteer roles and expectations.

Consider:

• IEEE members Inside your Section:
• Put out a call for volunteers from your section to support the event
• Don’t Forget to invite:
• Technical Societies (e.g., ComSoc, PES, etc.)
• Affinity Groups (e.g., Women in Engineering, Young Professionals, Life Members)
• Community partners (Girl Scouts, Science Olympiad, etc.)
• Translators (where applicable)
• High school volunteers (Beta Club, NHS, JROTC)
  • Tip: Partner elementary schools with their feeder high schools.
  • Note: Avoid middle school volunteers for elementary-focused events. 

8. Plan Logistics

• Event Format: Festival-style with families visiting stations at their own pace.
• Host Responsibilities:
  • Confirm HVAC, tables, and chairs
  • Provide an estimated attendance count 2 weeks in advance
  • Parking for presenters and volunteers
• Volunteer Prep:
  • Remind volunteers of the date, location, and attendee count.
  • Share expectations, supply requirements, and parking instructions.
• Materials:
  • Create detailed supply lists for any activities where you’ll be providing materials.
  • Prepare instructions and place them in plastic sheet covers; include real-world STEM connections.
• Printing:
  • Prepare:
    • Name badges
    • Directional signs
    • Station labels
    • Activity guides
• Additional Needs:
  • Station layout map (Master Plan)
  • Disposable tablecloths (for easy cleanup)
• Safety & Accessibility:
  • Eliminate unsafe activities.
  • Provide safety gear (goggles, gloves) as needed.
  • Ensure the event is accessible for families with disabilities or language needs.
• Don’t Forget: Plan time for setup and clean-up! 

Phase 2: Implementation (Event Day)

1. Prepare Materials and Set Up Stations

• Pre-pack labeled bins with all needed supplies for each station.
• Include signage, tape, name badges, plastic tablecloths, and the Master Plan.

2. Welcome Volunteers and Presenters

• Open check-in table for volunteer arrival.
• Distribute name badges and station assignments.
• Assign additional support volunteers as floaters or greeters. 

3. Run the Event

• Open the doors and welcome families!
• Ensure all stations are staffed and supported.
• Float around to monitor stations and assist as needed. 

4. Capture the Moments

• Take photos and videos (with permission) for future promotion, reporting, and sharing with families.  

Phase 3: Follow-Up (After the Event)

1. Gather Feedback

• Use quick paper or digital surveys for families, volunteers, and presenters.
• Ask what worked well, what could be improved, and suggestions for next time. 

2. Send Thank-Yous

• Acknowledge all who contributed—volunteers, presenters, staff, and sponsors. 

3. Share the Highlights

• Post photos and a short recap on the school website, social media, or in newsletters. 

4. Reflect and Improve

• Review feedback and identify changes for next time.
• Update your templates and supply lists for easier planning next year.

Tips for Success

• Keep it Hands-On: Kids learn best by doing.
• Make it Fun: Focus on exploration, not perfection.
• Offer Variety: Include activities for all ages and interests.
• Start Small: A few well-run stations are better than too many chaotic ones.
• Engage Families: Design activities parents and children can do together.
• Connect to Curriculum: Reinforce what students are learning in school.
• Empower Older Students: They make excellent role models and leaders.
• Leverage Community Partners: Many local groups want to help—just ask!