Introduction

The manual was developed following the successful completion of the Drexel University Society of Women Engineers Region E Student Conference, which was held November 5 -7, 1999.

The Conference involved students from 52 colleges and universities throughout the mid- Atlantic region. Over 400 students and professionals attended the three-day event. Conference components included:  Fundraising Efforts  A Professional Networking Reception  Professional and Personal Development Workshops  A Career and Graduate School Fair  A Resume Book for Corporations Attending the Career/Graduate School Fair  An Outreach Component for High School Students  An Evening Banquet with a Keynote Address  A Team-Building Program

Drexel University Students in collaboration with their advisor worked very hard over a 14- month period in order to create and organize a successful conference. This manual puts forth a model for organizations to consider when organizing a conference.

I would like to thank the members of the society for their diligence ~

Jill Bennett Cindy Scott Anna Dolata Julia Ganley Kathleen Kennedy Alyssa Koch Jennifer Morreale Jennifer Pearlman Kathleen Thomas Denise Welsh

Written by ~ Aly Valentine Director - Student Services, Women in Engineering Advisor - Society Women Engineers College of Engineering - Drexel University Table of Contents

Planning for the Bid 3

The Conference Committee and its responsibilities 3 Developing a Timeline 6 Hotel 10

On-Campus Operations 10

Creating Sponsorship 10

Career and College Fair 11

Workshops 12

Registration 13

Other Conference Components 13

Evaluations 14

Addendum

Sample of Sponsorship Package Information 14

Sample of Evaluation forms (Workshop and Conference Evaluations) 17

Sample of Workshop Tracks 19

2 Planning for the Bid Most organizations conduct a bid process at the end of an annual conference in order to determine where the next conference will be held. An organization planning to bid as a host site should spend a good deal of time and organization in preparing a well executed bid. The bid should include the following components:  Site accommodations o Hotel, break out rooms, banquet facilities, other facilities as required  An estimated budget  A plan for procuring sponsorships  An overview of the program to be offered  Unique features that make your school/site ideal o Proximity to airport, train station, etc o Tourist attractions o Proximity to other schools/parts of an organization

The bid should be presented in a concise format. Copies for distribution to key members of the panel/committee should be distributed. Verbal presentation of the bid should be done in a clear and professional format; detailing the benefits of the proposed host site. If possible, a Power Point or slide presentation should accompany the verbal presentation.

The Conference Committee and Its Responsibilities

Conference Committee

This committee is comprised of two conference chairs (who chair major conference committees, i.e. operations chair) and the executive committee of the society. The committee is responsible for ensuring that all other committees function appropriately.

Responsibilities include but are not limited to:  Deciding the conference theme  Preparing a preliminary time line and updating as necessary  Planning and facilitating meetings  Maintaining an accurate record of conference events  Preparing an appropriate form at for thanking volunteers and the committee chairs.  Preparing the evaluation format for the conference  Reporting the evaluation at a wrap-up meeting.

Finance Committee

3 This committee sets the registration fee based on cost of program. The committee is responsible for the overall budget as well as distribution and receipt of funds. All sponsorships and expenditures documented by this committee.

Responsibilities include but are not limited to: . Setting the budget for the conference . Setting the fee for registration based on proposed budget . Maintaining accurate records of receipts and disbursements . Collecting monies from sponsors and send receipts . Allocating funds to various committees . Point of contact for the all issues related to budget and expenditures . Negotiating all contracts with various offices and constituents . Providing list of sponsors to Corporate/College Support and Career Fair committee . Report on budget status at conference committee meetings

Programming and Operations Committee

The objective of this committee is to coordinate the scheduling of the various sessions and events.

Responsibilities include but are not limited to:  Coordinating with the hotel and the registration committee availability of rooms and assignment of registrants.  Coordinating with Catering - meals, choices, cost and final counts. (Including banquet)  Working with the room scheduler regarding availability of registration area, breakout rooms, career/college fair rooms, and banquet room.  Receive A/V forms from speakers and make arrangements to meet requests  Coordinate any transportation needed between events  Reconfirm A/V requirements with speakers  Prepare a program plan (time and topics) for sessions and events  Procure speakers for the break-out sessions  Procure keynote speaker for the banquet

Corporate/College Support and Career/College Fair Committee

This committee will solicit corporate, college, and private support for the committee. Support may come in the form of a monetary donation, workshop and or college/career fair participation. The committee should utilize all avenues of possible support. Corporations/Colleges may choose to make a monetary donation or “gift “ in any of the following forms:  Career/College Fair Booth  Meals and Refreshments  Door Prizes  Workshop Speakers  Copying Services  Postage  Telephone and Fax  Audiovisual Equipment

4 Responsibilities of the committee include but are not limited to:  Serve as a point of contact  Provide information to the appropriate conference committees.  Coordination of follow up contacts with other committees  Provide the publicity committee with the following information: speaker’s name, titles and company affiliations, and abstracts of presentations  Provide treasury committee with a record of monetary donations from companies  Maintain an accurate list of all corporate/college sponsors

Registration Committee

This committee is responsible for creating a registration packet and implementing a registration process.

Responsibilities include but are not limited to:  Provide Operations Committee with an accurate tally for hotel and meal accommodations  Preparation of registration packet to be sent.  Preparation of packet to be handed out at registration.  Confirm receipt of participant's information and fees during the process  Provide Program Committee with an accurate tally of attendees. Staff information desk throughout the conference

Publicity Committee

This committee is responsible for all the public relations portion of the conference

Responsibilities include but are not limited to:  Find and work with graphics artist  Design, post and distribute posters, fliers, articles, etc.  Have the appropriate signage in place for the conference  Design and Maintain a Conference web site  Provide news releases to area magazines, newspaper  Provide information for release to organizational components

Developing a Timeline

A timeline is imperative for running a smooth conference. The time line should be fluid and not stagnant. Changes will occur along the way and the committee needs to be flexible. Some deadlines and dates may require change along the way.

14 months prior to conference

5  Two months prior to submission of bid o Contact hotel and host site for room availability o Contact caterer/host site food operations for preliminary cost of meals for the conference o Prepare an estimated budget based on the hotel, site and meal costs o Develop an outline for the conference o Develop a conference fee based on the preliminary budget o Develop a working committee for the conference

13+ months prior to conference  Two weeks prior to submission of bid o Create bid document o Plan and practice bid presentation

12 months prior to conference  Make bid presentation to be host site for the next year's conference  Upon winning conference bid o Return to your organization and share your victory. It is important to get buy in from all members of the organization, as it will take many people to make the conference a success. o Solicit additional members for the conference committee. Solicit some form of commitment from every member of the organization; including those unwilling to make a larger commitment to serve on the organizing committee. o Brainstorm with the group possibilities for conference components  Refine the timeline o Working backwards from the conference date list all the important deadlines. Consider all the following dates: . Conference registration, hotel accommodations, catering issues, printing and mailing issues, budget planning. o Consider budget needs and develop an aggressive sponsorship campaign  Finalize contract with hotel or site for room accommodations  Develop and print letterhead (if needed)  Contact the organization that was the previous host o What information might they have to share  Establish a regular meeting time and method of communication between conference committee members o Will you meet monthly? Will there be email correspondence between meetings?  Logo development o Will there be a conference logo? Who will develop the logo?

11 to 10 months prior to conference  Begin sponsorship campaign o Identify source of start-up money and make a presentation to that source

6 o Identify an overall sponsor or two; identify companies willing to be co- sponsors; identify companies that might be willing to sponsor an event o Create a sponsorship package for mailing to all potential sponsors (see addendum for sample) o Create business cards for the organization (if needed) and send them to prospective supporters with the sponsorship package  Begin brainstorming a list of potential keynote speakers for the banquet o Rank the list and begin contacting the individuals . Be clear about compensation for travel, honorarium, the inclusion of spouse or guest, etc  Begin developing a list of potential workshop topics and presenters  Develop and upload web-page with conference and area information  If a career or graduate school fair is part of the conference develop a list of potential corporations and schools and begin solicitation  Create a database system where all information about potential sponsors, career and graduate fair participants can be recorded

9 months prior to conference  Begin development of registration material o Develop a teaser mailing that announces the conference and gives website information o Begin developing database and registration materials for participants . Will there be both paper and web-based registration?  Update website as needed  Continue working on potential workshops/speakers; sponsorship; career and graduate fair participants

8 months prior to conference  Keynote speaker should be identified and arrangements agreed upon  Conference sponsor (if there is to be a major sponsor) should be identified o Co-sponsors should be identified as well o Committee members should schedule meetings with these sponsors to identify and finalize sponsorship issues  Update the website to include keynote address and conference sponsors  Continue working on sponsorship, career and graduate fair participants

7 months prior to conference  Finalize list of workshops and begin narrowing down potential speakers  Develop a more detailed conference outline based on workshop choices o How many tracks will be run? o What rooms will be needed to run those tracks o Will there be additional programming? High School/outreach programming? A design competition?  Meet with host site to finalize room requirements

7 6 months prior to conference  Prepare information for distribution in "parent organization" newsletters and news releases  Send progress reports to sponsors, keynote speaker and others that you need to keep informed  Send preliminary information to potential registrants o There should be some response required as to the possible numbers of attendees o Participants should be told in this mailing about the resume book for the college and career fair (a deadline date should be given)  Contact the tourism bureau for events in the area during conference time, flyers and are maps for inclusion in the registration packet, develop a list of "sights and restaurants of interest"  Update website to include tourism information  Finalize additional programming and activities  Finalize list of workshop presenters  Continue working on sponsors, career and graduate fair participants  Meet with the on site facilities personnel to discuss the college and career fair o A template for tables and chairs should be discussed o Arrangements should be made for companies to deliver the set up of displays to be used during the fair

5 months prior to conference  Finalize registration material for printing - send to printer  Finalize other printed material for the registration packet - send to printer

4 months prior to conference  Send out registration information  Update registration information on website  Send request forms to keynote speaker, workshop presenters o What audiovisual equipment is needed? Ask presenters to provide biographical material. What accommodations will be required  Finalize list of career and graduate fair participants o Send forms to identify any equipment needs

3 months prior to conference  Order supplies for registration packets o Pens, nametags, etc.  Purchase gifts for keynote speaker and workshop presenters  Confirm audiovisual requests and session times with speakers  Confirm equipment needs and session times with career and graduate fair participants  Prepare conference evaluation form (see addendum for sample)  Enter registration information in database as it is received

8  Deadline for participant resumes for the resume book to be distributed at the college and career fair

2 months prior to conference  Resume book should be organized. o A suggestion is to organize by discipline or major  Send resume book to the printer  Send reminder letter to companies and schools participating in the college and career fair regarding the delivery of materials.

1 month prior to conference  Finalize plans with food service  Finalize Banquet o What will the program look like? o Confirm attendance of local dignitaries, school officials, etc o Will there be a need for flowers? Audiovisual or sound needs? o Make appropriate arrangements  Create hotel room assignments (if needed) and send confirmation to attendees  Send out press releases to "parent organization", local newspapers, and other pertinent publications  Update website with any last minute details  Develop a list of conference duties for the actual days of the conference and assign tasks to committee members and other volunteers  Create and print signage for the conference (directions to rooms, meal facilities, restrooms, etc)

DON'T PANIC -- you are in the home stretch now -- the hard work has been completed

2 weeks prior to conference  Contact hotel with final numbers  Contact food services with final numbers  Begin preparing registration packets and name tags

1 week prior to conference  Prepare program for banquet - have printed

Hotel

The hotel accommodations are key in organizing a conference. The initial work with the hotel is done during the "planning the bid" phase of the conference. Before contacting the hotel, determine what space needs are required for the conference. Are meeting rooms, banquet rooms needed? Or will the hotel be used to simply house participants? If you are an organization affiliated with a college or university, it is important to understand any policies or regulations regarding the use of outside space and funds to pay for that space. Some colleges and universities require that college personnel review the

9 hotel contract and perhaps sign the contract along with an individual from the host organization.

It is important to develop a good relationship with the hotel. One individual from the organization, typically the operations chair is assigned to deal with the hotel. As the conference draws closer, the registration committee will work with the hotel on room assignments. It is important to have one key contact at the hotel. Factors for consideration in choosing the hotel - How many can the hotel accommodate? What is the cost of the rooms? Can the cost be negotiated? How close to the site is the hotel? Will transportation be required?

On-Campus Operations

On site operations are as critical as hotel accommodations. It is important that on site operations be considered in the "planning for the bid phase". On site operations include space needed for registration, workshops, meals, banquet, college and career fair, and any other space required for the conference. Meals - cost and type - are important as well. It is critical to meet with the catering or food services department to develop this portion of the conference. Meals can often be one of the most expensive components of a conference. Do not be afraid to ask questions or try to work a deal. Remember, the conference is bringing added business to that department.

As part of the planning, determine what costs if any are involved in room set up and breakdown. Will there be need for any type of chair or table rental? Who on campus assists with audiovisual and sound system set-up needs - what is the cost involved? It is important for the operations chair to have a good working relationship with the representatives from the various departments of the on site facility.

Creating Sponsorship

Sponsorship is critical in planning and organizing a successful conference. The amount of sponsorship needed depends on two important factors: the overall budget required to run the conference and the amount the organization feels conference participants should be charged. The difference between these two numbers is the amount that will need to be raised.

Conferences always need start up funds. These funds are needed early on for many of the projects needed to get the conference rolling: a deposit for the hotel, letterhead to begin the sponsorship campaign, initial printing costs, business cards, postage for mailings, etc. Some organizations have "roll-over" funds that are transferred to the next host site. Other organizations have "parent organizations" that may provide funding. Typically, an organization within a college environment may be able to seek start up funds from the dean's office or the development office.

10 Once start-up funds are secured, the real work begins. It is suggested that the organization work with the development office to identify corporations willing to sponsor events such as a conference. The committee can then generate a list of companies to be contacted. When developing the list of potential sponsors, it is imperative to have a contact person to whom the organization should send the solicitation letter. If the organization is asking a company or corporation to give a substantial gift, an in-person visit should occur. Most other solicitation can take place via mail.

The solicitation visit or letter should clearly detail the purpose of the event, the number of individuals whom will benefit from the event as well as how they will benefit. The letter should also include the benefit to the company. It is recommended that a sponsorship packet as well as information about the host organization accompany the solicitation letter. Solicitation letters should be followed up with phone call within two weeks. All letters and calls should be tracked and detailed in a database format. Thank you letters should be sent to companies once sponsorship has been received. An additional letter should be sent closer to the conference - this letter should include pertinent details about the conference and should once again thank the company for their sponsorship.

College and Career Fair

A College and Career Fair is intended to allow conference participants the opportunity to network. The ability to make professional contacts and share one's resume is a tremendous boon to a college student. Organizations hosting a conference for a collegiate crowd should consider a college and career fair as a vital piece of the conference - one that should draw tremendous interest.

Corporations are solicited through the sponsorship campaign as part of the sponsorship package details how a company can participate in the college and career fair. Graduate Schools should also be solicited (if you will be utilizing this component). It is important when solicitation corporations and graduate schools that the benefit those companies/schools be clear.

It is a good idea to organize a resume book of all conference participants for distribution to companies and graduate schools who participate in the college and career fair. The college and career fair should take place in an open space - gymnasium or large hall -depending upon the size of the conference. It is suggested that no more than 200 - 250 individuals pass through the fair at one time. Therefore, the number of sessions required will be determined by the size of the conference.

Companies and graduate schools should be given a 6 to 8 feet table space, and two chairs. Companies are responsible for the set up of their space. (Note: Provisions for delivery of company materials will have to be made with the site facilities personnel several months before the conference). At least four members of the working committee will need to be on hand the day of the fair to assist companies with set-up.

11 Refreshments, lunch and parking should be provided to these individuals the day of the fair.

Workshops

The number of workshops offered will depend on several factors: the number of conference participants, the amount of time allotted for workshops as well as the depth and breadth of the workshops offered Are the workshops focused on professional development, personal development or both. Are the workshops to be lecture format or interactive? It is suggested that both are offered.

A track system allows participants to choose one of a number of options for each time slot available. Tracks give the participants more flexibility but do require detailed organization on the part of the committee.

Once the tracks and number of workshops are determined, the hard work begins. The committee and others in the organization must brainstorm for workshop ideas and potential presenters. A list should be developed and several individuals should solicit involvement. Solicitation of workshop presenters may be done be letter, phone or both depending on how well the organization knows the individual being contacted. As with sponsorship, the information given to potential presenters should include: information about the conference, the participants and the benefits involved for all.

Prior to the conference, information about the presenter, the workshop and the audiovisual needs should be obtained (see timeline). Presenters should also be sent reminder letters about parking, instructions as to where to report on the day of the conference. On the day of the conference, presenters should have a specific area in which to register. They should be personally escorted to the workshop room and be introduced.

A formal thank you letter should be sent to all presenters. It is also suggested that a small gift be presented on the day of the workshop.

Registration

Registration may be handled by mail or via the Internet depending upon the skill and desire of the organization. A registration packet should be developed and sent to the printer about five months prior to the conference.

The committee should have a "stuffing party" to get the mailers out -this time can also be used to catch up all committee members. The deadline for registration should be established - generally the hotel will want the number of participants about 1 month before the conference therefore, the organization's deadline should be about 3 weeks prior to that deadline. This allows for late registrants

12 Registration should include hotel information, workshop registration information as well as any dietary restrictions. Other information to be included in the packet should be: directions to the hotel, to whom payment should be made, the deadline date, a number to call with questions, any area tourist information.

A database system should be established for recording all registration information. The conference booklet, which is handed out upon actual registration at the conference, should be decided upon. Information for the booklet should include site maps, welcome letters from area dignitaries, a conference schedule, etc.

Other Conference Components

A Competition

A competition between factions of the organization can be a good way to teach skills and have fun. For example, at the Drexel SWE 1999 Region E Conference the First Annual Hughes Technologies Competition was held. The competition was the culminating event of the conference. Hughes Technologies graciously gave $2200 in prize money for distribution. The competition was a 3-part event. Each of the 3 parts was a different type of game or simulation involving teamwork and communication skills. Teams were awarded points for completion of each component.

An Outreach Component

An outreach program can be a great public relations tool, if there are enough personnel to facilitate the program. For example, at the Drexel SWE 1999 Region E Conference, a high school program was facilitated by the organization. Young women from local high schools were invited to participate in a 1/2-day program, which focused on engineering as a career possibility. The program involved a presentation from a Colonel Major from the Army Corps of Engineers (who was a woman) as well as conversation with faculty, students and administrators. The students also enjoyed some hands on participation in survival and teamwork exercises.

Social Mixer

If the conference will bring together many individuals who may not know each other, it may be a good idea to have a social mixer of sorts. For example, at the Drexel SWE 1999 Region E Conference, there was a Professional Society Mixer. Not only were conference participants able to meet and talk with one another, but there were also engineers from Professional Engineering Societies present to talk about the importance of networking and involvement in such organizations. This type of event does involve some additional organization for the committee but the rewards can be tremendous.

13 Evaluations

It is imperative that organizations receive feedback. Feedback provides insights as to what worked, what did not and can provide good suggestions for the future. Samples of evaluations are in the addendum.

14 Addendum

Sponsorship Information Booklet (2 pages)

1999 SWE Mid-Atlantic Regional Conference “Engineering the Millennium, the Sky’s the Limit” November 5-7, 1999, Philadelphia, Proudly Hosted by Drexel University

Platinum Sponsor: $5000 Bronze Sponsor: $500 • Recognition of Sponsorship Level • Recognition of Sponsorship Level • Large Display of Company Logo • Small Display of Company Logo • Company Logo on Paraphernalia • 1/2 Page of Advertisement • Free Career Fair Booth • SWE Resume Book • Electronic Link to Web Site • Full Page of Advertisement Event Sponsorship: • SWE Resume Book • Recognition of Sponsorship level • Event Named After the Company Gold Sponsor: $2500 • Advertisement (size depending) • Recognition of Sponsorship Level • SWE Resume Book • Large Display of Company Logo • Free Career Fair Booth Career /Graduate School Exhibition: $350 • Electronic Link to Web Site • 1/4 Page Advertisement • Full Page of Advertisement • SWE Resume Book • SWE Resume Book

Silver Sponsor: $1000 Friends of SWE: All Other Contributions • Recognition of Sponsorship Level (e.g. Monetary Support, door prizes, pens, binder, etc.) • Display of Company Logo • Recognition of Sponsorship Level • Discounted Career Fair Booth • 1/8 Page of Advertisement • 1/2 Page Advertisement • SWE Resume Book • SWE Resume Book

15 1999 SWE Mid-Atlantic Regional Conference: “Engineering the Millennium, the Sky’s the Limit” (check all that apply)  Yes, we would like to be an official sponsor of the 1999 SWE Regional Conference.  Yes, we would like to have a booth at the Career Fair.  Yes, we would like to participate as a workshop leader.  Yes, we would like to place an ad in the conference booklet.

Please include our company as a ______Sponsor. We would like to contribute $______and / or the following items: ______Company: ______Contact: ______Title: ______Address: ______Phone: ______Fax: ______Email: ______For further information please write to: [email protected] Please mail your response to: SWE Corporate Support Drexel University Curtis 261 3141 Chestnut Street Philadelphia, PA 19104 And make your tax free donations to: “Drexel University SWE”

16 Sample of Evaluation for Individual Workshops

Workshop Title

Presenter

Please rate the workshop by circling your response

1. Quality of the information presented ~

very high somewhat somewhat very low high low

2. Usefulness of the information presented ~

very high somewhat somewhat very low high low

3. Relevance of information to my education/career goals~

very high somewhat somewhat very low high low

4. What did you like best about this workshop?

5. What might like you like to see changed?

17 Sample of Overall Conference Evaluation

18 Sample of Workshop Tracks

AM Workshops

Track I Workshop Ia Workshop Ib Workshop Ic Workshop Id Workshop Ie 9:00 Title Title Title Title Title Presenter Presenter Presenter Presenter Presenter Track II Workshop IIa Workshop IIb Workshop IIc Workshop IId Workshop IId 10:00 Title Title Title Title Title Presenter Presenter Presenter Presenter Presenter Track III Workshop IIIa Workshop IIIb Workshop IIIc Workshop IIId Workshop IIId 11:00 Title Title Title Title Title Presenter Presenter Presenter Presenter Presenter

PM Workshops

Track I Workshop Ia Workshop Ib Workshop Ic Workshop Id Workshop Ie 1:00 Title Title Title Title Title Presenter Presenter Presenter Presenter Presenter Track II Workshop IIa Workshop IIb Workshop IIc Workshop IId Workshop IIe 2:00 Title Title Title Title Title Presenter Presenter Presenter Presenter Presenter Track III Workshop IIIa Workshop IIIb Workshop IIIc Workshop IIId Workshop IIIe 3:00 Title Title Title Title Title Presenter Presenter Presenter Presenter Presenter

19