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CAST 2014 Presentation: How to Plan a miniCast

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Slides from the CAST 2014 Presentation: How to Plan a MiniCAST. Walks you through the process of doing a conference (not just a miniCAST). There is one simple secret: Dedicated volunteers!

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CAST 2014 Presentation: How to Plan a miniCast

  1. 1. How to Plan a miniCAST Lora and Tim Holt techscichick@gmail.com timholt@me.com
  2. 2. A Word from Our Legal Department…
  3. 3. SECTION IV MINI-CAST  The purpose of any regional Mini-CAST that STAT sponsors or hosts shall be in accordance with the purpose and mission statement of STAT as outlined in Article III of the Bylaws. STAT may provide seed money up to $500.00 per regional Mini-CAST per Education Service Center area to help sponsor smaller, regional versions of the Conference for the Advancement of Science Teaching (CAST). An opportunity to join STAT must be made available.  All dues and membership information collected at a regional Mini-CAST must be forwarded to the STAT Executive Director no more than thirty (30) working days after the event.  STAT will fund to each regional Mini-CAST one (1) free, non-transferable registration to the next CAST for use as a door prize. The name of the winner and contact information must be submitted to the STAT Executive Director no later than thirty (30) working days after the regional Mini-CAST.  Once a region has hosted a Mini-CAST sponsored by STAT, it may not apply for another grant for five (5) years.  All regional Mini-CASTs—whether they receive STAT funding or not—must submit a final report to the STAT President-Elect no later than thirty (30) working days after the conference. The report should include, but is not limited to:  a copy of the final program including changes/addendum’s;  attendance figures broken down by new STAT members, renewing STAT members, and other attendees STAT Policy and Procedure Manual
  4. 4. Location Workshops Volunteers Door Prizes Publicity Program/ Online Schedule Exhibits
  5. 5. Solo vs. Committees BAD GOOD
  6. 6. Make sure you take care of your committee chairs. Meetings should involve food, be fun, and planned in advance.
  7. 7. Location
  8. 8. ๏ Flow is Important ๏ One Floor is best ๏ Exhibits close to classes ๏ Big Rooms ๏ Small Rooms ๏ WIFI a must! ๏ Friendly Administration ๏ Cooperative Custodians ๏ Teachers Willing to give up rooms
  9. 9. Big Rooms Small Rooms
  10. 10. Exhibits and Sponsors
  11. 11. Exhibits • Advertise as a chance to reach new markets • What is “hot” this year? • Be able to “sell” the conference to the vendors • Begging is good • Use CAST as a Starting point • Use your district vendors • Google “Science Education” • Use publishers • Use technology companies
  12. 12. Things that need Sponors • Keynote • Bags • Door Prizes • Social Events • Lunch • Bags • Any Pre Conf • Begging is good
  13. 13. Exhibit Hall Provide Draped Booth Space (appox. $100 each) 6x8 with table and 2 chairs Set up for vendors the evening before Breaks should include time to visit exhibit hall Onsite Lunch and Registration in Exhibit Hall Keep bringing attendees back to hall (ice cream social) We charge $200 per booth + $15 for electricity
  14. 14. Program
  15. 15. Easy to Read Map Vendors List of Sponsors Info about Keynote Info about Special Sessions Letters from VIPS List of Sessions Basic Schedule Description of Sessions Thank you’s
  16. 16. Have program printed and online
  17. 17. Keynote
  18. 18. Michael Despizio Houghton Mifflin Andres Ruzo Cengage / Nat Geo
  19. 19. Broad Appeal of Message (K-12) New Message for Teachers Student Centered is Better Look for Exhibitors to Sponsor Look for Local Scientists or People working in STEM
  20. 20. Workshops and Schedule
  21. 21. All workshops need to: Follow NSTA Safety Rules Be useful for the teachers If you have a theme, must meet theme
  22. 22. All workshops need to: Follow NSTA Safety Rules Be useful for the teachers If you have a theme, must meet theme Aligned to standards Signed off by committee
  23. 23. SCHED.ORG is your friend!
  24. 24. Prints Room Assignments Print PDF of Schedule Let’s Attendees pick schedule Let’s Vendors Contact Attendees
  25. 25. Publicity
  26. 26. Posters Science Organizations Teacher Organizations Website Area Superintendents Area COE Regional Service Centers Regional School Districts PNP/ Charter Schools
  27. 27. What Who Where When How
  28. 28. Both Videos Teacher PSA http://youtu.be/uHKF8gkprak Admin PSA: http://youtu.be/O1b9WBWFdAQ
  29. 29. Volunteers
  30. 30. Volunteers Work in Shifts In each major event/section of building Easily Visible 14 YO and above Feed Them They will do things you may not remember: Bag Stuffing
  31. 31. Registration
  32. 32. Suggestions: Partner with an organization that can process POs Keep Registration Cost Low Put Registration in the Exhibit Hall if Possible Study how “big conferences” do it, then scale down Offer early opportunity to pick up bags
  33. 33. Question s?

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