Volunteer and Organization Instructions

Thank you for volunteering for STEM Girl Day at UT Austin!

BOOKMARK THIS PAGE as it has all the information you need to have a successful STEM Girl Day experience.

Learn more about STEM Girl Day on the "About" webpage.

Read through the Organizer Guidelines, Schedules, Tips & Logistics document for all the information needed for you to have a successful volunteer experience at STEM Girl Day. 

Read through and be familiar with the resources linked on the sidebar to the right and the information below. The more you know, the better prepared you are for the day and the better the experience for all!

On this page:


STEM Girl Day Office Hours:

Join WiSTEM staff on Zoom for office hours to get your organization and volunteering questions answered. Drop in any time! Come and go as needed during any or all of the office hours leading up to STEM Girl Day!

  • Thursday, January 26, 8 - 9 a.m. CT - drop in any time!
  • Wednesday, February 1, 12 - 1 p.m. CT – drop in any time!
  • Thursday, February 2, 10 - 11 a.m. CT – drop in any time!
  • Thursday, February 9, 11 - 11:45 a.m. CT – drop in any time!
  • Wednesday, February 15, 12 - 1 p.m. CT – drop in any time!
  • Thursday, February 16, 3 - 4 p.m. CT – drop in any time!
  • Friday, February 17, 8 - 9 a.m. CT – drop in any time!
  • Tuesday, February 21, 9 - 10 a.m. CT – drop in any time!
  • Thursday, February 23, 12 - 1 p.m. CT – drop in any time!

Zoom Meeting: https://utexas.zoom.us/j/93290696236 - same link/number for any of the office hours
Meeting ID: 932 9069 6236
One tap mobile: +13462487799,,93290696236#

Volunteer Timeline:

All rooms will be open and tables/chairs set up by 10 a.m. Signs will be up by 10:30 a.m. Organizations should be ready to open activities by 11:15 a.m.

  • 08:00 a.m. - Girl Day coordinators check-in
  • 08:30 a.m. - Set-up volunteers check-in
  • 10:00 a.m. - Activity & organization leads check-in (you may arrive earlier for set-up; volunteer t-shirt distribution begins at 10 a.m. and will continue all day)
  • 10:30 a.m. - All early volunteers checked in by this time – breakfast bars and snack bars available for volunteers (lunch will not be provided)
  • 10:45 a.m. - Safety Training (link shared in February) for all volunteers (ensure all have watched the video or watch it together before STEM Girl Day opens - go through all safety information)
  • 11:15 a.m. - All activities ready to open to participants
  • 11:30 a.m. - Girl Day official start time
  • 03:50 p.m. - STEM Girl Day Closing - Community Parade (information link shared in February)
  • 04:00 p.m. - Activities formally close; Volunteers begin clean-up
  • 06:00 p.m. - Clean-up complete; buildings close

Parking, Directions, Maps

  • Volunteer parking will be available in the 27th Street Garage (109 W. 27th Street) with restricted access from 8:00 - 10:00 a.m. The Speedway Garage (105 E. 27th Street) will only open at 10:00 a.m. These two parking garages are free for the day for volunteers and participants. Paid parking is available in other campus garages. Volunteers are encouraged to carpool or take CapMetro if possible.
  • See Directions and Parking for additional parking details and maps.
  • See Campus Maps for a Google Map overview of STEM Girl Day.
  • See the "Activity and Organizations" Map PDF or locations, layouts, tables, chairs, water locations and more.

Check-in and Set-up

  • CHECK THE MAPS. Know where you are going! You will receive email communications as to where to check in and where you will be located for the day.
  • You may begin setting up whenever needed that morning. Buildings will open at 8 a.m. Rooms will be unlocked by 10 a.m. at the latest.
  • Tables/chairs/signs will be set up as quickly as possible by set-up volunteers starting at 8:30 a.m.
  • All activities will have signage. Plaza, hallway, or lobby activities will have 2 tables and 4 chairs.
  • Keep any additional signage or decorations within your activity space. Be respectful of others.
  • Volunteers should stop at the nearest building coordinator table beginning at 10 a.m. or whenever they arrive later during the day to pick up the following:
    • a Girl Day volunteer t-shirt to wear throughout the day to be easily recognizable to all visitors
    • a refillable water bottle (IF NEEDED); water refill stations will be available on the plazas as well as in the buildings – it is recommended you bring your own refillable water bottle
    • a protein or breakfast bar; lunch will not be provided; snacks will be available at the building coordinator table and information booths throughout the day for volunteers
    • an “I am a scientist” or “I am an engineer” or another sticker to help our guests see our volunteers as role models, scientists and engineers
  • Bring any needed or anticipated or emergency extension cords, power strips, hoses, technology, dongles and adapters, batteries, tape, hands-on activity materials, cleaning supplies, paper towels, etc. unless explicitly discussed and communicated with the organizers. These items are not provided.
  • NO SALES may happen on campus. Do not sell books, swag, or any items. Check with Tricia Berry if you are a student organization interested in selling food.

What is my role as a volunteer?

  1. Use research-based best practices in messaging and activity facilitation to engage girls (and all students) in STEM. See the Messaging and Role Models page for more information.
  2. Make the activity personally relevant. Ask the kids if they can think of something similar in their real life. Science and engineering are everywhere and it’s your job to help them see it.
  3. Provide specific and positive feedback and encourage a growth mindset. When you’re helping the participants, comment on the things that they can control. If you say “that was a really creative way to use the straws in your tower!” it is more positive and easier for them to control than just saying “that’s a smart tower design”. Feedback on attributes and behaviors you observe instead of vague compliments (that's smart, that's awesome, etc.) encourages the growth mindset students need. You want to encourage them to redesign with the materials they have to make their designs even better. Challenging participants to improve their designs encourages a growth mindset.
  4. Connect the activity to STEM! It’s not always as obvious to kids what the link to STEM is with your activity so be explicit. Point out the connection between the activity and how they are using math or science to make it work. Connect the activity to STEM in our everyday world and make comparisons to things students can see or touch in their daily lives. Our goal is for them to leave today feeling excited about the STEM in their worlds.
  5. Ensure the safety of our participants and volunteers. Ensure all participants are engaging with an adult. This is a chaperoned event and no student should be participating without an adult.
  6. Be identifiable. Wear your Girl Day shirt or organization shirt in order to be easily recognizable as a volunteer at Girl Day. 

Emergency Procedures:

IF YOU SEE SOMETHING, SAY SOMETHING! Call 911 and notify your building coordinators so they can notify WISTEM staff. All volunteers must watch the recorded volunteer training. The recording includes important information all volunteers should know about safety procedures, activity facilitation, messaging and more.

Lost Kids: Take lost children or adults to one of the following locations: 1) building coordinator station; 2) information tent; 3) WISTEM headquarters (SSB North Entrance Tent). 

First Aid: All building coordinators and information tents have first aid kits and materials to clean spills. Call 911 for any major medical emergencies.

Fire: If there is a fire – get yourself and participants out of the building. Please do not exceed your room capacity so we may stay in compliance with fire code. There should never be more people than there are seats in the room. If your room is full, encourage participants to wait a few minutes til space opens up or encourage them to come back to your activity later.

Disruptive Individuals: If you see a disruptive individual, note their appearance and notify 911 and/or WISTEM staff ASAP.

Armed Subject: If you see an armed subject, remember the five outs: get out (of the area), call out (to 911), keep out (lock or barricade doors), hide out (keep out of the line of sight), and take out (if no other options are available, you need to be prepared to put up a fight).

Weather Emergencies: For weather emergencies, keep everyone in the interior rooms of the buildings.

Bad Weather on Girl Day: Girl Day is too large of an event to be able to reschedule. Should we anticipate that weather be problematic, WISTEM will notify all organization leads regarding any activity relocations, delays, and other logistics.

University Emergency Webpage: https://emergency.utexas.edu/

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Thank you again for being a volunteer and thanks to our STEM Girl Day sponsors for helping us make this event happen. Have a great day!