This guide walks you through the final steps of launching your ProjectBoard showcase and provides strategies for effectively managing it once it's live. From pre-launch checks to post-event analysis, you'll find everything you need to ensure a successful STEM showcase experience.

Before Going Live: Final Checklist

Before launching your showcase to the world, complete this comprehensive checklist to ensure everything is ready:

Showcase Structure Review

• General Settings: Verify your showcase title, description, and custom URL are finalized
• Design Elements: Confirm your branding, colors, logo, and banner display correctly
• Project Templates: Double-check all sections, instructions, and requirements
• Timeline Configuration: Verify submission and showcase period dates and times
• Resources: Ensure all necessary documents and links for participants are uploaded
• Categories (if applicable): Confirm all categories are correctly set up and described

Technical Verification

• Preview Your Showcase: Click "Preview Showcase" to experience it exactly as participants will
• Check All Links: Verify that all resource links and embedded content work correctly
• Review Permissions: Ensure the correct administrators have access to manage the showcase

Important: Once your showcase goes Live, you cannot change the event title, description, URL or privacy settings. You also cannot modify the project template or edit the categories. Make sure these elements are finalized before proceeding.

Going Live with Your Showcase

When you're confident that everything is ready:

1. From the Showcase Builder, click the Launch Event button in the top-right corner
2. You'll see a confirmation dialog explaining which elements cannot be changed after going live
3. Click Confirm to publish your showcase
4. Your showcase is now accessible to participants via your custom URL

Immediately After Launch

Take these important steps right after your showcase goes live:

Communicate with Participants

• Send an announcement email to potential participants with:
  • Your showcase URL
  • Key dates (submission deadline, showcase period)
  • Brief instructions for getting started
  • Contact information for questions
• Share your showcase URL on social media, relevant websites, and with partner organizations

Monitor Initial Activity

• Check that the first few participants can access the showcase correctly
• Be prepared to answer initial questions from participants
• Stay alert for any technical issues that might need immediate attention

Managing the Submission Period

During the submission period, focus on these key activities:

Participant Support

• Response Time: Aim to respond to participant questions within 24 hours
• Technical Support: Address any issues participants experience with the platform
• Clarifications: Be prepared to provide additional guidance on project requirements
• Deadline Reminders: Send reminders as the submission deadline approaches

Submission Management

• Regular Review: Check new submissions at least every 1-2 days
• Timely Approvals: Aim to review projects within 48 hours of submission
• Constructive Feedback: For declined projects, provide specific guidance for revision
• Similarity Scanner: Monitor similarity reports for potential plagiarism issues

Tracking Progress

• Monitor the number of draft projects vs. submitted projects
• Identify participants who started but haven't completed submissions
• Send encouragement to participants with incomplete drafts
• Consider extending the submission deadline if circumstances warrant it

Preparing for the Showcase Period

As the submission period ends and the showcase period approaches:

Final Project Reviews

• Complete all pending project reviews before the showcase period begins
• Ensure all approved projects meet your quality standards
• Organize projects by category if applicable
• Verify that all team members are properly credited on projects

Showcase Preparation

• Add any featured projects to highlight exceptional work (this could be a custom "award" you set up in the Create Awards page of the Showcase Builder)
• Prepare communications announcing the start of the showcase period
• Brief judges or reviewers if your showcase includes a competition element

Community Engagement

• Prepare social media posts highlighting outstanding projects
• Create a plan for commenting on projects during the showcase period
• Consider hosting virtual "office hours" for Q&A during the showcase

Managing the Live Showcase

Once your showcase period begins:

Ongoing Administration

• Monitor showcase activity daily
• Respond to any inappropriate comments or content
• Address technical issues promptly
• Update any announcements or featured content as needed

Engagement Strategies

• Comment on projects to encourage interaction
• Highlight diverse projects to ensure broad visibility
• Encourage participants to view and comment on others' work
• Share standout projects on social media or in newsletters

Analytics Tracking

• Monitor visitor statistics on the Analytics page of the Admin Dashboard
• Track which projects receive the most views and comments
• Note any patterns in engagement (times of day, types of projects, etc.)
• Gather data to help improve future showcases

Post-Showcase Activities

After your showcase period ends:

Recognition and Awards

• Announce any winners or honorable mentions (don't forget to assign awards to the winning projects in the Give Awards page of the Showcase Builder so the awards are displayed on the ProjectBoard project)
• Send certificates or recognition to outstanding participants
• Highlight showcase statistics (total projects, visitors, comments, etc.)
• Thank all participants, sponsors, and supporters

Gathering Feedback

• Send a survey to participants about their experience
• Ask what worked well and what could be improved
• Collect testimonials for future showcase promotion
• Document lessons learned for your next showcase

Project Preservation

• Decide whether to keep the showcase accessible as an archive
• Communicate to participants how long their projects will remain visible
• Export any data or analytics you want to preserve

Transitioning to Your Next Showcase

As you wrap up your current showcase, lay the groundwork for future success:

Documentation

• Create a showcase report summarizing participation, highlights, and outcomes
• Document processes that worked well and areas for improvement
• Save templates and resources that can be reused
• Note any feature requests or ideas for your next showcase

Planning Ahead

• Set preliminary dates for your next showcase
• Consider creating a "showcase template" based on your successful event
• Build on relationships formed with participants, judges, and sponsors
• Explore additional ProjectBoard features for your next showcase

Troubleshooting Common Issues

Participant Access Problems

• Issue: Participants can't access the showcase
• Solution: Verify the URL is correct and the showcase is Live and within the Project Submission period; check if participants need to create accounts

Submission Difficulties

• Issue: Participants can't submit completed projects
• Solution: Verify that all required fields are completed and the submission period hasn't ended

Timeline Adjustments

• Issue: Need to extend submission or showcase periods
• Solution: In the Timeline section, adjust dates as needed (this can be done even after going Live)

Technical Glitches

• Issue: Unexpected platform behavior
• Solution: Contact ProjectBoard support at support@projectboard.world

Best Practices for Showcase Success

1. Communicate Clearly: Provide detailed instructions at every stage
2. Be Responsive: Address questions and issues promptly
3. Create Community: Encourage interaction between participants
4. Plan for Contingencies: Have backup plans for common issues
5. Document Everything: Keep records of decisions, statistics, and feedback
6. Celebrate Success: Recognize achievements and participation
7. Iterate and Improve: Use each showcase as a learning experience