Planning Student Professional Development Conferences

2. Planning Student Professional Development Conferences An Overview for SPDC Hosts

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

4. Outline • Introduction to Updated Online Host Guide • Key Responsibilities of Host • Judges Packets • Information Sent to Host Prior to SPDC • Conducting the Old Guard Oral Competition • Conducting 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 http://districts.asme.org/SPDC/Host/ • 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

7. Updated Online Host Guide Appendices: • Statistics from prior SPDCs • Information on contracts • Sample agendas, budgets, fundraising letters • Links to all Competition Rules • Master Timeline

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 • Optional – GSTC and/or ECTC – make sure space available, include on agenda

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

11. Pre-Competition Preparation (all Competitions) Prior to the Conference - Judges: • Locate Three (3) Industry Judges for the 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 • 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

12. Pre-Competition Preparation (all Competitions) Prior to the Conference – Logistics • Print Certificates of Participation for each entrant (ASME provides) • Confirm Prize Money Available (ASME staff provides) • Print Judges Scoring Sheets for each entry (ASME provides sample and on website) • Print Appropriate Signs for Each Door – ASME Support provides electronic files • 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 • NOTE: if the order is different than what the SPDC support person recommended, make sure the score sheets are in the order • Moderator packet to also include a recap sheet

15. OG Poster CompetitionJudges’ 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 CompetitionJudges’ Packets Pocket folder recommended • Complete set of rules • Pen or Pencil • One score sheet for each competitor

17. Student Design CompetitionJudges’ Packets • Score sheets usually set up electronically by the Chief Judge • 2 copies of the problem statement • 2 copies of all Q & A • Put these is two 3-ring binders • one binder for judges as a reference • other binder for competitors as a reference

18. Information Sent to Host Prior to SPDC (Districts A-F) Return to TOC

19. Registration Information • Summary report of all registration information • List of all registered attendees • By unit • By last name • Print file for name badges • Badge template file for use on-site • Reporting Forms (No Shows, Replacements, On Site Registrations) • On-Site Registration form (with built-in receipt)

20. Conference Program Information Print Files (you can modify to fit the style of your program) • All Competitors in all competitions being held at your location (by Competition) • ECTC / GSTC/ Design Expo Files (Districts B, D, and F) will also include Abstracts

21. Old Guard Competitions • Recommended Order of Presentation for Oral Competition (will be set up to avoid conflict if also entered in Student Design Competition and/or Design Expo Competition) • Print file(s) for Certificates for all Competitors • Print files(s) of Judges Scoring Sheets for each Competition (information regarding competitors will already be on these) • Judges Recap Sheet (for recording of final scores and determining winners) for each Competition • Blank Score Sheet (for each Competition) as a back up • Rules • Print File for Door Signs (Do not Enter-Presentation in Progress, Judges in Session, Etc.)

22. Student Design Competition • Print file for Certificates for all Competitors (names will already be on these)

23. Other For ECTC/GSTC (Districts D and F) • Print file for Certificates for all presenters For Design Expo (Districts B and F) • Print file for Certificates for all competitors For Radio Controlled Baja Car Competition (District D) • Print file for Certificates for all competitors • Print files(s) of Judges Scoring Sheets for each Competition (information regarding competitors will already be on these) • Judges Recap Sheet (for recording of final scores and determining winners) for each Competition • Blank Score Sheet (for each Competition) as a back up • Rules • Door Signs

24. Km & Most Students in Attendance Awards Excel Spread sheet for determining winners • Mileage will already be computed • Hosts need to put in the final number of attendees for each school and formula will give you the results

25. Awards Ceremony • Blank Certificates for winners (and winner’s school). Just insert name / school name in the appropriate place and print. • Winners Report Form • Individual Participant Certificates • List of Prizes / Awards that will be provided by ASME

26. Conducting the Old Guard Oral Competition Return to TOC

27. Conducting the Old Guard Oral Competition 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

28. Conducting the Old Guard Oral Competition 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.

29. Conducting the Old Guard Oral Competition Host Actions Prior to Conference: • ASME support person will send host a recommended order of presentations • ASME support person will send contestants’ names, universities and presentation titles to include in program • Prepare a program page with the contestant’s name, university and poster 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

30. Conducting the Old Guard Oral Competition 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

31. Conducting the Old Guard Oral Competition 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

32. Conducting the Old Guard Oral Competition 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 ____."

33. Conducting the Old Guard Oral Competition 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.

34. Conducting the Old Guard Oral Competition 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 • Winners should not be announced until the awards ceremony • Print winners award certificates (Provided by ASME) • Send “Thank You” letter to each judge

35. Conducting the Old Guard Oral Competition 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

36. Conducting the Old Guard Poster and Web Competitions Return to TOC

37. Conducting the Old Guard Poster and Web Competitions 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

38. Conducting the Old Guard Poster and Web Competitions 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. No. of tables required will be determined by number of entries • Set Up - Web Competition: • Computer(s)

39. Conducting the Old Guard Poster and Web Competitions 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

40. Conducting the Old Guard Poster and Web Competitions 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

41. Conducting the Old Guard Poster and Web Competitions Following the competition: • Once the judges have determined their selections, record results on the 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

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

43. Conducting the Student Design Competition Return to TOC

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

45. Conducting the Student Design Competition 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

46. Conducting the Student Design Competition The Day of the Conference: • Make sure room set-up is complete • Assign someone to greet judges and provide judging materials • Direct competitors to the SDC area • During any judge deliberations, provide an area to allow judges privacy

47. Conducting the Student Design Competition 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

48. Conducting the Student Design Competition Prize Money: • 1st Place: $500, a trophy, and a travel allowance to go to the finals of up to $1,200 per team with a maximum of four team members.  • 2nd Place: $300 and a plaque. • 3rd Place: $150 and a plaque.

49. Awarding Prizes Return to TOC

50. Awarding Prizes 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 Web Winner • Award Oral Winners (start with best technical, 4th to 1st place) • Award the SDC