Overview

Setting up your regional STEM fair event in the YSC Portal is a crucial first step in managing your fair. This article guides you through creating a new event from scratch or duplicating a previous year's event to save time and maintain consistency.

Unlike in Portal 1.0, only regions who are using the YSC Portal to run their regional STEM fair are required to create an event. 

Before You Begin

Before creating your regional STEM fair event, ensure that:

1. Your region has completed the annual affiliation process with Youth Science Canada
2. You have logged into the YSC Portal as a regional coordinator
3. You have indicated that you will be using the YSC Portal to manage your fair (see below)
   

Option 1: Duplicating a Previous Year's Event (Recommended)

If your region has used the YSC Portal in previous years, duplicating an existing event is the quickest and most efficient method.

Step 1: Access the Events Manager

1. In the left sidebar, click on Assets
2. Select Events Manager
3. You will see a table listing all past events for your region
   

If you don't see any events listed, check that you're viewing the correct year by clicking the filter icon and selecting previous years from the dropdown.

Step 2: Duplicate the Event

1. Find the event from the previous year that you want to duplicate
   

2. Click the checkbox to the left of that event
3. From the Choose an option dropdown menu, select Duplicate Event
4. Click the blue action arrow to the right of the dropdown menu
   

Step 3: Select Items to Duplicate

A dialog box will appear asking which additional items you want to copy from the previous event:

• Awards and Award Prizes - Select if you'll be using the same awards
• Sponsors - Select if you'll have the same sponsors
• Surveys - Select to keep any custom questions you created for participants
  

Documents uploaded to image/document survey questions are not duplicated. You will need to re-upload these attachments after duplicating your event.

Click Duplicate Event to proceed.

Step 4: Update the Duplicated Event

After duplication, you'll need to update the event details for the current year:

1. In the Events Manager, find your newly duplicated event

2. Click the pencil (edit) icon to the right of the event

3. Update the following information:

   • Event Year - Change to the current year
   • Event Start/End Date - Update to your current fair dates
   • Registration Start/End Dates - Set appropriate dates for the current year
   • Judging Date(s) - Update to reflect your current schedule

4. Review other settings and make any necessary adjustments

5. Click Update Event to save your changes

Option 2: Creating a New Event from Scratch

If this is your first time using the YSC Portal or you prefer to start fresh, you can create a new event.

Step 1: Create the Event

Click the Create Event button.

Step 2: Configure Basic Event Details

Fill in the following required information:

1. Event Name - Enter your regional fair's name with the year (e.g., "Central Region STEM Fair 2025")
2. Active - Set to "Yes" to make the event visible and functional
3. Portal Sidebar Menu Name - A shorter name that will appear in the sidebar menu (keep this concise)

Step 3: Set Event Dates and Settings

Configure the following date settings:

1. Event Year - Select the current year
2. Event Start/End Date - The actual dates of your fair
3. Student Registration Start/End Date - When students can register for your fair
4. Judge Registration Start/End Date - When judges can register
5. Judging Orientation Type - Select your preferred method (in-person, virtual, etc.)
6. Judging Date(s) - When judging will occur

If using ProjectBoard:

• Project Lock Date - When projects will be locked for review
• Project Unlock Date - When projects will be unlocked after the fair

Step 4: Configure Advanced Settings

Scroll down to set these additional options:

1. Maximum Students Per Project - Set to 2 if you want to match CWSF requirements
2. ProjectBoard - Choose whether it's required, optional, or not used
3. Minimum/Maximum Grade - Set the grade range for your fair
4. Event Modules - Select which features you want to use (judging, awards, etc.)

Step 6: Save Your Event

Click Create Event to finish setting up your regional fair event.

After Creating Your Event

Once your event is created, you'll need to configure additional settings:

1. Categories - Set up grade categories (e.g., Junior, Intermediate, Senior)
2. Challenges - Create scientific categories or challenges for your fair
3. Surveys - Set up any additional questions you want to ask participants
4. Project Types - Configure if needed (defaults to Discovery and Innovation)

You'll also need to locate and share your registration links:

1. Go to Assets → Events Manager
2. Find your event and click the eye (view) icon
3. Scroll down to find the student and judge registration links
4. Share these links on your website or in communications with schools and potential judges

Tips for Successful Event Creation

• Plan ahead: Have your fair dates and registration periods determined before setting up the event
• Be consistent: Use the same naming conventions and settings from year to year (i.e add the Year to your event name so it is easier to differentiate between events when viewing them in the Events Manager table)
• Check settings carefully: Incorrect dates or settings can cause confusion for participants
• Secure your links: Only share registration links through official channels

Troubleshooting

• Can't see previous events? Use the filter to change the year view
• Event not appearing in sidebar? Make sure the event is set to "Active"
• Need to change settings after creation? You can edit most settings at any time through the Events Manager

If you need further assistance, contact Youth Science Canada at support@youthscience.ca.