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OSU AIChE Template

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Organize Paper & Car Competitions. Opening Mixer / Ice Breaker ... Unsuccessful Donation. Send personal invitation to conference ... – PowerPoint PPT presentation

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Title: OSU AIChE Template


1
(No Transcript)
2
2006 Regional Conference Planning Session
3
Agenda
  • Introductions
  • Purpose of Regional Conference
  • Host School Responsibilities
  • Standard Components
  • Organizing the Conference
  • Conference Support
  • Timeline

4
Introductions
  • John Yoder
  • AIChE2005 Facilities Chair
  • Immediate-Past Chapter President
  • Kari Varin
  • Current Chapter President
  • Dr. Skip Rochefort
  • AIChE Student Chapter Advisor
  • Pacific Northwest Region Liaison

5
Introductions
  • Others

6
Handouts Posted Online
  • Visit the OSUAIChE Web page to download handouts
  • http//groups.engr.oregonstate.edu/AIChE/
  • Handouts Include
  • Conference Budget
  • Fundraising Packet
  • Conference Program
  • Conference Posters
  • Call-to-Conference Mailing
  • This Presentation!

7
Audience Feedback
  • When are you hosting the regional conference?
  • Which region are you from?
  • 2007 Hosts
  • How far are you into the planning process?
  • Feel free to ask questions along the way

8
Purpose of Regional Conference
  • Network with regional professionals in industry
    academia
  • Meet students from neighboring schools
  • Qualifying for national competitions
  • Opportunity for Host Chapter to demonstrate
    exceptional organizational and leadership
    abilities.

9
AIChE Student Chapter Regions
  • Schools per region
  • Mid-Atlantic Region 31
  • Southern Region 31
  • North-Central Region 30
  • Northeast Region 16
  • Western Region 14
  • Rocky Mountain Region 13
  • Mid-America Region 12
  • Southwest Region 9
  • Pacific Northwest Region 7

10
AIChE Student Chapter Regions
  • Regional Conference Selection Process
  • Varies by region
  • Set Rotation to Bid every year
  • Contact Regional Liaison for more information

11
AIChE2005 Background
  • Pacific Northwest Region
  • University of Alberta
  • University of British Columbia
  • University of Idaho
  • Montana State University
  • Oregon State University
  • University of Washington
  • Washington State University

12
AIChE2005 Statistics
  • 136 Participants
  • 6 of 7 Schools in Region
  • 102 Students
  • 23 Faculty Members
  • 11 Industry Members
  • Conference Budget
  • 11,837
  • Fundraising
  • 10,610
  • Registration Fee
  • 25/person

13
AIChE2005 Statistics
  • Schedule
  • Friday Saturday Conference
  • Major Activities
  • 2 Pre-Conference Plant Tours
  • Welcome Dinner/Mixer
  • Breakfast
  • Morning Paper Session
  • Industry Showcase
  • Chem-E Car Comp. Lunch
  • Afternoon Paper Session
  • Workshops
  • Awards Banquet
  • Social Activity

14
Host Chapter Responsibilities
  • Select Conference Date, Location
  • Take into account school schedules, holidays
    spring breaks
  • Poll schools or contact regional liaison
  • Conference Programming
  • Secure speakers, workshop leaders, competition
    judges
  • Plan social activities, promote AIChE National,
    schedule business meeting

15
Host Chapter Responsibilities
  • Promotion
  • Invitations, mailings, Website registration
  • Fundraising Budget
  • Gotta pay for it somehow!
  • Volunteers
  • Ensure enough volunteers for all conference
    events
  • Competitions
  • Organize Paper Car Competitions

16
Standard Components
  • Opening Mixer / Ice Breaker
  • Welcome Address from AIChE Representative
  • Paper Competition
  • Car Competition
  • Formal Banquet
  • Tours
  • Speakers/Panels/Workshops
  • Student Chapter Forum
  • Career Fair
  • Closing Social Event
  • Meeting with Next Years Host

17
Standard Components
  • Opening Mixer / Ice Breaker
  • Establish friendly tone for conference
  • Feed the masses
  • Break up cliques / have students, industry
    faculty interact

18
Standard Components
  • Welcome Address from AIChE Representative
  • AIChE Regional Liaison
  • AIChE Local Section

19
Standard Components
  • Regional Student Paper Competition
  • Typically 20 minute presentations
  • Allow about 5 minutes for questions
  • One or Two Sessions?
  • Judges Breaks
  • A/V Needs
  • Committee Chair must not be competitor

20
Standard Components
  • Regional Chem-E Car Competition
  • Review Guidelines for Chem-E Car Competition
    Organizers
  • Choose right venue
  • May need to impose registration limitations
  • Committee Chair must not be competitor

21
Formal Banquet
  • Breakfast, Lunch or Dinner
  • Formal Awards Banquet
  • Keynote Speaker?
  • Awards
  • Paper Competition
  • Car Competition
  • Mixer Awards?
  • Door Prizes?

22
Industry Tours
  • Tours in Vicinity of Conference
  • Variety of Industries
  • Something unique in your area?
  • Dont overlook on-campus research projects
  • Consider optional Tours
  • Small vs. Large Groups
  • Transportation, Food?

23
Speakers/Panels/Workshops
  • Topics affecting your region of country
  • AIChE Local Section Members
  • Interesting research by professors
  • Soft-Skills Seminars
  • Workshops similar to those at this conference

24
Student Chapter Forum
  • Student Chapter Officers Meet
  • Discuss
  • Planning Activities
  • Fundraising
  • Recruiting New Members

25
Career Fair
  • Great opportunity for industries
  • See many qualified students from many schools in
    one location
  • Potential fundraising source
  • Sell booths or poster space
  • Graduate School Recruitment
  • Your schooland others?
  • Regional focus

26
Closing Social Event
  • End the conference with something fun
  • Bar/Dance Club
  • Consider those under 21
  • Comedian
  • Bowling
  • Casino Night
  • Jillians, Gameworks

27
Next Years Host
  • Meet with next years host
  • Important for non-set rotations
  • Debrief conference planning process
  • Aside Regional business?

28
Conference Committee
  • Conference Chairperson
  • Fundraising Chair
  • Finance (Budget) Chair
  • Regional Student Paper Competition Chair
  • Regional Chem-E Car Competition Chair
  • Attendance (Registration) Chair
  • Activity Chair
  • Webmaster
  • Banquet Chair
  • Publicity Chair
  • On-site Logistics Chair
  • Accommodations Chair

29
Conference Support
  • AIChE Headquarters
  • National Webpage promotion
  • Assistance with
  • Agenda Planning
  • Regional Conference Webpage
  • Background on previous regional conferences
  • Representative at regional conference
  • Competition Prize Money

30
Conference Support
  • AIChE Local Sections
  • Contact point for local industries
  • Financial assistance
  • Pool of Qualified Competition Judges
  • Great networking source

31
Conference Support
  • Regional Liaisons
  • Promote communication between student chapters
  • Should be included in the loop of conference
    planning communication

32
Fundraising
  • Start as soon as possible
  • 6 to 12 months in advance
  • Who to Contact?
  • Local Industries
  • Professors
  • University Resources
  • How to get industry contact information
  • Department Industrial Advisory Board
  • Professors Industrial Contacts
  • Local AIChE Section

33
Fundraising
  • The Letter
  • Be direct, clear, brief, professional
  • Establish Donation Levels
  • Be sure to include incentive to donate!
  • Confirm contact information
  • Example Included in packet
  • The Follow-Up
  • Call two weeks after sending letter
  • Reiterate importance of contribution

34
Fundraising
  • Successful Donation
  • Send Thank You Letter to donor
  • Personal Invitation to Conference
  • Include Free Registration(s), if applicable
  • Special thank you / recognition at conference
  • Unsuccessful Donation
  • Send personal invitation to conference
  • Still worthwhile for representatives to attend!

35
Webpage

36
Webpage

37
Webpage
  • Agenda
  • Venue Information / Maps
  • Registration Information
  • Online registration?
  • Online payment?
  • Competition Rules/Regulations
  • Copies of all mailings

38
Conference Timeline
  • 10-12 Months Before Conference
  • Select Conference Chair
  • Form committees choose committee chairs
  • Set clear goals for each committee, using
    guidelines in Planners Guide handbook
  • Select conference theme and dates (let AIChE
    know!)
  • Set goals
  • Begin Fundraising EARLY send out first round of
    letters to local companies

39
Conference Timeline
  • 10-12 Months Before Conference
  • Contact local section for assistance
  • Develop budget
  • Develop tentative agenda
  • Develop rules/guidelines for competitions based
    on national rules
  • Establish exclusive checking account for
    conference

40
Conference Timeline
  • 10-12 Months Before Conference
  • Send Save the Date notices to all schools in
    region local sections industry members
  • Request Summary Reports from AIChE for assistance
    with budgets, sponsorship, activities, etc.

41
Conference Timeline
  • 5-6 Months Before Conference
  • Contact hotels for bids, if necessary
  • Send follow-up letter to schools with tentative
    agenda
  • Create a Website
  • Send competition Call for Entries
  • Reserve function space Change from Planners
    Guide

42
Conference Timeline
  • 4 Months Before Conference
  • Invite potential speakers
  • Arrange local industry plant tours
  • Select host hotel

43
Conference Timeline
  • 3-4 Months Before Conference
  • Confirm speakers in writing
  • Locate and confirm judges
  • Plan social events
  • Reserve function space
  • Contact university for use of vehicles
  • Confirm plant tours

44
Conference Timeline
  • 8 Weeks Before Conference
  • Send formal invitation letter to schools,
    include
  • Final Agenda
  • Registration Information Forms
  • Maps
  • Competition Rules/Guidelines
  • Conference Website URL

45
Conference Timeline
  • 8 Weeks Before Conference
  • Invite sponsors to conference awards banquet
  • Develop signage for conference (navigation
    promotion)
  • Mail RFP to regional schools to prepare bids to
    host future conference

46
Conference Timeline
  • 4 Weeks Before Conference
  • Send confirmation to pre-registered schools
  • Follow up with schools who have not responded
  • Invite host school faculty students
  • Receive AIChE Competition Prize money
  • Print conference program, paper competition
    abstracts
  • Send letters and maps to judges donors

47
Conference Timeline
  • 4 Weeks Before Conference
  • Arrange A/V Equipment
  • Contact local media
  • Determine supply needs
  • Finalize
  • Plant Tour details
  • Function details
  • Competition details

48
Conference Timeline
  • 2 Weeks Before Conference
  • Assign volunteer duties to local chapter members
  • Plan registration table setup (materials)
  • Review logistics and physical setup of events
  • Assign vehicle drivers (required paperwork)
  • Assign tour leaders
  • Assign VIP and school greeters/liaisons

49
Conference Timeline
  • Week of Conference
  • Freak out
  • Schedule final planning meeting to review
    details, volunteer responsibilities
  • Phone speakers for final confirmation
  • Provide final estimates to caterers, hotels, etc.
  • Finalize hotel reservations, if necessary
  • Print agendas registration information
  • Assemble registration packets
  • Finalize on-site schedule

50
During the Conference
  • Have Fun!
  • Dont be stressed your long months of planning
    will pay off!
  • Be Flexible
  • Adapt to changes outside of your control
  • Rely on your volunteers chairs
  • Problems will arise during the conference let
    them handle it, if possible.
  • Dont Micro-manage

51
After the Conference
  • Wrap it up!
  • Regional Conference Summary Report
  • File with AIChE headquarters
  • Include competition winners
  • Send Thank-you letters
  • Brief Next Years Host
  • Finalize Budget Close Checking Account

52
Good Luck!

53
Agenda
  • Introductions
  • Purpose of Regional Conference
  • Host School Responsibilities
  • Standard Components
  • Organizing the Conference
  • Conference Support
  • Timeline

54
Contact Information
  • Sean Thomas
  • 2005 Pacific Northwest Regional Conference
    Chairman
  • sean.thomas_at_orst.edu
  • Cellular 503.332.1592

55
2006 Regional Conference Planning Session
56
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