Event Report

Perak State Level

Science Fair for Young
Children 2014
By ProSA Team

[Year]

Table of Content

No.
Titles
1 Introduction to ProSA Team
2 ProSA Team in SFYC
Preparation by ProSA Team for Perak State
3
Level SFYC 2014
Perak State Level Science Fair for Young
4
Children 2014
5 Feedback, comments and suggestions
6 Attachments

Page

1.0

Introduction to ProSA Team

ProSA is a volunteer team capable of training, coaching, and motivate the students on
many aspects especially of education field .ProSA also strives for students of much
needed schools to excel in both their academic as well as non-academic activities as to
enhance a holistic development among students. ProSA team members ranging from
secondary school students to degree holders as well as members of the community are
people whom eager to serve for the benefit of the community. With members of
various skills and expertise, ProSA team members are able to help and support
voluntary activities as well as event management. ProSA also serves as mutual benefit
partners were both the members as well as the collaborating partners to achieve their
mutually agreed goal.
5 CORE PRINCIPLES OF ProSA

POTENTIAL PARTNERSHIP SYSTEM (PPS):

To work together or join force with other organizations or
societies that shares the mutual interest in developing and
supporting students educational development.
REVOLUTIONARY EDUCATION SYSTEM (RES):

To implement new methods, concepts or services by using

technology as to improvise and enhance students interest and
performance in academic and other activities through
Creating a Digital Learning Environment (DLE)
Enhancing students ICT skills.

O
S
A

OUTDOOR ENRICHMENT SYSTEM (OES):

To enhance students Soft Skills ability (Emotional
Intelligence) through facilitating their participation in other
activities beyond their school level.
STUDENT SUPPORT SYSTEM (SSS):
To motivate and guide students towards a holistic individual
development through
Motivational Seminars
ACADEMIC ASSISTANCE SYSTEM (AAS):
To assist students in their school academic performances
aligned with the school syllabus through:
Extra classes

2.0

ProSA Team in SFYC

We from ProSA team were initially active with our own school based program especially
involving Tamil Schools when members of DHRRA Malaysia approached us to partake in
Science Fair for Young Children at year 2011. We were told that they need facilitators to
convince schools to partake in this program. As were convinced with the positive intention of
the Science Fair for Young Children, we partake in the Perak State level of Science Fair 2011
as facilitators collaborating with DHRRA Malaysia. This is how our journey in Science Fair
begins and the following table is the timeline of our participation in Science Fair for Young
Children.

MONT
H/
JAN
YEAR
2010

2011

2012

FEB

MA
APR
R

MAY

JUNE

JULY

S
AUG
E OCT NOV
DEC
P
ProSA Paper work preparation
( 7th July - Dec )

Activity 3:
Motivatio
nal
Volu
Seminar
Participa
ntee
for UPSR
ted in
rs
students
National
Activity 1: Book
for
(28th May Level
Charity
Ipoh
-30th
Science
(25th Jan - 11th
Tami
May)
Fair
Feb)
lar
Participat (26th
Thir
June
ed in
unaa
2011)
State
l
Level
Science
Fair
Activity 2: Extra classes for UPSR students at S.J.K Sangeetha Sabah,
Ipoh.
(12th Feb - 10th Sept )
Volunte
Participat
Particip
ers for
ed in
ated in
Ipoh
Perak
NSFYC
Tamilar
State
2012
Thiruna
SFYC
(3rd al
2012
5th

Organ
izing
Comm
ittee
for
Youth
camp
(20
days)

ProS
A
Appr
eciati
on
Day
(18th
Dec)

(26th
May
2012)

2013

2014

Organ
izing
Team
in
MAKK
AL TV
APPRE
CIATIO
N&
CULTU
RE
SHOW

Participa
ted in
Perak
State
level
SFYC
2013
(22nd
June
2012)

Volunte
ers for
Ipoh
Tamilar
Thiruna
al

Vallalar
Anbu
Nilaya
m
Charity
Show

August)

Participat
ed in
Perak
State
level
SFYC
2014 (35-2014)

Participat
ed in
National
Level
Science
Fair 2013
(19th 21st July)

3.0

Preparation by ProSA Team for Perak State Level SFYC 2014

As to mark our first involvement in Perak State level Science Fair for Young
Children 2014, we received calls from school teachers whom well recognized us
from our past participation. They requested information regarding the experiment as
well as State level protocols as a guideline. However, since we are not well informed
about our event organizer as we hold no personal authority, we do hesitate to
facilitate the schools involved.
In order to solve this situation we managed to contact the Organizing team
(MGB).We were told to meet them in S.U.K (Perak State Secretariat Office) as they
hold their MGB meeting. We introduced ourselves to Mr.Munuyandy Shunmugam
(GB) and requested their permission so that we can facilitate schools which were
approaching us. Towards our disappointment as the organizer were still planning for
the event, we were left with no choice but to wait for further instruction from MGB
regarding the event.
We were also told to prepare or suggest the event tentative an so does we to our level
best. We also enforced on particular departments and areas to be concentrated as to
aid a smooth flow the State level Science Fair for Young Children 2014. A day
before the event, we went to the hall to arrange chairs according to seating for 5
students per school and teachers for 52 schools as we were informed. Our
suggestions, tentative and guidelines that we had send them is attached to this report
for your reference.

4.0

Perak State Level Science Fair for Young Children 2014

Event Agenda

7.30

AM

8.30 AM

Registration

8.30

AM

9.30 AM

Booth Set Up

9.30

AM

1.30 PM

Presentation and Booth Judging

1.30

PM

3.30 PM

Public Viewing

Finalizing the winners

Welcome Speech

3.30

PM

5.00 PM

Appreciation for all Participants

Prize Giving Ceremony
5.00

PM

Tea & Closure

Participating schools arrived as early as 7am for the event. Some schools do arrive
late as they had lost their way. Registration couldn't take place immediately as the
facilitators (ProSA team) were not given the documentation by the organizing team. After
seeking the help of one of the person in charge the facilitator arranged for registration
department managed to register students and teachers according to the name list given by
the organizer. All students and teachers gathered at the main hall waiting anxiously for booth
setup. Booth setup was still close for booth numbering. Teachers and participants struggles
to place their experimental equipment as there were no proper place prepared for the things
placement. Thus, booth setup started immediately after registration. Time changes had to be
made from initial tentative given to settle the situation and pacify the crowd. Registration
and booth setup occurs stimulously. No mercy shown for the late arrivers (participating
schools) even if some complained they don't receive enough information regarding the event
tentative and location. Booth setup ended around 9.40am after the person in charge of
organizing instructed one of the facilitators to make announcement for the closure of booth
setup.
About 8 facilitators from ProSA team helped the judges with their forms and filing.
Judges had their meeting at SRJKT Kerajaan classroom and briefed task for facilitators.
Presentation and booth setting starts at 9.30am. As judges enter the presentation and booth
setup hall, the teachers and the rest of the public stayed at the hall but have nothing to
occupy. The entire slot was empty and the teachers were left bored and unoccupied. This
makes them more anxious and stressed out. Some of them started to peak their school

students performances as they are left nothing much to do. ASTI members whom came for
viewing gave out the Teachers as well as Visitors survey form to be filled by public. Cross
judging took place for some time. Teachers and some parents waited patiently for the public
viewing slot that starts about 1.30pm.Participants are allowed one by one for lunch as well
as the teachers.
Public viewing ended around 3.30pm.Teachers, parents, students and the rest of the
public takes their seat in the main hall after the ProSA team facilitators arranged the hall
seating. After finalizing the winners, the Prize Giving ceremony started at 3.30pm with a
speech by the Chief Judge Mr. Satya whom emphasis on rules and criteria of judging. Than
the welcoming speech started by the Organizing committee (MGB) as well as announced the
winning teams. Teachers representing the schools received the participation gifts and
certificates. After all the schools involved received their gifts, the name of the winning
schools for both the Innovation and Overall Championships (top 10 winners). Lastly after
the appreciation ceremony for organizers like ProSA team, the event ended.

5.0

Feedback

5.1

Registration, Booth Setup & Breakfast Issue: 1) Booth / Presentation hall was not yet ready during the event, booths were
not numbered according to school list. Booth set up guide for Teachers and
participants was not set yet during the event.
Feedback: Teachers and participant were confused for their booth placement. They
don't have proper place to place all of their experiment equipment as they
were waiting to enter booth setup hall.

Issue 2) Facilitators of registration department didn't have the school list and
registration form from the organizers to register participants and students.
Feedback: Teachers and students have to hang out in hall until the issue is solved
after some time. Teachers find it difficult to organize the booth setup
time as well as to send their students for breakfast.

Issue 3) Teachers and students of participating school were not informed about the
changes in measurement of the booth (appears to be smaller than previously done ).
Feedback: Teachers were very frustrated as they couldn't take any measures to
modify their preparation last minute. They were forced to squeeze into
limited space.

Issue 4) Spacing between every row of booth was too small. Poor electrical supply.
Feedback: Teachers and students struggles a lot during booth setup. The hall
couldnt handle the crowd and poor ventilation makes them become
more uneasy. The entire place becomes really hot as there is no airconditioning as well. Some of the fragile equipment broke as the
squeezed themselves into tiny space. Schools with laptop and other
electrical equipment struggles to keep the power on.

Issue 5) Coupons given to teachers and participants for meal (2teachers & 5
students) during registration were the same coupons
Feedback: No proper planning conducted during handling of the coupons. Teachers
and supporters were not provided meal however later were asked to join
for breakfast after more food available. The organizing team didn't make

proper announcement regarding the meal they prepared for the teachers
and students.

5.2

Presentation and booth judging

Issue 1) Judges requested for 15 facilitators during event without prior information.
Feedback: As ProSA team is the only facilitators group volunteered to support. We
faced problem to allocate more facilitator as requested as there is no prior
information from the organizing team regarding the amount of man
power required. Eventually the ProSA team managed to allocate 8
facilitators in order to assist the judges. Both judges and facilitators
needed to struggle and handle the lack of people issue.

Issue 2) Teachers and supporters were left unoccupied when judging and cross
judging taking place.
Feedback: Teachers and supporters from each schools have nothing to occupy but to
sit in the main hall and have their own discussion or so. The entire slot
for them was empty about 4 hours. The only thing they had to do was to
fill in the ASTI survey forms for teachers and visitors. Occasional
announcement were given by the facilitators to ease the crowd. There is
no MC for the entire event.

5.3

Public viewing
Issue 1) Booth setup hall were too small to accommodate the entire crowd.

Feedback: Teachers, participants, judges, facilitators had to struggle in the small hall
during public viewing, poor ventilation and narrow space makes them
difficult to move and even harder for students to perform. The entire hall
becomes chaotic and difficult to control.

Issue 2) It was difficult to send the participant for lunch.

Feedback: Facilitators were unable to lead the participant one bye one for lunch as
the hall for refreshment as the hall were packed with the rest of the crowd.
Some of the teachers complained that their participants missed their meal
or so. Some teachers and followers were not corporative enough to give
space for students as they hang out there and chit chatting because of
boredom.

Issue 3) Miscommunication between Organizing team and facilitators team

Feedback: Facilitators faced difficulty to organize and manage the crowd as they
were receiving multiple instruction from various people of the
Organizing team. Instructions given contradict from each other with ever
changing tentative makes the scheduling and crowd management really
difficult. The head of department from Organizing team (MGB)were not
properly introduced.

5.4

Traffic Management
Issue 1) There is no specific people for traffic arrangement and parking.
Feedback: As there is no RELA or traffic manager arranged to manage the limited
parking space, a lot of parking conflicts happened and a facilitator had
to act as announcer to announce car blocks. Poor response from the
crowd as there is very limited parking space for them to park hassle
free.

5.5

Prize giving ceremony

Issue 1) Teachers received appreciation or participation gifts from the VIP.
Feedback: Students or participants (Young Scientists) were not allowed as only
teachers of representing schools were requested to be present on the
stage and receive their appreciation gifts. Moreover, only Top 10 ten
overall winners as well as winners of Innovation category were allowed
along with their teachers to receive gifts.

6.0

Attachments

Along With This Report Are Some Attachments For Your Reference:1) Pictures Of Perak State Level Science Fair For Young Children According To Event Slot.
2) Suggested Tentative By ProSA Team
3) Guidelines Given To Organizers (MGB) )- Areas To Be Covered During Science Fair For
Young Children (State Level)
4) Tentative Created By Mgb For The Event.

Prepared by
Shema Philomeena Sivabalan
Founder,
ProSA Team