2 Planning Student Professional Development Conferences An Overview for SPDC Hosts in Districts G, H, I and J

3 Objectives Provide information on the preparation for and conduct of the ASME Student Professional Development Conferences Answer questions and discuss issues involved in hosting an SPDC Confirm which competitions will be held at each SPDC

4 Outline Introduction to Updated Online Host Guide Key Responsibilities of Host Judges Packets Registration and Printing Prior to SPDC Conducting the Old Guard Oral Competition Conducting the Old Guard Poster and Web CompetitionsConducting the Old Guard Poster and Web Competitions Conducting the Student Design Competition Awarding Prizes Reporting Questions

5 Introduction to the Online Host Guide Return to TOC

6 Updated Online Host Guide Responsibilities and roles of all involved Recommendations for SPDC Planning Committee Structure Guidance on budget and agenda planning Bullet checklists and timelines for tasks, according to sub-committee Appendices : Statistics from prior SPDCs Information on contracts Sample agendas and budgets Links to all Competition Rules

7 Updated Online Host Guide SPDC Templates: dgeCommunity/Student_Professional.cfm dgeCommunity/Student_Professional.cfm Judges and Sponsors sample letters Registration Files Certificates Competition Files Awards Ceremony Presentation Winners Report Template page is on the Knowledge and Community Home Page

8 Key Responsibilities of Host Return to TOC

9 Key Responsibilities Registration Finance Awards Ceremony Competitions – setup and pre- conference preparation Coordinate rooms for all agenda items Ensure there is time on the agenda for an SDOB Meeting Send Winners Report and Final Registration to ASME

10 Pre-Competition Preparation (all Competitions) Prior to the Conference - Contestants: All students entering any competition must submit a competition entry form to compete by a set date before the SPDC – typically two weeks prior. No onsite entries. Information that will be collected includes: –Student Name –University –Presentation/Poster/Web Page Title or Team Name –ASME Student Number (Only undergraduate student members in good standing can compete.) –(OG Oral) Audio visual requirements (projector, DVD, etc.) Note: All OG entrants must adhere to the Old Guard Eligibility requirements:

11 Prior to the Conference - Judges: Locate Three (3) Industry Judges for each competition (4 for the Student Design Competition) Arrange a back-up judge in case of cancellation Send judges confirmation letter and copy of rules and score sheet (see sample letter) Send Judge information on time, location (directions), meeting room and parking (include a contact name and phone number) Invite judges to attend lunch or dinner Prepare Judges’ Packages Pre-Competition Preparation (all Competitions)

12 Pre-Competition Preparation (all Competitions) Prior to the Conference – Logistics Fill in & Print Certificates of Participation for each entrant Confirm Prize Money Available (Amira El-Ghobashy, El- Print Judges Scoring Sheets for each entry (print pages separately) Print Appropriate Signs for Each Door Have a workers meeting to make sure they understand roles (SDC only) Have a set time in the agenda for inspection and qualification, competitor questions, conduct of the competition, and judge deliberation (Poster and Web only) Have a set time when posters must be set up and web page CDs must be submitted

13 Judges’ Packets Return to TOC

14 OG Oral Competition Judges’ Packet Pocket folder recommended -- also make a package for the moderator One score sheet per competitor, in order in which the presentations will be made Complete set of rules Pen or Pencil Moderator packet to also include a recap sheet

15 OG Poster Competition Judges’ Packets Pocket folder recommended Complete set of rules Pen or Pencil Do not place score sheets in packets!! Good idea for monitor to have an extra set of score sheets, in case a judge makes a mistake or fills out the wrong one.

16 OG Web Page Competition Judges’ Packets Pocket folder recommended Complete set of rules Pen or Pencil One score sheet for each competitor

17 Student Design Competition Judges’ Packets Score sheets usually set up electronically by the Chief Judge (template available) 2 copies of the problem statement 2 copies of all Q & A Put these in two 3-ring binders –one binder for judges as a reference –other binder for competitors as a reference

18 Registration and Printing Prior to SPDC Return to TOC

19 Registration Information Have available at registration: Summary report of all registration information List of all registered attendees - By unit and by last name Name badges Badge template file for on-site (have printer) No Shows, Replacements, On Site Registrations On-Site Registration form (with built-in receipt) ASME member forms, or web access for joining online

20 Conference Program Information The Basics A simple agenda with events, times and locations listed Extras Names of all competitors in all competitions being held at your location (by Competition) Times of individual OG Oral presenters Names, logos, etc of sponsors

21 Old Guard Competitions Set up Order of Presentation for Oral Competition to avoid conflict of any are also entered in the SDC Print Certificates of participation for all Competitors Print Judges Scoring Sheets for each Competition (Print on separate pages) Judges Recap Sheet (for recording of final scores and determining winners) for each Competition Blank Score Sheet (for each Competition) as back up Rules Print File for Door Signs (Do not Enter-Presentation in Progress, Judges in Session, Etc.)

22 Awards Ceremony ASME HQ will send: Blank Certificates for all participants, all winners (and winner’s school for 1 st place). Just insert name / school name in the appropriate place and print. Winners Report Form and Prize Receipt (if staff cannot attend)

23 Conducting the Old Guard Oral Competition Return to TOC

24 Prior to the Conference – Personnel Requirements: 1 Moderator* 2 Timekeepers* 1 Session Aide (on hand for A/V support) 1 Door Monitor for each entry/exit to presentation room *Sometimes the moderator also acts as timekeeper Conducting the Old Guard Oral Competition

25 Prior to the Conference – Room Equipment: Screen VCR or DVD (if necessary) Multimedia Projector Desktop or Laptop* computer Microphone (if room is large) Free-standing Podium Light Pointer Two Stop watches (for time keepers) Note: If contestants are using their own laptop computers, you need to allow extra time in the schedule between the presentations for set-up. Conducting the OG Oral Competition

26 Host Actions Prior to Conference: Develop an order of presentations, ensuring that any students participating in both or Oral Competition and SDC won’t have a schedule conflict. Prepare a program page with each contestant’s name, university and presentation title In setting the agenda, allow 25 minutes for each contestant (15 minutes for presentation, 5 minutes for questions, 5 minutes for next contestant set-up) Acknowledge and thank judges in any printed program Conducting the OG Oral Competition

27 The Day of the Conference: Make sure room set-up is complete and all necessary equipment is functioning properly Assign someone to greet judges and provide judging materials (have a judges room available, they will need privacy for reviewing the score sheets and determining the winners) Ensure that all contest personnel are in place and ready Conduct a contestants’ and judges’ meeting prior to the start of the competition (build into the schedule) to review the rules, load presentations and review the conduct of the contest Conducting the OG Oral Competition

28 Personnel Responsibilities – Moderator The moderator is the master of ceremonies for the session Make sure all judges are in attendance before a speaker starts his/her presentation Prior to starting, ensure the audience understands the rules and how the contest will be conducted Assist speaker in set up of A/V equipment if necessary and announce name of competitor Announce Title of Presentation Oversee the Conduct of the Question & Answer Session Conducting the Old Guard Oral Competition

29 Personnel Responsibilities – Timekeeper Time keepers are responsible for timing of presentations Each presentation and Q/A session is to last a maximum of 20 minutes as follows: 15 minutes Oral Presentation 5 minutes Q/A session First Time Keeper … 12 Minutes –Rise and remain standing until speaker acknowledges Second Time Keeper … 14 Minutes –Rise and remain standing until speaker acknowledges First & Second Time Keeper … 15 minutes –Rise and remain standing until speaker acknowledges First & Second Time Keeper … 20 minutes –Rise and remain standing until speaker finishes Recording/Reporting Functions –At end of Q/A Session make the following announcement: "Total time ________, Oral Portion ____." Conducting the OG Oral Competition

30 Personnel Responsibilities – Door Monitor Monitor doors to insure that people do not enter or leave during a presentation. Open doors between each speaker, and close them during presentations to minimize any distracting noise. Conducting the Old Guard Oral Competition

31 Following the competition: Escort judges to Judges Room Once the judges have determined their selections, record results on winners’ report (this needs to be submitted to ASME) Keep all score sheets confidential Ask judges to record comments on page 2, collect and save for distribution after awards ceremony DO NOT announce winners until the awards ceremony Print winners award certificates (Provided by ASME) Send “Thank You” letter to each judge Conducting the Old Guard Oral Competition

32 Prize Money: First - $1,000 and a trip to compete in the final competition at ASME's IMECE Second - $150 Third - $100 Fourth - $50 Fifth - (Optional – District Funded) $25 High Score In Technical Contest $50 Conducting the Old Guard Oral Competition

33 Conducting the Old Guard Poster and Web Competitions Return to TOC

34 Prior to the Conference – Personnel Requirements: 1 Host Worker – room monitor Ensures room is set-up Assists entrants with poster set-up Ensure computer(s) for the Web Competition is available and functioning properly Monitors room or area while judging is in progress Assists judges Conducting the Old Guard Poster and Web Competitions

35 Prior to the Conference – Room Requirements: Obtain Secure On-Site Area for Poster and Web Competitions Set Up – Poster Competition: Tables Only Around perimeter of room, 1 table in center of room with 4 chairs, other setup also possible. Number of tables required will be determined by number of entries Set Up - Web Competition: Computer(s) Conducting the Old Guard Poster and Web Competitions

36 Host Actions Prior to Conference: Have a set time in the agenda for poster set-up and judging (Estimate – 10 minutes per poster, it is normal to set aside a minimum of 1 hour) Acknowledge and thank judges in any printed program Conducting the Old Guard Poster and Web Competitions

37 The Day of the Conference: Make sure room set-up is complete and computer(s) is functioning In front of each poster, place 3 appropriate score sheets (pre-filled with info for that poster) Assign someone to greet judges and provide judging materials Assist contestants with set up During judging, close off room or area to allow judges privacy Note: No contestants nor audience are allowed in room while the judging takes place Poster viewing can re-open once the judging is complete Conducting the Old Guard Poster and Web Competitions

38 Following the competition: Once the judges have determined their selections, record results in awards presentation & on the winners report (this needs to be submitted to ASME) Keep all score sheets confidential Ask judges to record comments on page 2, collect and save for distribution after awards ceremony DO NOT announce winners until the awards ceremony Print winner(s) award certificates (Provided by ASME) Send “Thank You” letter to each judge Conducting the Old Guard Poster and Web Competitions

39 Prize Money for each competition: First place prize of $200 Conducting the Old Guard Poster and Web Competitions

40 Conducting the Student Design Competition Return to TOC

41 Prior to the Conference – Personnel Requirements: 1 Video Camera Operator (optional) Support personnel as specified by the Chief Judge SDC setup committee should work closely with the Chief Judge Conducting the Student Design Competition

42 Prior to the Conference – Room Requirements: Insure that any set-up materials are purchased and set-up is accomplished (work with Chief Judge to coordinate as needed) Arrange for several host volunteers to be available for help with setup of the competition area Ensure that the A/V equipment is available Sound system (if room is large) Video Camera and operator Projection equipment (and screens if room is large) Ensure that enough tables are available for all devices to be displayed for inspection and peer review Ensure that enough stopwatches (not wristwatches) are available Conducting the Student Design Competition

43 The Day of the Conference: Make sure room set-up is complete Assign someone to greet judges and provide judging materials Distribute SDC info handout with judges’ comments to judges Direct competitors to the SDC area Distribute SDC info handout to all team members During any judge deliberations, provide an area to allow judges privacy Conducting the Student Design Competition

44 Following the competition: Once the judges have determined their selections, record results on winners report (this needs to be submitted to ASME) Keep all score sheets confidential Winners should not be announced until the awards ceremony Print winner(s) award certificates (Provided by ASME) Send “Thank You” letter to each judge Conducting the Student Design Competition

45 Prize Money: 1st Place: $500, a trophy, and a travel allowance to go to the finals of up to $1,500 per team with a maximum of four team members. 2nd Place: $300 and a plaque. 3rd Place: $150 and a plaque. Conducting the Student Design Competition

46 Awarding Prizes Return to TOC

47 Recognition of Participants & Winners: Options - Separate Awards Ceremony, Luncheon or Dinner (choose best option) Recognize and thank all judges, sponsors and volunteers Acknowledge all contestant entrants (have them stand, pick up certificates of participation afterward) Award Section with Most Students in Attendance Award Poster Winner Award Web Winner Award Oral Winners (start with best technical, 4 th to 1 st place) Award the Student Design Competition Awarding Prizes

48 Awarding of Prize Money Winners pick up trophy, plaque, certificate, etc, at the awards ceremony Each winner then signs a receipt which includes their ASME member number to receive the prize money SPDC organizers – send ASME the prize receipt with ASME member numbers and signature ASME Headquarters staff will send checks to the winners

49 Reporting Return to TOC

50 Send the following information to Marian Heller, List of all participants for all competitions Name, school, address of all conference registrants Winners’ Report with names of winners and their schools Reporting – Monday (or ASAP) Following Conference

51 Questions? Return to TOC