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SEA 2011 Campaign Education Conference. Partners’ Meeting: 2008 Review and 2011 Planning. November 15, 2010. 2:00 PM ET. American Society of Civil Engineers Washington Office
Welcome, Partner Representatives. AAAS Cynthia R Robinson Joanne Carney ACS Ray Garant Bradley Smith Ryan Davison APS Kristopher Larsen Alan Chodos ASCE Brian Pallasch Leslie Nolan ASME Melissa Carl IEEEE Chris Brantley Russ Harrison (calling in from Idaho) ASTRA Robert S. Boege NSBE Carl Mack COSSA Howard Silver AMSTAT Steve Pierson MAA Tina Straley ASEE Mark Matthews AIP Jennifer Greenamoyer SEA Tom Price Brie Welzer Jamie Vernon
Meeting Agenda I. Introduction. II. 2008 Event Review. III. 2011 Event Planning. IV. Proposals for additional partner societies. V. Consider event planning time line. VI. First Meeting: conclusions, commitments, action items. VII. Schedule second meeting.
· Identify a consensus regarding the 2011 Conference purpose. · Identify a consensus regarding the 2011 Conference date. · Identify a list of topics for the event. · Develop a working time line for this program. Nov. 15 Meeting Objectives.
Review of 2008 Conference Experiences of the event planning, implementation, successes and issues. Starting with Russ of IEEE-USA (conf. call participant). Specifically, · What was the purpose? · What was successful? · What was problematic? · What needs to be updated? · Which speakers should we invite again? · Did a one-day conference work well? · What advertising was implemented and was it effective? · Was the price acceptable? We welcome those partner representatives who were involved in this event to share their feedback, memories, caveats and suggestions for improvement.
Planning for SEA’s 2011Campaign Education Conference. What is the purpose/mission of this event:
*** Are we focusing on political campaigns only, or also touching upon issues campaigns?
Are we covering campaigns as a volunteer, or just as a candidate?
Topics: Are we covering all aspects of campaigning –fundraising, communications, media relations, running for specific offices – school board, state assembly, or will we limit the topics. Also, will we have topics specific to students?
Mathematicians, scientists, engineers, health professionals, social scientists, students. Any additions to, or problems with, this list? What is our target number for registrants? Format:
For example, a full group Introduction. Panelists. Lunch. Break-out sessions in the afternoon. Individual speakers. Should it be only in-person, or can there be at-home participants? Evaluation Process: An entry survey (emailed immediately after the participant registers for the event...or to be filled out in-person during table registration) regarding the participants' sentiments regarding politics, civic engagement, and scientists'/engineers' roles in society, also on the participants' comprehension of political campaigns.
Proposed Time Line. December (4 months to event): Decide on date(s). Contact potential speakers. Book location. Identify an appropriate budget. Secure funding appropriate for budget.
January (3 months to event): Create registration page. Design advertisement boxes for each partner to display on newsletters and on web pages. Design newsletter. Confirm all speakers. Collect speakers info for the event documents (headshot and biography). Finalize event schedule.
Design program and other event documents. Mid-January: Begin advertising.
February(2 months to event):Virtual Pre-Event Meeting for Registrants. Both as an advertising/marketing tool, and to gain an understanding of what participants hope to get out of the workshop. Continue advertising, and mark progress. Prepare audio-visual. Meet with videographers/photographers/ensure that the contractors or volunteers understand what we're looking to capture and highlight from this event. Consider the live-streaming of the event, if we choose this option. Catering preparations. Finalize evaluation system. Consider emergency “Plan B’s.” Back-up speakers and topics...and make sure these volunteers are prepared. “Stay-in-touch“ System: schedule, mission, and plan. "Follow-up" virtual event where participants can respond to what they learned/absorbed at the event.
Ensure that participant number is appropriate to rooms booked. Prepare travel/accommodation suggestions for registrants. Plan night-before social event for those who may be coming into town one day early. Consider local events whichmay cause problems for those in town (parades, races, construction issues.), make a list, and contact registrants with this information. Print out test event packets to check for incorrect information, typos, problems with formatting and blurry images. March (The final month):
Which other societies may be interested in this partnership opportunity? Your feedback is appreciated. Suggestions requested….