Start with strengths and availability
Science Olympiad's coach guide notes that a team may have 15 students covering 23 events. Start with each student's strengths, interests, availability, practice history, and partner needs.
Use anonymous student codes in the worksheet. Keep names and private availability details outside it. Fill each code's strongest event first, then check who is carrying too much.
Put the actual tournament schedule on the grid
Use schedule block labels to check overlapping assignments in the worksheet. Check rooms and walking time separately against the tournament schedule; leave student location details out of the worksheet.
Check participant counts and event requirements in the current official rules. Link to the current official rules instead of copying event requirements into the planner.
Who can cover an absence?
Add a backup for events where an absence or conflict would leave no coverage. Note whether the backup has practiced, reviewed the binder, or handled the build device.
Cross-train for the gaps that have a realistic second person. Every student does not need to learn every event.
Packing starts with the final event grid
For each event, note who is responsible for notebooks, devices, build items, chargers, tools, and any other allowed materials. Check every item against current tournament instructions.
Print the event grid for the coach binder and a separate packing list by event or owner. Keep private student and family details out of both.
Sources & local guidance
Source links checked July 31, 2026
Use official Science Olympiad rules, schedules, and tournament instructions.