Info for Students

The Capstone Design Expo provides an incredible opportunity to showcase your project to prospective employers, investors, and the public. Here are some quick tips to get you set up for a great first impression! The following information is for the Spring 2021 semester.

STEP 0: Register for the Expo

STEP 1: Review Judging Criteria and Awards

    1. Expo judging rubric
    2. Awards:
      • Best Overall Project Award – $3,000 for the team
      • Best Interdisciplinary Project Award – $1,500 for the team
      • Best project Award within a School – $1,000 for the team (one award per School of AE, Arch, BME, ECE, ISYE, ME, and ME/ID, Music, NRE, and PubP)
      • People’s Choice Recognition – The team with the highest votes from all attendees will be recognized
    3. Information shared with attendees and judges: Welcome Letter 

STEP 2: Prepare for the Expo

    1. Please TEST the compatibility of your system to access the virtual expo portal by clicking “START CHECKS” on this page: https://check.gatherly.io. Mobile devices are not supported and you will need Google Chrome or Firefox browser. If your system is compatible, then please take a 2-minute tutorial here: https://try.gatherly.io/. Feel free to check out this Gatherly YouTube playlist here.
    2. Designate one team member who can screen share the poster in the designated poster zone in front of the assigned table.
    3. Plan to attend the expo DEMO session on 16th April OR 19th April here
    4. Materials for the expo: Your section instructor will dictate the requirements for grading and the associated deliverables. The materials you create and share for the expo are primarily meant to increase your team’s chances to impress the judges and win the expo. The following materials must be uploaded on the expo website by 11:59 pm on 26th April (the day prior to the expo)
      • POSTER: Upload your poster as a .jpg or .jpeg file for your team’s submission. Note that your poster should be legible when viewing on your computer screen at 100% zoom settings. The size of your starting canvas could be set to 16 inches wide by 12 inches tall (which is 4:3 aspect ratio).
      • VIDEO: Post a web link for your 4-6 minute video. The video can be uploaded on your favorite media space (YouTube, Vimeo, etc.) and check to make sure anyone can view the video (do not set as private).
      • See example team from Summer 2020 expo

STEP 3: Attend the Expo

  1. Bookmark this link: https://www.capstone.gatech.edu/expo_live_students and it will update to the virtual expo on the day of the expo at 3:30 pm.
  2. Enter your name with your team table prefix. For example, “06-L: John Doe”, where ’06-L’ is the table number. Check your assigned table numbers here.
  3. Review floor plan here and plan to have your entire team present at the assigned table location. (A single user on Gatherly cannot screen share unless they are in a group and so the poster zone was removed from the floor plan) designate one team member to screen share the poster in the poster zone in front of your assigned table. This role can be rotated among team members. Alternatively, if you have an extra computer, then you can use the spare computer to screen share the poster. make sure to turn off the camera, mic, and speaker on this spare computer so as to not cause audio feedback/echo when interacting with judges/visitors.

STEP 4: Present to judges/guests at the Expo

  1. At the start of every quarter of the hour, your team will present a 4-6 minute elevator pitch of your project to anyone who has joined your team’s virtual “booth”. You may present live by sharing your slides or screen sharing your poster. DO NOT plan to screen share videos since the audio might not transmit well.
  2. You may place your team’s unique page link (from expo.gatech.edu) in the group chat and ask judges to view the poster and video if they would like to check it out
  3. You will then ask judges and visitors to ask questions by speaking or by typing on chat until the start of the next quarter of the hour.
  4. Repeat the above steps at 4:30pm, 4:45pm, 5:00pm, and so on until 6:45pm.
  5. Note that the maximum “huddle” size is 15. If your huddle size reaches this limit and you notice more judges wanting to visit your group, then you can split your team to accommodate interaction with more judges.

Other FAQ

    1. Tips from past students!
      • You will have a wide range of participants, some may have seen the video and poster beforehand, while some show up with a fresh look at the project. Be prepared to present to well-read and fresh individuals simultaneously.
      • DO NOT plan on sharing your video through a screenshare via Gatherly, as audio will not come through as intended. The video is a great supplement to your project, and all judges will be able to view the videos through the judging app. The video can also be shared as a link in your “Group Chat” on Gatherly. 
      • Be prepared for judges and attendees to make mistakes when moving from table to table. Be adaptable to change and random attendees joining, but keeping your presentation cycle to 15-minute increments will be your best bet for presenting to the judges.
      • Some judges may take longer to get to your table than others. It may be beneficial to have a minute or so built into the beginning of each rotation before you get into the grit of your presentation to make small talk or go over some pictures or video clips of your project. 
      • Prepare a few PowerPoint slides to share alongside your poster via a screenshare to judges and attendees during the 15 minute period. 
      • Support staff with names starting with :Support- will be available to message or meet, and are the best way to get assistance
    2. What is the dress code for the event?
      • Wear whatever you need to be successful. Most teams will be in business attire, but few also wear custom/themed attires including custom t-shirts. Your team will be judged by industry experts, alumni, faculty, and sponsors. Dress to impress!
    3. What is the schedule for the event?
      • 3:30-4:00pm: Online setup and check AV in the virtual “lobby” area
      • 4-4:15pm: Judges’ Briefing
      • 4:15pm: Judging begins (Judges are pre-assigned to 4-6 teams and so please be patient and remain at your table for the judge to find you)
      • 5:00pm: Expo open for general attendees and visitors to attend
      • 7:00pm: Awards Ceremony
    4. How many judges should we expect?
      • Teams are randomly assigned to judges based on their major preferences. A team should receive anywhere between 3-5 judges. They might all show up at the same time or at different times.
      • Judges will be identified with red-colored dot as shown in this example.
    5. What do we do if we win the expo?
      Make sure that each member of the team fills out this online form
    6. Have more questions about logistics?
      Send them to expo[at]capstone.gatech.edu