2 District G Student Professional Development Conference An Overview for Conducting the Old Guard Competitions

3 Old Guard Oral Competition Conducting the Competition Prior to the Conference - Contestants: All students entering the competition must register to compete in the competition by a set date before the SPDC – typically two weeks prior. No onsite entries. Registration should include: –Student Name –University –Presentation Title –Student Number (Only student members in good standing can compete.) Verify student membership with Unit Support – Jessica Albert – –Audio visual requirements (projector, DVD, etc.) Note: All entrants must adhere to the Old Guard Eligibility requirements:

4 Prior to the Conference - Judges: Locate Three (3) Industry Judges for the competition (Have a back-up in case of cancellation) Send judges confirmation letter and copy of rules and score sheet 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 Old Guard Oral Competition Conducting the Competition

5 Prior to the Conference – Personnel Requirements: 1 Moderator 2 Timekeeper 1 Session Aide 1 Door Monitor for each entry/exit to presentation room Old Guard Oral Competition Conducting the Competition

6 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 time in the schedule between the presentations for set-up. Old Guard Oral Competition Conducting the Competition

7 Host Actions Prior to Conference: Once entry registration is closed, randomly select contestants to determine the order of the presentations Prepare a program page with the 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) Prepare Certificates of Participation for each entrant (ASME can provide) Obtain Prize Money (ASME to provide) Print Judges Scoring Sheets for each entry (ASME to provide sample and on website) Make Signs for Each Door "Presentation in Progress … DO NOT ENTER“ Acknowledge and thank judges in any printed program Have a workers meeting to make sure they understand roles Old Guard Oral Competition Conducting the Competition

8 The Day of the Conference: Make sure room set-up is complete with all necessary equipment 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 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 Old Guard Oral Competition Conducting the Competition

9 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 start 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 Old Guard Oral Competition Conducting the Competition

10 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 ____." Old Guard Oral Competition Conducting the Competition

11 Personnel Responsibilities – Door Monitor Monitors doors to insure that nobody enters or leaves while presentation is in progress. Doors to remain open between each speaker. Old Guard Oral Competition Conducting the Competition

12 Following the competition: Escort judges to Judges Room Once the judges have determined their selections, record winners on final score sheet (this needs to be submitted to ASME) Keep all score sheets confidential Winners should not be announced until the awards ceremony Print winners award certificates (Provided by ASME) Allocate prize money Send “Thank You” letter to each judge Old Guard Oral Competition Conducting the Competition

13 Prize Money: First $ A trip to compete in the final competition at ASME's IMECE Second $ Third $ Fourth $50.00 Fifth (Optional – District Funded) $25.00 High Score In Technical Contest $50.00 Old Guard Oral Competition Conducting the Competition

14 Old Guard Poster Competition Conducting the Competition Prior to the Conference - Contestants: All students entering the competition must register to compete in the competition by a set date before the SPDC – typically two weeks prior. No onsite entries. Registration should include: –Student Name –University –Poster Title –Student Number (Only student members in good standing can compete.) Verify student membership with Unit Support – Jessica Albert – Note: All entrants must adhere to the Old Guard Eligibility requirements:

15 Prior to the Conference - Judges: Locate Three (3) Industry Judges for the competition (Have a back-up in case of cancellation) Send judges confirmation letter and copy of rules and score sheet 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 Old Guard Poster Competition Conducting the Competition

16 Prior to the Conference – Personnel Requirements: 1 Host Worker – room monitor Ensures room is set-up Assists entrants with poster set-up Monitors room or area while judging is in progress Assists judges Old Guard Poster Competition Conducting the Competition

17 Prior to the Conference – Room Requirements: Obtain Secure On-Site Area for Poster Competition Set Up - Tables Only Around perimeter of room, 1 table in center of room with 4 chairs. No. of tables required will be determined by number of entries Old Guard Poster Competition Conducting the Competition

18 Host Actions Prior to Conference: Prepare a program page with the contestant’s name, university and poster title 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) Prepare Certificates of Participation for each entrant (ASME can provide) Obtain Prize Money Print Judges Scoring Sheets for each entry (ASME to provide sample and online) Acknowledge and thank judges in any printed program Make Signs for Door “Poster Judging in Progress … DO NOT ENTER“ Old Guard Poster Competition Conducting the Competition

19 The Day of the Conference: Make sure room set-up is complete Assign someone to greet judges and provide judging materials Assist poster contestants with poster 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 Old Guard Poster Competition Conducting the Competition

20 Following the competition: Once the judges have determined their selections, record winners on final score sheet (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) Allocate prize money Send “Thank You” letter to each judge Old Guard Poster Competition Conducting the Competition

21 Prize Money: First place prize of $200 Other prizes optional (funded by district) Old Guard Poster Competition Conducting the Competition

22 Recognition of Participants and Winners: Options - Separate Awards Ceremony, Luncheon or Dinner (choose best option) Recognize and thank all judges, sponsors and volunteers Present participation certificates to all contestant entrants Award Poster Winner Award Oral Winners (start with best technical, 4 th to 1 st place) Each winner must sign a receipt for the prize money (supplied by ASME) Awarding Prizes

23 Submit list of all entrants (both poster and oral) and list of winners to ASME Submit prize money receipts to ASME If any prize money remains, return to ASME Contest results should be placed on District Website Reporting – Following Conference