This file will be deleted after Nov. 19, 2010.

1. November 15, 2010. 2:00 PM ET.
American Society of Civil Engineers
Washington Office
Partners’ Meeting: 2008 Review and 2011 Planning.

2. 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

3. 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.

4. · 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.

5.  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.
Experiences of the event planning, implementation, successes and issues.
Starting with Russ of IEEE-USA (conf. call participant).

6. 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?

7. Audience:
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.

8. December (4 months to event):
 Decide on date(s).
 Contact potential speakers.
 Book location.
 Identify an appropriate budget.
 Secure funding appropriate for budget.

9.  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.

10. 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.

11. 
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
which may 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.

12. Which other societies may be interested in this
partnership opportunity?
Your feedback is appreciated.