Funding and Prizes for Student Professional Development Conferences

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

3. Objectives • Understand the budgeting and reimbursement processes for ASME Student Professional Development Conferences • Understand the prizes available for qualifying and District finals • Decide upon optimal method for distributing prizes

4. Outline • Conference Budget • SPDC Host Honorarium • Sponsorships • SPDC Prize Money • Funding for Winners to Attend Competition Finals at IMECE 2010 • SLS/SPDC Participant Travel Reimbursement • Reimbursement for Approved Conference Expenses

5. Conference Budget • Confirm District funding for conference budget • Prepare budget assuming no sponsorship • Set registration fee based on costs minus available funds • Make sure registration fees + host honorarium + District funding for conference > conference costs

6. SPDC Host Honorarium • $200 to help cover conference planning expenses (K&C Budget) • Provide info to Deidra Hackley: • Host School Name • Names & contact information for Student Section Advisor and ASME Student Section Chair • Date & location of the conference

7. Sponsorships • Help keep registration fee low • Provide extras to attendees Resources: (SPDC Templates Page) • Sample letters to sponsors • District J Sponsorship Proposal • Guidelines for Seeking Corporate Sponsorship

8. SPDC Prizes • Cash prizes for Old Guard, SDC, & Design Expos - District Final SPDCs only. • Prize funds not available for qualifying (local) competitions. • Prize funds may NOT be used to reimburse student travel NOR for any conference expenses.

9. SPDC Prizes, con’t • Certificates for all competitions – qualifying local competitions & up to 2 District final SPDCs. • Winning SDC team - 1 plaque for district finals. • Certificates & plaque awarded at conference.

10. Distribution of Prize Funds • Prize funds awarded to competition winners after conference (District finals only). • At the SPDC, winners fill out the Winner Report form. • District Leader or host collects forms & sends to Amira El-Ghobashy after the conference. • Amira will process checks or direct deposit to banks.

11. Funding for Winners to Attend Competition Finals at IMECE • Old Guard Oral Presentation Competition: for Districts G-J, one winner represents District at finals.  • Each OG finalist’s travel reimbursed according to ASME Policy 4.5. • Student Design Contest: travel allowance up to $1,500 per team, for up to four (4) team members.

12. SLS/SPDC Participant Travel Reimbursement • Funds come from District Budget • Pre-Conference: SDOB / District Leader decide who is funded & for how much, for each conference (SLS & SPDC) • Pre-Conference: send info on who is funded to Deidra Hackley & Marian Heller • Post-Conference: send names, addresses, & emails of funded students to Deidra Hackley • Post-Conference: each student fills out form for travel reimbursement – must sign and provide receipts

13. Reimbursement for Approved Conference Expenses • Funds come from District Budget • Before Conference: SDOB / District Leader decide funding from District budget for expenses for each conference (SLS & SPDC) • After Conference: fill out form for conference expense reimbursement – must sign and provide receipts (need SSA signature)

14. Questions? Return to TOC