OSU AIChE Template

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2006 Regional Conference Planning Session
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Agenda

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

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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

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Introductions

• Others

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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!

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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

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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.

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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

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AIChE Student Chapter Regions

• Regional Conference Selection Process
• Varies by region
• Set Rotation to Bid every year
• Contact Regional Liaison for more information

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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

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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

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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

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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

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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

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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

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Standard Components

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

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Standard Components

• Welcome Address from AIChE Representative
• AIChE Regional Liaison
• AIChE Local Section

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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

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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

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Formal Banquet

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

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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?

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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

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Student Chapter Forum

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

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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

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Closing Social Event

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

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Next Years Host

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

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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

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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

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Conference Support

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

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Conference Support

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

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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

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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

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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!

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Webpage

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Webpage

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Webpage

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

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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

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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

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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.

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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

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Conference Timeline

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

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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

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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

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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

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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

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Conference Timeline

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

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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

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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

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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

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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

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Good Luck!

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Agenda

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

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Contact Information

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

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2006 Regional Conference Planning Session
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