ࡱ>  bjbj m^ ^ 84c!!777)4) @)cccccccelhzc96')99c77c@@@977c@9c@@\+=`7y~OKs:^,wcc0c^phy;hX=`=`Fh`H)f-$@0V3H)H)H)cc'@H)H)H)c9999hH)H)H)H)H)H)H)H)H)^ g:  Society of Women Engineers  Region E Conference Tool Kit Last Updated: October 2009 Table of Contents Introduction 3 Region Conference Bid Process . 3 Region Conference Planning Guide 8 Region Conference Planning Approval Process 17 Region C Conference Samples 18 Introduction This toolkit is for Region E SWE sections that may be interested in hosting the Region E Conference. Included are the bid requirements, a planning guide, approval process (once bid is awarded) and samples from previous conferences. Please use the bid requirements and template to submit the conference bid. The planning guide is included to help give ideas and suggestions while creating the bid and while planning the conference once the bid is awarded. The approval process is set to help the hosting sections stay on track and in communication with the Region E Officers. At this point you may be wondering, "Why would anyone want to do all this work?" There are many reasons and these are only a few: Increase your membership by having a very visible project; pull your section together with teamwork; many leadership opportunities are available, which looks good on a resume; good practice for larger conferences; raise money; and it can also be lots of fun. Good luck! Region E Conference Bid Process Purpose The purpose of this document is to provide instructions and examples of how to prepare a Region E Conference Bid package. Although being the host section is exciting, challenging, and will provide a great experience for all, it is a huge undertaking for the host section. The proposed bid is used not only to select the next conference host, but to determine if the applicant section fully understands the risks involved and has done the pre-planning necessary to perform the task ahead. The host collegiate section will be required to pair with a local professional section or recruit professional members or MALs to assist in the conference planning and execution. These professionals must be listed on the bid package. The host section is not without Region resources. Region E officers are available to help and they have final approval on all Region E Conference content. Please do not hesitate to ask the Region E Collegiate Interest Representative and Region E Collegiate Membership Chair for assistance in preparing a bid package. It is the Regions hope that our conferences will be profitable. The overage is split between the conference hosts, region professional fund and region collegiate fund on a 50%/ 25%/ 25% basis. Timeline Date or DeadlineEventOctober 2009Email sent to Region to announce the bid process for following years conferenceDecember 15, 2009Letter of intent due. Email to Region E Lt. GovernorFebruary 1, 2010Submit bid package Region E Lt. Governor February 2010Notification of opportunity to present proposal at the Region ConferenceMarch 2010Section(s) to present Conference proposal(s)March 2010Vote on next Region Conference location Bid Package Contents The prospective collegiate organization wanting to host the next years Region E Conference must submit a complete bid package in PDF format. The complete package must include the following information at a minimum. Conference Committee Identify key members of a Conference committee; i.e., chairperson(s), as a minimum three (3) professional members. Provide contact information for all listed. If a professional section is not available to assist with conference planning, students may solicit from other professional sections, MALs, or the Region E Leadership Team. Please include details on how you will obtain additional support for conference planning such as how many local professional and collegiate members have expressed interest in helping. Two points of contacts must be listed on all conference communication including registration forms, advertisements, and corporate information/donation requests. Conference Theme or Focus Give the theme for the conference or the main focus for activities. This theme should represent the society in a professional and positive manner considering that professionals may be obtaining funding from their employer and students may be obtaining funding from their school. Proposed Dates Avoid conflicting holidays, FE/EIT exam dates, and spring break dates. Description of Location Describe area (size, nearby airports, special attractions, etc.). Hotel Accommodations and Pricing Describe hotel accommodations and negotiated rates with respect to occupancy. Ensure hotel can reserve at least 75 rooms and that you can reserve meal rooms that can accommodate up to 250 attendees. A tentative hold to secure accommodations may be necessary before bidding. Ensure you have at least 3 workshop rooms that can accommodate at least 100 each. Ensure you have a banquet room for the career fair. Please note if alcohol can be served on the premises and if not, if theres a nearby location where the upgrade party can be held. Meeting Room Facilities Describe facilities available for meetings, seminars, workshops, meals, social activities, career fair, etc. Proposed Conference Agenda Conferences typically begin on Friday evening (registration in the afternoon with perhaps an optional tour or workshop) and ends with breakfast on Sunday morning. Describe the proposed agenda. Events that need to be included are as follows: Career Fair Saturday afternoon/evening Region E Meetings collegiate, professional, joint (if choose to have joint) sessions need at least 1 hour for collegiate/professional completed in parallel and 1.5 hour for joint (if choose to have joint) Leadership coaching sessions collegiate, professional 1.5 hour each Special Programs/Presentations Region awards (if appropriate) can be included during one of the meals Potential Speakers and/or Tours Highlight area companies, potential speakers, and other presenters and/or activities. Preliminary Budget Provide a budget based on estimated expenses and income for the conference. Consider all facilities, meals, speaker fees, transportation, materials, entertainment, awards, and other expenses. Include an estimate of income from both registration and fundraising. Budget and registration fee guidelines follow. These can be used as templates for your proposed budget. Also specify the percentage of commitment that each section will receive from the overage (profit) of the conference. Sponsorship/Fundraising Plan Given the preliminary budget, describe how expenses will be covered. List potential donors and supporters, in-kind gifts, etc. List confirmed supporters. Responsibility Commitments Must list initial estimate of financial responsibility between collegiate section, professional section, and/or other partnership. Note that a percentage of the conference overage is designated for the host professional and collegiate sections. Planning Schedule Must include schedule for key areas including time for approvals by both appointed contacts and region officers (please allow 7 days for review via email). These key areas include workshop topics, sponsorship request with pricing, registration form with pricing and due dates, conference detailed schedule, workshop write-ups and speakers. Awards/Gifts It is a customary practice to give small gifts to the workshop speakers and any other contributing members as desired. It is up to the discretion of the host to provide any other awards or door prizes. Please provide an estimate of these awards and gifts in the proposed budget. Budget Guidelines The following guidelines have been developed using budgets from past conferences. They are not absolutes and are meant to be used as a guideline for you to develop your own conference budget. Note that meals should be provided for (some regions do Friday dinner), Saturday breakfast, Saturday lunch, Saturday dinner, and Sunday breakfast. Category/RangeLowHighEstimated # of Collegiate Participants90170Estimated # of Professional Participant4080Facilities$1,000$1,500Meals:$7,000$13,000Materials:$3,000$5,000Transportation$1,000$2,000Entertainment$500$1,500Awards/Gifts$500$1,000Miscellaneous$0$1,000Total Expenditures$13,000$25,000Sponsorship$10,000$15,000Registration Fees$5,000$12,000Total Income$15,000$27,000Net Profit$2,000$2,000 Registration Fee Guidelines In order to keep consistency in registration fees from year to year, these guidelines have been developed. The Region E Leadership team has final approval on proposed conference registration fees. The following chart gives a range of fees based upon registration type and time. Please note that there must be at least a $10 differential between member and non-member fees and between early, pre-conference and conference door fees. Registration feesCollegiate MemberCollegiate Non-MemberProfessional MemberProfessional Non-MemberLowHighLowHighLowHighLowhighEarly $30.00  $40.00  $40.00  $50.00  $60.00  $90.00  $70.00  $100.00 Pre-Conference $40.00  $50.00  $50.00  $60.00  $70.00  $100.00  $80.00  $110.00 Conference door $50.00  $60.00  $60.00  $70.00  $80.00  $110.00  $90.00  $120.00  Bid Cover Sheet Template Collegiate SectionProfessional SectionCollegiate $ commitment %Professional $ commitment %Collegiate Contact Information:Professional Contact Information:NameNamePositionPositionE-mailE-mailPhonePhoneCollegiate Contact Information:Professional Contact Information:NameNamePositionPositionE-mailE-mailPhonePhoneConference Theme:Proposed Dates:1.2.3.Attach Details for:Description of LocationHotel Accommodations & PricingMeeting Room FacilitiesProposed AgendaPotential Speakers &/or ToursPreliminary BudgetSponsorship Fundraising Plan Region E Conference Planning Guide Purpose This guide has been prepared to help the hosting sections plan a successful Region E Conference. It is a guide only and should be taken as such. This guide includes a lot of information, therefore read the entire guide before planning the conference. Any suggestions or corrections regarding this guide should be sent to the Region E Lt. Governor. Region conferences are held with the purpose of allowing more Region members to attend a region conference than can attend the national conference, because of time, money, distance, etc. It is also important to allow the members in the region to meet and discuss issues that will be voted on by the Senate. Regional conferences also provide training sessions. Conference Committees To avoid becoming totally overwhelmed with the responsibilities of hosting a Region E Conference, it is best to divide all necessary tasks among several committees. The committees may vary depending on the sections that are hosting. The committee chairs should be responsible people that can communicate well with others. Since the conference is a joint conference with the professional and collegiate members, the committees should consist of both collegiate and professional members. Conference Chairs This position should be handled by two people. They are responsible for making sure all the committees are doing their assigned tasks properly and meeting all deadlines. Delegation and communication are key. Two points of contacts must be listed on all conference communication including registration forms, advertisements, and corporate information/donation requests. Some duties may include: Be involved in the decision making part of the conference but let the committee chairs do the leg work Work closely with Region E Officers Define the responsibilities for each committee Select committee chairs (including a roster with phone numbers for everyone) Prepare a schedule for planning meetings and distribute it to all involved Maintain budget estimates (includes setting the registration costs) Prepare the final conference schedule Make sure there is enough contact info available for your section (i.e., correct email addresses, phone numbers with voice mail, address (PO Box or street), etc) Keep track of incoming and outgoing costs Report the conference results to the Region E Governor or Lt. Governor and supply them with the conference binder, (registration forms, notes, speaker info, company information, survey results, etc.) Program Committee The objective of this committee is to coordinate the conference program. This involves scheduling of the various sessions and events. Once a conference schedule is defined decide how many sessions will be held and the topics of those sessions. Contact speakers for each session. Rely on professional sections, MALs, company representatives, and the Collegiate/Professional Leadership Team to help with speakers and interesting topics. Some duties may include: Determine Conference Theme Select the speakers / topics Distribute forms to speakers to identify audio/visual (A/V) needs Make sure publicity committee has information on speakers names, titles, and company affiliations and abstracts of presentations Prepare detailed budget estimates (meals and thank you gifts for speakers) Finalize time schedule of sessions Make sure other committees are aware of final schedule Inform speakers of final schedule Decide who will sit at the head table (if a meal will have a head table) Write thank you letters/acknowledgements to speakers Report actual cost to conference chairs Arrangements Committee This committee could be combined with the programs committee. This committee takes care of the small detail items of the conference that help make it a success. Some duties may include: Receive A/V forms from speakers and make arrangements to meet requests Select facilities for all events and make the necessary reservations Select and arrange all meals Reserve block of rooms at conference hotel and arrange for a reduced rate Prepare detailed budget estimates and supply to conference chairs Reconfirm A/V requirements with speakers Decide how meeting and session rooms will be set up Notify caterers and such of the final meal counts Bring extra A/V equipment, if able (extension cords, flip charts, markers, etc) Report actual costs to conference chairs Corporate Support Committee The function of this committee is to solicit and obtain corporate support for the conference. Corporate support takes many forms from financial donations to workshop speakers. There may already be a group of loyal corporate supporters that can help with the conference, but do not pass up the chance to attract new supporters through this event. Contact the professional section or the MALs in the area for likely prospects. If there is not a professional section nearby, contact the Region E Collegiate Interest Representative or Region E Governor or Lt. Governor for help. If possible include a list of sponsorable items and their cost in the request to the companies. It also looks good to name major sponsors who have already pledged their support. Here is a checklist of sponsorable necessities for those who do not want to give a check, but want to help in other ways. - Career Fair Booth - Meals and refreshments - Door Prizes - Workshop speakers - Copying services - Postage - Audio/Visual equipment - Conference packet goodies (pens, paper, etc.) - Audio/Visual technical support person Be sure to thank all supporters by sending a note or gift of appreciation, the sooner the better. Also make any information disseminated as accurate as possible. If there are any changes in announced plans, be sure to let your sponsors know, especially changes in location or dates. Make sure the company knows what they are committing to. If they offer to sponsor a banquet, make sure they know approximately how much money is involved and how they are going to be recognized. Some duties may include: Committee should request 10% seed money from the Region E Treasurer Contact previous corporate representatives asking for their support again Prepare letter of information to give to the corporations in mind (include contact info) Create corporate packet/brochure that can be passed out at prior career fairs and national conference Prepare detailed budget estimates (postage, reproduction, etc.) Send out letters to corporations that are potential new supporters Send confirmation letters to corporations that agree to support the conference (include conference details, and request any info needed from them, such as number of people attending, if any, door prizes, company brochures to include in packet, etc.) Provide donating companies with invoices Make sure the program committee knows who the speakers are and how to contact them for A/V requirements, room sizes, presentation times, etc.) Submit actual costs to the conference chairs Registration Committee This committee has main contact with the collegiate and professional members attending the conference. It is their responsibility to make sure that the right information reaches the right people at the right time. Some duties may include: Prepare registration application form/packet Prepare detailed budget estimates (postage, reproduction, name tags, etc) Establish method or database to track registrants (name, address, phone numbers, etc.) Send a registration form/packet to each school (president address or school address). They can make copies for their members. Include a cover sheet with instructions. Send both hardcopy via mail and electronic version through email. Send a registration form/packet to each professional section Send registration form/packet to SWE National Officers, Region E Governor or Lt. Governor, CIC chair, Region E Collegiate Interest Representative Prepare itemized confirmation letters to be mailed (or emailed) to registrants Prepare conference packets to be handed out at registration on the first day of the conference (program, name tag, maps, meal tickets, etc.) Enter registrants in to database Send out confirmation letters or emails and specific program information Notify program committee of final registration count Staff registration table at conference Generate conference survey Report actual costs to conference chairs Publicity Committee This committee can be combined with registration committee if need be. Publicity can have the ultimate impact on attendance at the conference. Make sure that all information disseminated is double-checked and verified for accuracy before release. Nothing gives a quicker impression of disorganization than typos, retractions or incorrect information. Some duties may include: Make sure to announce the conference in the region newsletter and also supply each collegiate, professional section and the MALs with an article or announcement for their newsletters. Contact the Region E Communications Chair about including information on the Region E website. If a school website is available then include information on there as well Prepare detailed budget estimates and supply to conference chairs Send an article to the school paper announcing the conference dates and events Contact local press (including school press) to ask for coverage of the conference Report actual costs to conference chairs Prepare article and photos on conference and send to Region E Newsletter Editor Work with Region E Collegiate Interest Representative, Region E Collegiate Representative, Region E Newsletter Editor and Region E Governor or Lt. Governor to disseminate information via email several times prior to the conference. Theme/Entertainment Determine a theme for the conference and keep in mind the events and theme should be appropriate to SWEs and mission goals. Some examples are as follows and these are only a few to get you started thinking: Ride the Engineering Wave Its an Engineering Carnival! Let the Good Times Roll Finding Balance: Powerful Resources to Life's Challenges Celebrating the Cultural Diversity of All Engineers In the past some sections hosting a region conference chose to have a night of entertainment after a Friday or Saturday night dinner that went along with the theme of the conference. Some examples would be a mock casino, a luau, or Indian dancing. There are so many options available and it is a nice treat for the conference. Be creative! Time Of course timing is everything. Since the national conference is in the fall, most region conferences are in the spring. The spring semester seems to be very busy and it is hard to find a weekend that does not already have events scheduled on it. Other events to watch for when scheduling the region conference are: spring break, FE/EIT test, Easter weekend, E-week in February and other organization conferences as well as local area activities. Spring break can be different for all the schools in the region, therefore be sure to keep everyones spring break in mind. The FE/EIT test is on a Saturday usually in April and is the same for all schools. E-week is in February and some sections have their own activities that week. Other groups conferences can be found from their websites or other collegiate members on campus. Choose a weekend that will bring in the most possible number of attendees to help make a successful conference. Hotel/University The conference can be held with the majority of the events at a hotel or a hosting university. Depending on the university, the attendees could stay in dorms on campus, which would be cheaper than a hotel but would need to offer the needed amenities a hotel offers (private bathroom, phone, bed linens, towels, etc). You may also check what on campus facilities are available such as memorial unions or other facilities that are like a hotel. If a hotel is where the attendees will be staying, select one hotel to be considered the conference hotel. Be sure to cross check local hotels to find the best priced hotel. Also offer information on other hotels in the area. Students will share rooms making the cost for them cheaper. Professionals may or may not share rooms, therefore allow the appropriate number of rooms in the reserved block (at least 75). It is a good idea to reserve the block of rooms and other hotel meeting rooms as soon as possible. Have two persons be the main contacts for the hotel. If you are having other events (workshops, meals, entertainment) at the hotel for the conference, then have these persons be the same contacts for all hotel activities. After a schedule for the conference is selected and the meetings, sessions or workshops, award banquet, meals are going to be at the hotel, meet with the hotel to make room arrangements (number of chairs and/or tables, water, note pads, pens, etc.). If the hosting sections can offer other means for facilities, then meet with the appropriate person to make those arrangements. Most hotels charge for meeting room areas, but universities usually do not, so keep that in mind. And if speaker equipment (LCD projector, overhead monitor, screen, flip chart, etc.) is needed, ask around if a person or a company may donate them for the conference at no or minimal charge. Hotels usually charge a large fee to rent this equipment. Meals/Food Services Food can make or break a successful conference. Food is what is most talked about on the way back home Sunday afternoon. The conference food should be edible, appropriate amounts (you dont want to run out) and cater to most diets. Every meal should offer some kind of vegetarian dish and diabetic dish. You may want to ask on registration forms for dietary requirements to know ahead of time. Food is also the most costly part of the conference. In the budget make certain to include service charges, tip, and any other hidden charges. Whether the food is catered by an outside caterer or the school food service or the hotel, be sure to request a detailed price sheet and ask if there are any other charges not included on the price sheet. For the conference the following meals should be provided: Friday Dinner: If having a Friday dinner, this may be a welcoming or opening dinner for the conference. Be aware attendees may arrive late. Make sure all collegiate sections, professionals sections and MALs are introduced at this meal. Saturday Breakfast: If the hotel offers free continental breakfast you can have that be the breakfast for the conference, but keep in mind not all attendees are staying at the hotel therefore provide some type of breakfast to compensate (trays of fruit and/or pastries). Saturday Lunch: This meal is usually a sit down meal that can be a buffet or served. Typically there should be an activity at lunch such as a presentation or share ideas time. Lunch should be a filling meal like sandwich, pasta, salad, or soup. but not too filling such that attendees will want to fall asleep in the afternoon. Saturday Dinner: This meal could be the closing conference even though there is still breakfast Sunday morning. Some people do not eat breakfast or will want to sleep in. Dinner could be buffet or served and some ideas for food are prime rib, chicken breast, roast beef, and so on. Less expensive options may include vegetarian lasagna or pizza. Sunday Breakfast: This meal could be a closing conference meal if Saturday dinner is not. Again same as Saturday breakfast, if the hotel offers free continental breakfast you can have that be the breakfast for the conference, but keep in mind not all attendees are staying at the hotel therefore provide some type of breakfast to compensate (trays of fruit and/or pastries). These meal ideas are only suggestions. The hosting section(s) can do what they feel necessary and/or fitting for their conference. There can be keynote speakers at the meals (Saturday lunch or dinner) if desired. Career Fair/Company Tours There should be a career fair at the region conference. This draws in corporate support and participation as well as smaller schools attending because they might not have one at their school or in their area. The career fair should have several companies (at least 10 is a good rule of thumb) from diverse industries. Keep in mind to ask the professional members attending the conference if they would represent their company at the career fair. It is acceptable to charge the career fair companies to participate in the conference and it is a way to raise funds for the conference. Company tours are another way to get companies involved in the conference. Some companies may want to provide a tour Friday during the day, but keep in mind most attendees are traveling on Friday and arrive anytime from the late afternoon to late evening. If there are companies willing to offer a tour on Saturday and the company will draw a lot of participation, then have it. But make sure other activities are offered at the same time for those who do not want to attend. Also in addition to company tours, city tours (zoo, botanical garden, museum, stadium) may be of interest. Indicate on the registration form what tours are available so the attendees can sign up before hand. Sessions/Workshops/Meetings Sessions and/or workshops are a necessary feature to a conference. The topics can be geared toward school issues, work issues, and general life issues. The conference should have two or more sessions to choose from at a time to give the attendees an option. The Leadership Committees (Collegiate and Professional) are always available to present workshops. Another idea is to offer sessions throughout the day (some in the morning and some in the afternoon). Remember to adjust the budget if meals are going to be complimentary (free) for the speakers, Leadership Coaches, and/or volunteers. Region meetings are necessary for the conference. There are separate meetings for professional and collegiate sections and there could be a joint meeting to include both groups. At these meetings, decisions for the region are discussed and made and officers may be elected. All conference attendees should attend, but at least one person from each section to represent their section. Typically region meetings are Sunday morning after breakfast, but another idea would be to have them Saturday evening before or after dinner. Attendance at the Sunday morning meetings has been low at some previous conferences. Saturday night meetings may be more highly attended. Make arrangements with the Region E Governor or Lt. Governor, Region E Collegiate Representative and the Region E Collegiate Interest Representative for meeting times and equipment that may be needed. Budget One of the most important aspects of hosting a conference is money. Saving money where possible is a worthy idea. The first thing is to create a budget that is reasonable. Account for every little thing. Here is a list of major items to include in the budget: FOOD, FOOD, FOOD (the majority of the cost is food) TRANSPORTATION ROOM and EQUIPMENT RENTALS PAPER SUPPLIES/PRINTING (registration forms and packets, name tags, programs, signs, maps) GIFTS (door prizes, speaker gifts) MISC (anything else specific to your conference) It is a good idea to ask for the previous years conference host (or the Region E Lt. Governor or Treasurer) for the previous years conference budget to use as an example. The conference can be done inexpensively and successfully if done smartly. If the budget is accurate and tracked, then the hosting sections should profit from the conference. This is very important. Registration Registration forms are important to the conference in providing detailed information to everyone and returning their information back to the hosting sections so they can prepare for the number of attendees. Be sure the refund policy is specified on the registration form (e.g., no refunds or no refund after a specified date). The forms should be sent out to all sections and Region E MAL Representative in the region about 2 months prior to the conference with a deadline of about 3 weeks before the conference. An early registration fee can be offered to those people who mail it in by a specified date. In addition, the conference can be offered to non-SWE members (professional and/or collegiate) at a higher price. This could encourage people to join SWE and attend the conference at a cheaper fee. The registration information can be added to the Region E website, which is a great way to have people register online or receive information. Electronic registration and electronic payment options may be considered. The day of the conference, a conference packet could be provided with information for the attendees about the conference, such as contact information, conference program, maps, city information, transportation information, other SWE activities, pens, paper, conference shirt, and whatever else may be necessary for the conference. This packet is an organized way to keep up with who has arrived and if there are any at the door on-site registrations. Transportation Depending on the location of your conference, activities transportation may or may not be needed. If some attending schools fly in to the conference, then transportation should be offered to them to get around to the different conference activities. Vans can be rented or borrowed from the university if allowed. Some companies have vans available to borrow or rent, but typically an employee of that company would need to drive it. Three or four vans would probably be good number depending on the distance of travel several trips can be made back and forth between activities. Transportation needs can be asked on the registration form. Find out how they are planning on attending the conference (plane, bus, or drive in). If the airport or hotel does not offer shuttles to and from the airport to the hotel, then it may be a good idea to offer this service for those who will need it. The more you cater to the attendees, the more successful your conference and if you plan ahead of time for this, then it will be an easier task. If the conference site is located where most people fly to the conference then provide air fare information and any possible discounts available. Some airlines and rental agencies may supply a discount code for the attendees to use when purchasing transportation. Note the local airport shuttle services, if any. Also, note if the hotel offers a free shuttle service between the airport and the hotel. For attendees that are driving in, please share parking information with them. If the conference is to be held on campus, provide maps with visitor parking areas, and let them know the cost to park in a visitor lot. If the conference will be held at a hotel, and parking is not free, let the attendees know so they can plan their travel budget accordingly. Time Line This timeline is a guide and should be modified where needed. ASAP - Select a conference chair and committee chairs - Form/Establish Corporate Communications committee - Review with the Region E officers - Send letters to possible corporate sponsors and job fair companies - Finalize the block of hotel rooms - Send corporate packages to the Region E Governor or Lt. Governor for co-approval - After co-approval, send corporate packages to companies (that require a heads up for budgeting purposes) 6 months prior - Send preliminary conference package sent to the Region E Governor or Lt. Governor for co-approval - Select committee members for each committee and assign specific duties to each member - Determine how many sessions/workshops for the conference possible topics. Begin looking for speakers and a keynote speaker if having one. - Investigate possible conference sites (on campus, hotel, or convention center) and make reservations where needed - Establish all other committees - Work on booking companies - Finalize conference package/registrations 4 months prior - Send preliminary announcement to region newsletter editor - Send finalized conference package/registrations to all - Collect information on menu costs and options 3 months prior- Sign up lots of volunteers to help from now on - Set registration fees. The fee will depend on corporate sponsorship and anticipated expenses. 2 months prior- Send registration forms/packets to collegiate and member sections, Region E Collegiate Representative, Region E Newsletter Editor, Region E Collegiate Interest Representative, Region E 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 4 or more weeks prior to conference. - Send invitations and notices to campus dignitaries (Dean, Provost, President, etc.) - Request contributions for conference programs - Finalize food choices for all meals 1 month prior - 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 or scarves (or other identifying item, if applicable) - Confirm all reservations 2 weeks prior - Confirm all volunteers (Registration table, greeters, ticket takers, room monitors, etc.) - Collect items that will be in conference packets 1 week prior - Confirm number of participants for meals - Stuff conference packets (print out name tags, etc.) - Confirm all reservations again, room arrangements, and volunteers 1 day prior - 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. Conference - Set up registration area and appropriate signs - Set up A/V equipment in the session rooms (have extra cables) - 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 1 week after - Report all costs to chair and pay all bills. - Send article and photos to Region E Newsletter Editor and Region E Communication Chair - Write thank you notes to speakers and sponsors - Tally up evaluation forms and provide to Region E Collegiate Interest Representative - Thank all volunteers and committees Region E Conference Planning Approval Process The approval process for all Region E Conference bids submitted will consist of a two-fold, joint approval process Joint Approval between the Proposed Collegiate and Professional Host Sections and Final Approval by the Region Officers. Joint Collegiate and Professional Sections Approval All bidding process guidelines must be followed, or a conference bid may not be accepted for voting. The final conference bid must show joint endorsement between the host collegiate section and the host professional section or professional members meeting all criteria as outlined in the manual. Final Approval by the Region Officers The draft plan is to be submitted for review to the Region E Lt. Governor, who will serve as the regional point of contact for conference planning. The Region E Lt. Governor and Region E Officers will review the draft plan, and make any necessary recommendations/edits as necessary. The draft will be returned to the host sections, with commentary/edits/recommendations, for incorporation within one (1) week of receipt. After incorporation of the initial comments, a final proposed conference plan must be submitted to the Region E Lt. Governor by the deadline date set forth in the conference planning schedule. The final proposed conference plan will be reviewed by the Region E Lt. Governor, in coordination with other region officers within a 2-week timeframe allowing for iterations and modifications accordingly. Upon review and agreement by the regional officers, the Region Officers will provide official endorsement of the conference to the host sections. Region C Conference Samples These examples have been shown in previous Tool Kits. It is highly recommended that you ask the one or two previous years conference hosts for more recent samples of these materials. Contact a Region Officer if you need help in locating these materials. Sample Budget Sample Request for Corporate Support Sample Reply form for Corporate Support Sample Confirmation Letter to Corporate Participation Sample Cover Letter for Registration Packet Sample Registration Packet Sample Conference Program Sample Conference Agenda Sample Conference Evaluation form Example of Session Topics Sample Budget This is a rough sample of an old budget 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 12 @ $1000 $12,000 Registration Fees Collegiates 150 @ $30 $4,500 Professionals 75 @ $60 $4,500 TOTAL: $21,000 Expense Hotel/Conference Center meeting rooms 3 @ $100 $300 Other reservation fees 1 @ $200 $200 FOOD: Friday Dinner 225 @ $10 $2,250 Saturday Breakfast 225 @ $5 $1,125 Saturday Lunch 225 @ $8 $1,800 Saturday Dinner 225 @ $10 $2,250 Sunday Breakfast 225 @ $5 $1,125 20% Service Fee $1710 Transportation Vans for 3 days 5 @ $70/day $1,050 Speaker Gifts 15 @ $20 $300 Conference gifts (ex: T-shirts) 225 @ $6 $1350 Decorations $150 Audio/Video Equipment Rental $800 Mail Outs $200 Signs / Banners $50 Reproduction (copy needs) $200 TOTAL: $14,860 Sample Letter to Request for Corporate Support Date The Lamar University section of Society of Women Engineers (SWE) is an up beat group of students that provides the College of Engineering a wide variety of events. Lamar University is located in Beaumont, Texas, which is on The Right Side of Texas. SWEs mission is to stimulate women to achieve full potential in careers as engineers and leaders, expand the image of the engineering profession as a positive force in improving the quality of life, and demonstrate the value of diversity. SWE allows the women in the College of Engineering (which includes civil engineering, chemical engineering, computer science, electrical engineering, industrial engineering, industrial technologies, mathematics, and mechanical engineering) to network and become familiar with one anothers experiences whether it be school or work related. At Lamar, SWE organizes several College of Engineering events. These events include the Annual Softball Tournament, the E Week Banquet, the Career Fair, and panel discussions and speakers throughout the year. On page two there is a description of each event and the tentative date for that event. Lamar SWE is proud to announce that we will be hosting the 2001 SWE Region C Conference November 9-11. Region C includes all schools and professional sections in Texas, Louisiana, Arkansas, and Mississippi. This conference brings collegiate and professional SWE members together for 2 days of networking and fun. We have scheduled several events throughout the weekend. These events include Friday night dinner and museum, Plant Tours, Conference Career Fair, Industry Showcase, six workshops, and Saturday Night Banquet and Cardinal Casino. A description of these events can be found on page three. Participation and/or sponsorship from engineering related companies is always needed. If interested in sponsoring or co-sponsoring, participating in, or sending company giveaways for an event please complete and return the reply form on page four to the address and/or email address provided. Thank you for your time, Name SWE President Sample Participation and Sponsorship Reply Form SWE Region U Conference Please circle any and all events that your company is interested in sponsoring and/or attending. General Conference Donations: Sponsors at all levels will be included in all conference literature and materials. Furthermore, sponsors at the following levels will receive: $250-$1,000: Your Companys name and logo will be included on all t-shirts and souvenir items. In addition your company will receive an invitation to attend the Career Fair and Industry Showcase on Saturday without charge. $1,000-$2,500: The above, plus an invitation for 1 representative to attend all events on Saturday. $2,500-$5,000: The above, plus an invitation for 2 representatives to attend all events on Saturday. $5,000-$10,000: The above, plus an invitation for 2 representatives to attend all Conference events and workshops. Individual Event Attendance Rates: Conference Career Fair $150.00 This includes lunch for two employees. Industry Lunch $75.00 This includes lunch for two employees. Conference Career Fair and Industry Lunch (recommended) $200.00 This includes lunch for two employees. Event Sponsor Rates: If your company desires to sponsor a specific event, then the company logo will be on all literature for that event as well as signs around the facility. The company may pass out information, products or prizes. Friday Night Dinner at Museum $2,500 This includes the cost of food and museum use. Workshop(s) $200/each This includes room fee. Saturday Night Banquet/Event $5,000 This includes food and casino games rental. In addition your company can provide the prizes. Door Prizes and Gifts: We need door prizes and gifts for the SWE Region U Conference. Would your company be willing to donate door prizes and gifts? If yes, what? Company Name: _______________________Contact Name: ______________________ Company Description: ____________________________________________________ Address: ________________________________________________________________ City: __________________ State: _____ Zip: _________ Phone: _______________ Email address (es):_________________________________________________________ Co-sponsorship is available: Event: ______________________Amount:________________ Total Amount: ____________ Make checks payable to SWE. Thank you for your time and efforts. We will have a great year because of you. Please contact SWE if there are any questions at email@swe.org. Confirmation Letter to Corporate Participation Date Company Name Address Dear Company, Thank you for your contribution to the Society of Women Engineers Region C Conference that will be in Beaumont, Texas. This is a letter confirming that your company will be attending the Conference Career Fair and Industry Showcase on November 10, 2001 at the Beaumont Hilton. The Conference Career Fair will be from 9 am to 11 am in Ballroom B. Set up time is from 8:30 am to 9 am and pack up is from 11 am to 11:30 am. The Industry Showcase will begin at 11:45 am and go until 1:45 pm. Each company will have a certain amount of time to talk about what their company does such as what it produces or helps produce. Lunch will be in Ballrooms C, D, and E. Lunch will be provided for two company representatives. Throughout the entire conference will be giving away door prizes, if your company would like to donate items to be door prizes please let me know. If you will need to stay overnight in Beaumont, there are rooms blocked at the Beaumont Hilton until October 19 for $65 a night. There are several other hotels near by. A list is enclosed. If there are any questions please feel free to contact me at (phone number) or (email address). Thank you, Name SWE President Please visit the conference website if you would like to attend the entire conference: (Website) Sample cover letter for registration packet Date Dear SWE Member, We are so glad you are interested in attending the 2001 Region C Conference hosted by Lamar University in Beaumont, TX. The conference will be held November 9-11. The theme of the conference is Dont Gamble on Your Future. We hope to share with you some interesting tips on topics that will come in handy in your future. We have several exciting speaker sessions, plant tours, and entertainment activities planned for this years conference. We hope that you are looking forward to the conference weekend with as much excitement as we are. Lamar SWE is working very hard to make this an educational and fun-filled weekend for you. The Beaumont Hilton is the site for most conference events. A block of rooms has been set aside for SWE at a discounted price of $65.00, up to four per room. The rooms must be reserved before October 19 to guarantee the discounted price and availability. There are several other hotels in the general vicinity of the Beaumont Hilton. We strongly encourage you to reserve your rooms early and stay at the Beaumont Hilton. We have enclosed a registration form, hotel details, map, museum information, and an agenda. Please make copies of the registration material and distribute to your members. Please note that the earlier you register the greater the discount is for the registration fee. Please help us properly plan for the conference by registering early. Again we are looking forward to the Region C Conference with great eagerness and hope that you are too! See you in November! Lamar SWE Region Conference Committee Sample Registration Form Sample 2004 Region U Conference Hosted by University Date Personal Information: Last Name: First Name: Name preferred on Badge: School Name/Company Name: Class Standing/ Title: Major/Field: Address: City: State: Zip Code: E-mail Address: Phone Number: Registration Type: (Please circle amount that applies.) SWE membership # (Prices are suggested)Collegiate MemberCollegiate Non - MemberProfessional MemberProfessional Non - MembersPostmarked thru Mar 13$30$40$60$70Postmarked Mar 14-31$40$50$70$80Apr 1 and at the door$50$60$80$90 Friday Tours: (Please # in order of Preference. See Description of Events for tour details.) Refinery Company #2 Company #1 Chemical Plant Saturday Workshops: (Please indicate A or B for each session) Session 1: A Title B Title C Title  Session 2: A Title B Title C Title Session 3: A Title B Title C Title Meals: (Please indicate the meals you will be attending) Friday Dinner: Saturday Breakfast: Saturday Lunch: Saturday Dinner: Sunday Breakfast: Special Meal Requirements: _____________________ Transportation: Will you need transportation to: Friday Dinner: To/From Hotel: Saturday Dinner: Other Event: T-shirt Information: Size Please circle the appropriate size: Small Medium Large XL XXL Other: Special Accommodations: Amount Due: Registration Total: $ Please make checks payable to SWE. Please do not send cash. If you have any questions concerning the Region U Conference please contact us at email@swe.org or the conference chair at phone number. Sample Program Outline For the Conference program it is suggested that it be a folded booklet type program. This way it is easier to handle and can hold more information in a smaller format. Here is a sample outline:  Sample Conference Agenda FRIDAY 4:00 6:00 p.m. Career Fair 6:30 7:00 p.m. Welcome Reception 7:00 9:00 p.m. Opening Dinner 9:00 10:00 p.m. Conference Main Event (if any) SATURDAY 8:00 9:00 a.m. Breakfast 9:00 10:30 p.m. Separate Region Meetings 10:30 12:00 p.m. Joint Region Meeting 12:00 1:30 p.m. Lunch with Presentation or Activity 2:00 2:50 p.m. Session 1 3:00 3:50 p.m. Session 2 4:00 4:50 p.m. Session 3 5:00 6:30 p.m. Break 6:30 9:30 p.m. Closing Dinner SUNDAY 8:30 9:30 a.m. Send-Off Breakfast 9:30 11:00 a.m. Region Officer Meeting OR FRIDAY 4:00 6:00 p.m. Career Fair 6:30 7:00 p.m. Welcome Reception 7:00 9:00 p.m. Opening Dinner 9:00 10:00 p.m. Conference Main Event (if any) SATURDAY 8:30 9:30 a.m. Breakfast 10:00 10:50 a.m. Session 1 11:00 11:50 a.m. Session 2 12:00 1:30 p.m. Lunch with Presentation or Activity 2:00 2:50 p.m. Session 3 3:00 3:50 p.m. Session 4 4:00 5:30 p.m. Break 5:30 7:30 p.m. Closing Dinner 7:30 8:30 p.m. Separate Region Meetings 8:30 10:00 p.m. Joint Region Meeting SUNDAY 8:30 9:30 a.m. Send-Off Breakfast 9:30 11:00 a.m. Region Officer Meeting Sample Evaluation Form Society of Women Engineers Region U Conference We hope you enjoyed the conference. Please take a minute to respond to the following questions. We would appreciate your views on this event to assist us in the planning of future SWE conferences. How did you hear/learn about this conference? SWE website SWE Regional newsletter Collegiate/Professional Section meetings Personal referral Other Society Email Email from a coworker/friend Conference Brochure Other: Please specify the main reason for attending this conference? Content Speakers Networking Panelists Personal Growth Other: What sessions did you attend: Session 1A Session 1B Session 1C Session 2A Session 2B Session 2C Session 3A Session 3B Session 3C Session 4A Session 4B Session 4C Did you attend all, or most, of the workshops within one track? Yes / No Are you a SWE member? Yes / No Based on this conference, would you be inclined to attend future SWE conferences? Yes / No Please indicate your overall satisfaction with this conference: Poor Adequate Excellent a. Conference Content 1 2 3 4 5 b. Registration Process 1 2 3 4 5 c. Venue(s) 1 2 3 4 5 d. Food & Beverage 1 2 3 4 5 What topics would you like to see presented at future conferences? Any comments/suggestions for improving conferences in future? Sample Session topics Political Savvy for a Thriving Career Leaving Work for School Panel Work/Family Integration Panel Women Executives Panel Discussion What's Your Leadership Personality Type? Texas PE: What does it take? Working Globally Panel Discussion Careers in Management Consulting Patent & Intellectual Property Law Transition to Management and Developing Leadership Style Professional Etiquette: Its Not Just Forks and Spoons Membership Recruitment and Retention Environmental Management & Law Women in the Boardroom Find Common Ground Developing Future Leaders Collegiate Outreach Programs Art of Negotiation Effective Oral Presentation Co-op Panel Discussion Leadership Coaching Modules: Knowledge of SWE Membership Finances Fund Development Strategic Planning Administration and Operations Communications Meetings Leadership Team Building Tactical Planning Conflict Resolution Succession Planning Collegiate Leadership Coaching Modules: Knowledge and Benefits of SWE History of SWE Administration and Operations Strategic Planning Fund Development Effective Personal Communications Finding your Inner Leader Learning Leadership Styles Managing Effective Meetings Team Building plus a few more      PAGE 2   (Fill in company names. 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