Collegiate Sections C051-U. of Professional C002-Houston Area C056-Prairie View A&M Section C008-Space Center Houston C057-Rice University Collegiate $ C051-70% Professional $ C002-0% commitment % C056-10% commitment % C008-0% C057-10%

Collegiate Contact Information: Professional Contact Information: Name Rachel Danek Jones Name Lindsay Laskowski Position Conf. Co-Chair (C051) Position Conf. Co-Chair (C002) E-mail [email protected] E-mail [email protected] Phone (979) 877-9027 Phone (281) 467-8641

Collegiate Contact Information: Professional Contact Information: Name Jabreel Walker Name Heather L. Jones Position Conf. Co-Chair (C056) Position Conf. Co-Chair (C008) E-mail [email protected] E-mail [email protected] Phone (972) 977-4813 Phone (281) 483-1582

Collegiate Contact Information: Professional Contact Information: Name Lily Banerjee Name Amy Yip Position Conf. Co-Chair (C057) Position Conf. Co-Chair (C002) E-mail [email protected] E-mail [email protected] Phone (281) 236-3493 Phone (281) 216-8174

Conference Theme: “Energizing Engineering”

Proposed Dates: 1. Feb. 6 – 8 2. Jan. 30 – Feb. 1 3. Feb. 27 – March 1

Attached are Details for: A. Conference Committees B. Conference Theme or Focus C. Proposed Dates D. Description of Location E. Hotel Accommodations & Pricing F. Meeting Room Facilities G. Proposed Agenda H. Potential Speakers &/or Tours I. Preliminary Budget J. Sponsorship Fundraising Plan Contents

A. Conference Committee ...... 1 B. Conference Theme or Focus ...... 2 C. Proposed Dates...... 3 D. Description of Location ...... 5 E. Hotel Accommodations and Pricing ...... 7 F. Meeting Room Facilities ...... 8 G. Proposed Conference Agenda ...... 10 H. Potential Speakers and/or Tours ...... 13 I. Preliminary Budget ...... 17 J. Sponsorship/Fundraising Plan ...... 19 K. Responsibility Commitments ...... 20 L. Planning Schedule ...... 21 M. Awards/Gifts ...... 23

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A. Conference Committee

We expect that the majority of the support for the conference will come from three collegiate sections, totaling 108 members: • University of Houston (UH) • Prairie View A&M (PVAMU) • Rice University (Rice), and two Professional sections: • Houston Area (HA) • Texas Space Center (TSC). 11 professionals have actively expressed interest by e-mail and by attending two meetings, which were held to discuss the bid. Furthermore, in addition to the co-chairs listed, there are 30 confirmed student supporters who have actively signed-up and participated in the 5 different committees.

Lastly, high school students associated with the Prairie View Junior Section can provide additional support. As volunteers in the conference, these high school students will be exposed to the benefits of SWE and inspired to pursue their interests in engineering.

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B. Conference Theme or Focus

“Energizing Engineering” - Houston is recognized as the “Energy Capital of the World” and is home to many energy companies. “Energizing Engineering” is a universal title that can also attract other industries, such as aerospace and health care. With this theme, we want to concentrate on how SWE can energize individuals as as engineering as a whole. As individuals, SWE members are promoting equality in the workforce and trailblazing new developments. As a whole, SWE provides a support structure and network for engineers and opportunities for students and collegiates to grow and increase their understanding and interest in engineering.

Women in engineering across the region are powering industry. They are the catalysts that drive innovation and collaboration across all sectors. We would like to provide the attendees with a toolbox of new ideas, connections, and skills to give them the power and energy they need to be successful. We would like the conference to be a leadership venue, showcasing the many achievements of women in engineering in Region C.

As part of this theme, we will have a “Successful Outreach” session, have a presentation on “Advancing the Educational Pipeline of Women in Engineering,” and hear a key note from a former female astronaut on how she energized engineering and how it empowered her.

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C. Proposed Dates

This first date, Feb. 6 – 9, is the day after the UH Career Fair and thus, more companies can be expected. This would allow the out-of-town companies the opportunity and incentive to attend a second recruiting event on the same trip.

Also, the SWE-UH co-hosts the UH career fair, which would allow us to advertise the event at the same time. There could be an incentive given to companies willing to sign up for both career fairs, such as a discount from the normal cost of a booth at SWE Conference. This would also allow companies to go through one contact rather than two. The second date, Jan. 30 – 1, could also offer this advantage.

Furthermore, because this is early in the semester, not only will companies have more open positions, but more collegiate members will be looking for internships and less will already have one. Again, Jan. 30 – 1, could also offer this advantage.

All dates listed do not conflict with E-Week (Feb. 15 – 21) or the UH and PVAMU Spring Break (March 15 – 21). The third date, Feb. 27 – March 1, conflicts with the first weekend of Rice’s Spring Break, but we do not think this will be an issue. Furthermore, there isn’t a conflict with any known conferences by other professional organizations (ASCE, ASME, AIChE, NSBE, IEEE, IIE, MAES, and SHPE). No other SWE Regional Conferences are known, and thus cannot be considered.

Attached is a calendar that visualizes important dates and other conferences as well. Please see below.

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Sun Mon Tue Wed Thu Fri Sat Sun Mon Tue Wed Thu Fri Sat 1 2 3 1 2 3 4 5 6 7 New 2nd 1st 1st Year’s Proposed Proposed Proposed Day Date Date Date

4 5 6 7 8 9 10 8 9 10 11 12 13 14 1st Proposed Date

11 12 13 14 15 16 17 15 16 17 18 19 20 21 E-Week January January February

18 19 20 21 22 23 24 22 23 24 25 26 27 28 MLK 1st Day of 3rd 3rd Class Proposed Proposed Date Date

25 26 27 28 29 30 31 2nd 2nd 2009 Proposed Proposed 2009 Date Date

Sun Mon Tue Wed Thu Fri Sat Sun Mon Tue Wed Thu Fri Sat 1 2 3 4 5 6 7 1 2 3 4 RICE RICE Spring Spring Break Recess

8 9 10 11 12 13 14 5 6 7 8 9 10 11 PVAM Reading Day

15 16 17 18 19 20 21 12 13 14 15 16 17 18

UH & PVAM NSBE April March March Spring National Break

22 23 24 25 26 27 28 19 20 21 22 23 24 25 Rice Finals Start

29 30 31 26 27 28 29 30 AIChE 2009 2009

D. Description of Location

The SWE 2009 Region C conference, will take place in , Texas. Downtown Houston is the nucleus of the fourth largest city in the United States. There are three major interstate highways that form the boundaries of the area: I-10 on the north, U.S. 59 on the east and I-45 on the south and west. It offers easy access and public transportation which includes the Houston Metro bus system and a LightRail (4 blocks) system (http://ridemetro.org/). Houston is centrally located in Region C and readily accessible by low-cost flights.

NEARBY AIRPORTS The Major Houston Airport System includes: • George Bush Intercontinental Airport/Houston (IAH) – 23 miles north of Downtown Houston. o Served by 23 scheduled passenger airlines. This convenient passenger gateway is the largest hub airport for Continental Airlines, and numerous other carriers also offer domestic and international air service. Over 150 destinations worldwide are accessible through nonstop or direct flights. Convenient access to the airport is provided by , U.S. Highway 59, the Hardy Toll Road, and the Sam Houston Toll Road (Beltway 8).

• William P. Hobby Airport (HOU) – 7 miles south of Downtown Houston o Served by 8 scheduled passenger airlines and is the largest hub airport for Southwest Airlines. Other carriers also offer domestic air service through Hobby Airport. Only U.S. destinations are served through Hobby. It is readily accessible via major thoroughfares and freeways to the entire metropolitan area. Interstate Highway 45 borders Hobby.

SPECIAL ATTRACTIONS Downtown Houston offers something for everyone. They are listed below with the distance from the hotel. • Downtown Aquarium (1.5 miles)– This 500,000-gallon underwater adventure complex includes a Ferris wheel, an aquatic carousel, Shark Voyage, a white tiger exhibit and a restaurant. • Theater District (5 blocks)– A 17-block area that is resident to major performing arts companies like the Houston Grand Opera, the Houston Ballet, the Houston Symphony and the . Composed of five performing arts venues, the Theater District is home to musical theater troupes like Theatre Under the Stars and Broadway in Houston. Innovative local groups like Uniquely Houston, Dominic Walsh Dance Theater and Da Camera also make their home in this hub of performing arts. • Sporting Attractions – Downtown Houston is home of the Houston Astros 2005 National League Champions at the (less than 1 mile). Also, the (5 blocks) is the home of NBA champions of 1994 and 1995, the Houston

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Rockets, the WMBA Houston Comets, and the Houston Aeros, a member of the American Hockey League. • Restaurants – Downtown Houston offers about 300 restaurants. Anything from cravings for pizza to the most refined tastes can be satisfied in a short radius. Popular restaurants include: The Downtown Aquarium, Azuma (sushi), Benihana, Droubi Bros. Mediterranean Grill, Hard Rock Café, Josephine’s Italian Ristorante, New York Pizzeria and Italian Restaurant, The Spaghetti Warehouse, and Spindletop (Hyatt Regency’s revolving restaurant). • Night Life – Main Street constitutes Houston’s hub for nightlife. Pubs like Slainte, Shay McElroy’s and the Flying Saucer Draught Emporium are popular with beer lovers, while La Carafe, Houston’s oldest bar, is a romantic date spot. Listen to live jazz at Sambuca or Red Cat Jazz Café. Other live music performances can be found at the Engine Room, Continental Club, and Warehouse Live. Houston offers $6 taxi fares anywhere downtown, and there is LightRail (4 blocks) transportation for $1. • Underground – There is a whole world of life underneath the streets of Downtown Houston. The 6.3-mile Houston System connects office buildings throughout Downtown. Inside the , mainly open Monday-Friday during business hours, you can find restaurants, coffee shops, newsstands, dry cleaners, salons, shops, and anything you could possibly need during your workday. • Museums – Located only a few minutes from Downtown, and accessible from the LightRail (4 blocks), Houston’s Museum district offers one of the most diverse samples of culture in the country. There are almost 20 museums in the district alone, not including surrounding museums throughout the city of Houston. The district includes: o Buffalo Soldiers National o Museum of Natural Science Museum o Museum of Fine Arts o Children’s Museum o Houston Zoo o Contemporary Arts Museum o Rothko Chapel o Health Museum o for Photography o Holocaust Museum

For more information, please visit: www.houstondowntown.com or www.visithoustontexas.com or www.visithouston.com

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E. Hotel Accommodations and Pricing The hotel proposed for this conference is the Crowne Plaza hotel in Downtown Houston. There is a tentative hold on 75 rooms, workshop and meeting rooms, and a banquet room for the career fair. The hotel rooms are offered at a discounted group rate of $109, as well as 4 free upgrades to Junior Suites, and a complimentary room for every 50 rooms filled. There is valet parking only, discounted to $10 per night, but we plan to ask KBR to donate their garage (connected by Sky Walk) so that anyone driving can park for free.

The 1st floor will be where registration will be. There is a 1st floor atrium that we will utilize for a SWE Boutique. It is three steps up from the first floor on its own platform.

The Crowne Plaza is situated in the heart of the city, approximately • 12 miles from William P. Hobby Airport • 21 miles from Bush Intercontinental Airport • 1 block from the Chevron building, which is where we purpose to hold the sessions With 11,000 square feet of meeting and banquet space, the Crowne Plaza Houston-Downtown can accommodate meetings from 10 – 300 people. They offer on-site Audio-Visual Services, Wireless High Speed Internet Access, and a dedicated Crowne Meetings Director. Please refer to the attached documentation for meeting rooms’ description, which includes layout diagrams and capacity.

The guest room includes several amenities, but the most important include • Complimentary broadband high-speed Internet access • Coffee maker station • Work desks • Refrigerators are available at a cost of $10 per night

Furthermore, some the amenities the hotel offers are • Wireless High Speed Internet Access in Public Areas (complimentary) • 24-hour Fitness Facility • Swimming Pool • Business Center (complimentary with printer)

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F. Meeting Room Facilities The meeting rooms furthermore are complimentary (normally $6,000 per day) if 90% of the rooms blocked are filled.

There is the Bluebonnet ballroom available for which can be used for meals, the career fair, and for meetings. It is 77’ x 58’ and can sit 300 people banquet style.

There are three meeting rooms available to sit at least 100 people at once, which are Bluebonnet A & B and the Bayou Room. There are nine other rooms available for smaller sessions, meetings, and interviews. There will be at least one meeting room reserved for any members and officers who want to have meetings outside of the schedule. There will also be meeting rooms reserved for companies to hold interviews if desired.

In addition, with the help of SWE Chevron employees, we were given the opportunity to use some of Chevron’s meeting rooms free of charge in their building, which are only 1 block from the hotel. Formally known as the Enron building, Chevron has six meeting rooms that can accommodate 75 each, theatre style, for the sessions. They take up the entire 40th floor, and each room looks out at the Houston skyline. Also, the rooms are equipped with the necessary Audio & Visual equipment and have credenzas for drinks. There is a break area in the lobby for snacks and beverages. The Chevron Building also has a wide-open area on the 2nd floor that can be used for Casino Night if desired.

See the hotel layout on the next page for more details on Crowne Plaza meeting rooms.

Entertainment: Our proposed schedule includes a Dessert Gallery, which will function similar to hospitality suites. The entire 2nd floor of the hotel is available for this event. We also propose a Casino Night for networking. For this purpose, a party company will be hired to host the event. The game night will be held at the hotel, but the 2nd floor of Chevron is also available. Lastly, there will be a Game Night at the end of Friday Night’s dinner, which will be held in the Bluebonnet Ballroom. Chevron

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G. Proposed Conference Agenda

FRIDAY 7:30 AM – 7:00 PM Conference Registration 9:00 AM – 1:00 PM Tours and/or Activities 1:30 PM – 5:30 PM Main Tour: NASA 6:00 PM – 7:00 PM Session 1 7:00 PM – 8:30 PM Opening Dinner (“Are You Smarter than a Collegiate Member?” will be played towards the end) 8:30 PM – 10:00 PM Dessert Gallery

SATURDAY 6:00 AM – 10:00 AM Hotel Breakfast 8:00 AM – 2:00 PM Conference Registration 6:30 AM – 7:30 AM Career Fair Set-up 7:30 AM – 11:00 AM Career Fair 9:00 PM – 10:00 PM Session 2 10:00 AM – 11:00 AM Session 3 11:30 AM – 1:00 PM Lunch with Professional Fashion Show 1:00 PM – 2:00 PM Session 4 2:00 PM – 3:00 PM Session 5 3:30 PM – 4:30 PM Separate Regional Meetings 4:30 PM – 6:00 PM Joint Regional Meetings 6:30 PM – 8:30 PM Closing Dinner (Keynote and Regional Awards) 9:00 PM – 11:00 PM Casino Night and Basketball Game

SUNDAY 8:00 AM – 9:00 AM Send-off Breakfast (SME Bowl Practice) 9:00 AM – 10:30 PM “How to Bid for a Region C Conference” 10:30 AM – 1:00 AM Explore Houston

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Friday 8:00 AM 8:30 AM 9:00 AM 9:30 AM 10:00 AM 10:30 AM Museums Tour/Activity Company Tous 11:00 AM 11:30 AM 12:00 PM Registration/ SWE 12:30 PM Boutique 1:00 PM 1:30 PM 2:00 PM 2:30 PM 3:00 PM Main Tour: NASA 3:30 PM 4:00 PM 4:30 PM 5:00 PM 5:30 PM 6:00 PM Resume Workshop Personal 1 - - SWE CLCC 6:30 PM 7:00 PM Opening Dinner 7:30 PM ("Are You Smarter than a Collegiate Member?") 8:00 PM 8:30 PM 9:00 PM Dessert Gallery/Hospitality Suites 9:30 PM 10:00 PM

Saturday 6:00 AM 6:30 AM Set-Up 7:00 AM Breakfast (Hotel Restaurant) 7:30 AM 6 am - 10 am 8:00 AM 8:30 AM 9:00 AM - - Technical 2 Professional 2 SWE LCC Career Fair 9:30 AM 10:00 AM - - Technical 3 Professional 3 - 10:30 AM Registration/ SWE 11:00 AM Boutique 11:30 AM Lunch 12:00 PM "Professional Fashion Show: Working the Professional Runway" 12:30 PM 1:00 PM Collegiate 4 Personal 4 Technical 4 Professional 4 SWE CLCC Chevron Tour 1:30 PM 2:00 PM Collegiate 5 Personal 5 Technical 5 Professional 5 SWE LCC Chevron Tour 2:30 PM 3:00 PM 3:30 PM Separate Meetings 4:00 PM 4:30 PM 5:00 PM Joint Meeting 5:30 PM 6:00 PM 6:30 PM 7:00 PM Closing Dinner (Keynote, Awards) 7:30 PM 8:00 PM 8:30 PM 9:00 PM 9:30 PM Activity 1 (Casino) Activity 2 (Basketball Game) 10:00 PM 10:30 PM 11:00 PM

Sunday 8:00 AM 8:30 AM Send-Off Breakfast (SME Bowl practice) 9:00 AM 9:30 AM 10:00 AM How to Bid 10:30 AM 11:00 AM 11:30 AM Explore Houston 12:00 PM 12:30 PM 1:00 PM The following is an explanation of the schedule.

The main tour is in the afternoon on Friday to allow everyone to attend without missing anything else and to encourage attendance on Friday. The other tours are only offered on early Friday because we did not want conflicts with the sessions.

The Game Show, “Are You Smarter than a Collegiate Member” will start towards the end of the dinner. Prizes will be given. The “Dessert Gallery” will be similar to the hospitality suites at the National Conference where each company will have the opportunity to host a station that offers different desserts. This is to encourage networking amongst the companies and students before the Career Fair. Furthermore, as an incentive, students will receive a sticker for each company they visit. If they have at least 3 stickers, they can be entered into a drawing, and they can only be entered once. A National SWE and Section booth will be provided at the Dessert Gallery for networking with other SWE members and to host the “Upgrade Social.” The upgrade raffles will be done at different times through the night.

For Saturday, the breakfast will be at the hotel restaurant using a flexible voucher system. This will allow attendees to go to breakfast at their convenience, which starts at 6:00 AM.

The Career Fair is compacted to 4 hours to promote attendance from the beginning, and so it will not conflict for collegiate members. Also, the beginning of the career fair has no conflicts for those wanting to attend it as well as the sessions starting at 9 am. The sessions are geared towards for those not looking for internships, and thus won’t be attending the career fair.

The remaining sessions will be held in the Chevron Building connected to the hotel. A Chevron 3D visualization tour will be offered as a tour in conjunction with each time slot, so that attendees will have two options.

Everyone will then walk back after all the sessions for the Separate and Joint Region C meetings in the Crowne Plaza. The two Region C meetings are offered on Saturday because of the comment that attendance was low on Sunday.

The after-dinner activities offered are a Casino Night, which was highly requested by professionals, and a basketball game. For the basketball game, we will offer companies the opportunity to host a suite, and the suite will be filled on a “first-come-first-serve” basis. For the Casino Night, everyone will get the same number of chips, and a number of prizes will be given for those who have the most in the end. Games will consist of the usual casino games, as well as board games.

For those willing to checkout late on Sunday, we will offer a packet of information about places to tour and explore in Houston, like the Galleria, a large upscale shopping center. The hotel has an area to hold luggage after checkout for those wishing to extend their stay in Houston. Depending on popularity, we may arrange a formal tour with transportation.

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H. Potential Speakers and/or Tours A few of the Houston area engineering companies include: • Anheuser-Busch • GE • Baker Hughes • Halliburton • Bayer • HP • Bechtel • Jacobs • Boeing • KBR • BP • Lockheed Martin • Cameron • Lyondell-Basell • Caterpillar • NASA • Continental Airlines • Rohm and Haas • Chevron • Schlumberger • Dow Chemical • Shell • DuPont • Siemens • ExxonMobil • (43 institutions, • Fluor largest in the world) • FMC Technologies • United Space Alliance • Frito Lay • Valero

The tours we propose are: NASA (Main Tour, 25 miles) – With this behind-the-scenes journey through NASA's Johnson Space Center, visit the Historic Mission Control Center, the Space Vehicle Mockup Facility or the current Mission Control Center. Our contact is Heather Jones, who works at NASA.

The Health Museum (12 min via LightRail) – Houston's most interactive science-learning center and a member institution of the world-renowned Texas Medical Center. The Museum's permanent exhibit, the Amazing Body Pavilion, gives visitors a larger-than-life look at the human body and how it works.

Texas Medical Center (15 min via LightRail) – Among the renowned institutions that are a part of the TMC are the University of Texas M.D. Anderson Cancer Center, one of the world's leading cancer treatment and research centers; Texas Children's Hospital, an international leader in pediatric medicine; and Texas Heart Institute at St. Luke's Episcopal Hospital, a leader in heart treatment.

Chevron 3D Visualization Tour (1 block) – In order to insure balanced and complete utilization of an oil field reservoir, producers need to understand the complex 3D structure of a reservoir and the fluid movement within it. A reservoir simulation can provide guidelines for hydrocarbon recovery. Come experience firsthand the tools utilized to make drilling and production systems – see the reservoirs from a 3D image!

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The Houston Museum of Natural Science (12 min via LightRail) – The spectacular exhibit halls and state-of-the-art venues offer remarkable insight into the world around us, from the age of dinosaurs to the era of space exploration. The museum also hosts the Cockerell Butterfly Center, which showcases hundreds of live butterflies, an IMAX theater, and the Burke Baker Planetarium.

St. Arnold’s Brewery (15 min) – Visitors will be offered the unique opportunity of touring Houston’s first microbrewery and Texas’ Oldest Craft Brewery. This special tour will include an in-depth look at the engineering principles and science behind the business of beer.

CenterPoint Energy Tour (6 blocks) – This tour features an energy company that provides energy to the nation’s fourth largest city as well as natural gas to several other states. CenterPoint specializes in electric transmission and distribution, natural gas distribution, interstate natural gas pipelines, field services, and natural gas sales and services. CenterPoint holds to its core values, while constantly working “to be recognized as America’s leading energy delivery company...and more”.

Potential speakers include: Name Topic Helen Perry Engineering Style Leslie Coward Internships/Career Services for Students Pamela Grant Job/Career Choices Suzie Wilson Fashion Show Ray Piper Five Ways to Manage Your Manager Kathryn Watson Time Management Roberta Bondar Vision and Leadership, Innovation & Chaos, Medicine, (astronaut, space medicine) Space Exploration, Creativity, Teamwork, Challenges, Ethics and Reality, Flexible Thinking Dr. Julie M. Trenor Advancing the Educational Pipeline of Women in Engineering Dr. Wyatt Marketing and Selling Yourself Dr. Gelb Health care marketing, Advertising, Antecedents and consequences of purchase based on company actions/reputation rather than products themselves Lynn Matlock Hicks Cracking the Code of the Unwritten Rules Dr. Rebecca Richards- New Microscopes for Real Time Imaging: Improving Kortum Worldwide Efforts to Eliminate Cervical Cancer Danielle Forget & Tricia 825 Basics Berry Leadership Coaches CLCC & LCC

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Potential Topics COLLEGIATE TRACK • From College to Work (Recent Graduates Panel) • Resume Writing & Interview Skills • How to Evaluate Job Offers (may include coops / internships) • Licensure Exams 101 • Graduate School Panel • Marketing Yourself: Perfecting your Elevator Speech • Presentations 101 • How to get the most out of your academic preparation

PERSONAL DEVELOPMENT • Dealing with Difficult People • Diversity issues for Women of Color • Women's Health • Personal Safety Protection • Financial / Estate Planning • Life Balancing • Dining Etiquette • Relax • Energizing and Revitalizing Your Life

TECHNICAL • "Advancing the Educational Pipeline of Women in Engineering: • Developing Research-Based Outreach, Recruitment and Retention Programs" • New Microscopes for Real Time Imaging: Improving Worldwide Efforts to Eliminate Cervical Cancer • Environmental/Going Green • OSHA or EPA • Alternative Energy Panel • ENSR

PROFESSIONAL DEVELOPMENT • "Cracking the Code of the Unwritten Rules: 6 Key Factors for Women's Career Advancement" • Becoming a P.E. • Cross-Generational Communications • Working Overseas: Global and Business Etiquette • Refining Your Presentation Skills • Pursuing Continuing Education • Engineering Ethics • Project Management

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SWE • SWE Careers • Event planning • Leadership Coaching • Building SWE Membership • How to Bid for a Regional Conference • Fund Development & Securing Financial Sponsorship

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I. Preliminary Budget This budget is for a conference based on 150 collegiate members and 75 professional members. Late registration fees and any optional meals are not included.

Income Company sponsorship 5 @ $5,000 $25,000 15 @ $1,000 $15,000 Registration Fees Collegiate 150 @ $30 $4500 Professional 75 @ $70 $5250 Total $49,750

Expense Hotel Meeting Room Expenses 10 @ $0 $0 Collegiate Guestroom Deduction 150 @ $20 $1,500

Food: Friday Dinner 250 @ $30 $7,500 Saturday Breakfast 250 @ $12 $3,000 Saturday Lunch 250 @ $20 $5,000 Saturday Dinner 250 @ $30 $7,500 Sunday Breakfast 250 @ $12 $3,000

Awards/Gifts: Speaker Gifts 20 @ $30 $600 Conference Gifts 225 @ $10 $2,250 Game Show Prizes $200 Attendance Drawing $100 Casino Prizes $500 Dessert Gallery Raffle $400

Transportation – Airport 2 @ $75 $150 Transportation – Light Rail 50 @ $2 $100 Entertainment (Casino Night) 1 @ $2,585 $2,585 Audio/Video Equipment Rental $3,812 Decorations $150 Mail Outs $300 Signs/Banners $100 Copy Needs $500 Total $40,747

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The profit breakdown for each section will coincide with the percentage of commitment. Please see section K for those percentages.

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J. Sponsorship/Fundraising Plan No major initial deposits are required with the hotel or other planned events, so the majority of expenses will be covered by corporate donations that will be solicited promptly. They will also be the source of in-kind gifts. Potential donor and supporters include: • FY07 Major Sponsors for SWE-UH

o Fluor o Chevron o BP o Shell o Schlumberger o FM Global • Utilize UH Engineering Career Fair Sponsors. For example, platinum-level sponsors include:

o Baker Hughes o CGGVeritas o EPCO, Inc. o Jacobs Engineering o Kiewit Corporation • Utilize SWE-HA, Rice, Prairie View, Space Center contacts/sponsors

o Lyondell-Basell o DuPont o Dow Chemical o Lockheed Martin o Accenture o HP

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K. Responsibility Commitments University of Houston – 70% Prairie View – 10% Rice – 10% Space Center – 0% Houston Area – 0% Last Regional Conference – 10%

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L. Planning Schedule ASAP - Select a conference chair and committee chairs - Form/Establish Corporate Communications committee - Review with the region C officers - Send letters to possible corporate sponsors and job fair companies. - Finalize the block of hotel rooms - Send corporate packages to the Region C Governor or Lt. Governor for co-approval - Hold meetings with professionals - After co-approval, send corporate packages to companies (that require a “heads up” for budgeting purposes)

July 2008 - Determine the sessions/workshop topics for the conference. And then begin looking for speakers and a keynote speaker. - Sign contract for Crowne Plaza - Establish all other committees

August 2008 - Send preliminary conference package sent to the Region C Governor or Lt. Governor for co-approval - Select committee members for each committee and assign specific duties to each member - Work on booking companies - Finalize conference package/registrations and have them ready for Nationals

Sept 2008 - Send preliminary announcement to regional newsletter editor - Send finalized conference package/registrations to all - Collect information on menu costs and options

October 08 - Sign up lots of volunteers to help - Set registration fees. The fee will depend on corporate sponsorship and anticipated expenses.

November 08 - Send registration forms/packets to collegiate and member sections, Region C Collegiate Representative, Region C Newsletter Editor, Region C Collegiate Interest Representative, Region C Governor or Lt. Governor, CIC chair, SWE National Officers and companies participating in the conference. - Send confirmation letters to speakers with specific dates and times, and ask for A/V requirements. - Have early registration due four or more weeks prior to conference. - Send invitations to all SWE collegiate and professional chapters - Send invitations and notices to campus dignitaries (Dean, Provost, President, etc…) - Request contributions for conference programs - Finalize food choices for all meals

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January 9th - Prepare the conference program - Order / make all signs (directions, sessions, registration, etc…) - Get gifts for speakers and conference committee - Prepare conference evaluation form - Reconfirm A/V requirements and session times with speakers - Finalize conference schedule and inform all committees - Prepare registration supplies and conference packets - Send out registration confirmation once forms are received (via email) - Post invites on campus - Order t-shirts (if applicable) - Confirm all reservations

January 21st - Confirm all volunteers (Registration table, greeters, ticket takers, room monitors, etc…) - Collect items that will be in conference packets

January 28th - Confirm number of participants for meals - Stuff conference packets (print out name tags, etc…) - Confirm all reservations again, room arrangements, and volunteers

February 4th - Print out master list of all attendees (3+ copies) - Locate everything that will be needed (signs, packets, change for cash, etc…) and store at hotel or convention center or where needed.

February 5th - Set up registration area and appropriate signs - Set up A/V equipment in the session rooms (have extra codes and such) - Be available for attendees in case of specific problems or questions - Attend sessions and workshops and the region meetings - Encourage other schools to host the conference next year

February 13th - Report all costs to chair and pay all bills. - Send article and photos to Region C Newsletter Editor and Region C Communication Chair - Send article to participating schools - Write thank you notes to speakers and sponsors - Tally up evaluation forms and provide to Region C Collegiate Interest Representative - Thank all volunteers and committees - Send out survey - Submit 10% of proceeds generated to Region C Treasurer

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M. Awards/Gifts Speaker Gifts 20 @ $30 $600 Conference Gifts 225 @ $10 $2,250 Game Show Prizes $200 Attendance Drawing $100 Casino Prizes $500 Dessert Gallery Raffle $400 TOTAL $4050

The attendance drawing will be an incentive to attend each event. There will be drawings for unique prizes for attendees that fill out questionnaires about the events.

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