Tips on recruiting volunteer proctors for regional tournament?

[Susy Kim]

Hi 

I'm new to serving as a head coach for the Division B Science Olympiad and am having trouble finding folks to volunteer as proctors for our regional tournament. We are required to provide 2.  

I'm wondering how other teams handle this problem of inertia?

Thank you,

Susy

[Harpreet Bal]

Look for parents who do coaching or high school students, they will get volunteer hours for proctoring.

I hope you will be able to find some.

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Sent: Thursday, January 29, 2026 15:06
To: Science Olympiad Coaches <scienceolym...@googlegroups.com>
Subject: [Science Olympiad Coaches] Tips on recruiting volunteer proctors for regional tournament?

 

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[OceanAir SciOly]

Hi Susy,

One strategy we use to encourage volunteering is to inform parents that student wristbands will not be released until the required proctor spots are filled. Since students cannot compete without their wristbands, this typically helps motivate parents to sign up quickly.

Best regards,

OceanAir SciOly

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[Sara Cupp]

Atwell is a sponsor of SciOly nationally. If you have an office nearby, they may also be able to help. Other businesses-especially in sciences-may be willing to ask employees. 

Parents should be able to help you out! We’ve noticed parents are much more responsive to WhatsApp than emails. 

Good luck!! Sara

Eastlake High School SciOly

Sara J. Cupp

sara...@gmail.com

Cell:      425-753-0540

On Thu, Jan 29, 2026 at 3:07 PM Susy Kim <the....@gmail.com> wrote:

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[Susy Kim]

Thanks for all your suggestions, folks. I'm going to try them out!

Susy

[Larry Hsieh]

Also if you have school admin support, having them send emails on your behalf can also be effective. 

One trick I got from a sports club coach who does this, is to set the expectation that parent volunteering is required otherwise there will be a volunteer opt-out fee. I discovered that several community sports will do this to "gently" encourage parents to volunteer. Be too late to implement now but something to consider at the start of the year.

Good luck!

-larry

Westpark Elementary SciOly

[Shvetha Soundararajan]

Or like the airlines do, announce $100 gift cards for parent volunteers - you will get a line to choose from :)

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