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Planning Student Professional Development Conferences PowerPoint PPT Presentation


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Planning Student Professional Development Conferences . An Overview for SPDC Hosts in Districts G, H, I and J. Objectives. Provide information on the preparation for and conduct of the ASME Student Professional Development Conferences

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Planning Student Professional Development Conferences

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Planning Student Professional Development Conferences

An Overview for SPDC Hosts in Districts G, H, I and J


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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

  • Confirm which competitions will be held at each SPDC


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Outline

  • Introduction to Updated Online Host Guide

  • Key Responsibilities of Host

  • Judges Packets

  • Registration and Printing 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


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Introduction to the Online Host Guide

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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

    Appendices:

  • Statistics from prior SPDCs

  • Information on contracts

  • Sample agendas and budgets

  • Links to all Competition Rules


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Updated Online Host Guide

SPDC Templates: http://www.asme.org/Governance/KnowledgeCommunity/Student_Professional.cfm

  • Judges and Sponsors sample letters

  • Registration Files

  • Certificates

  • Competition Files

  • Awards Ceremony Presentation

  • Winners Report

    Template page is on the Knowledge and Community Home Page


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Key Responsibilities of Host

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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

  • Send Winners Report and Final Registration to ASME


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Pre-Competition Preparation (all Competitions)

Prior to the Conference - Contestants:

  • All students entering any competition must submit a competition entry form to compete by a set date before the SPDC – typically two weeks prior. No onsite entries. Information that will be collected includes:

    • Student Name

    • University

    • Presentation/Poster/Web Page Title or Team Name

    • ASME Student Number (Only undergraduate student members in good standing can compete.)

    • (OG Oral) Audio visual requirements (projector, DVD, etc.)

      Note: All OG entrants must adhere to the Old Guard Eligibility requirements:

      http://www.asme.org/Events/Contests/Old_Guard_Prize_Oral.cfm


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Pre-Competition Preparation (all Competitions)

Prior to the Conference - Judges:

  • Locate Three (3) Industry Judges for each 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 (see sample letter)

  • 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


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Pre-Competition Preparation (all Competitions)

Prior to the Conference – Logistics

  • Fill in & Print Certificates of Participation for each entrant

  • Confirm Prize Money Available (Amira El-Ghobashy, [email protected])

  • Print Judges Scoring Sheets for each entry (print pages separately)

  • Print Appropriate Signs for Each Door

  • 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


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Judges’ Packets

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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

  • Moderator packet to also include a recap sheet


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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.


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OG Web Page CompetitionJudges’ Packets

Pocket folder recommended

  • Complete set of rules

  • Pen or Pencil

  • One score sheet for each competitor


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Student Design CompetitionJudges’ Packets

  • Score sheets usually set up electronically by the Chief Judge (template available)

  • 2 copies of the problem statement

  • 2 copies of all Q & A

  • Put these in two 3-ring binders

    • one binder for judges as a reference

    • other binder for competitors as a reference


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Registration and Printing Prior to SPDC

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Registration Information

Have available at registration:

  • Summary report of all registration information

  • List of all registered attendees - By unit and by last name

  • Name badges

  • Badge template file for on-site (have printer)

  • No Shows, Replacements, On Site Registrations

  • On-Site Registration form (with built-in receipt)

  • ASME member forms, or web access for joining online


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Conference Program Information

The Basics

  • A simple agenda with events, times and locations listed

    Extras

  • Names of all competitors in all competitions being held at your location (by Competition)

  • Times of individual OG Oral presenters

  • Names, logos, etc of sponsors


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Old Guard Competitions

  • Set up Order of Presentation for Oral Competition to avoid conflict of any are also entered in the SDC

  • Print Certificates of participation for all Competitors

  • Print Judges Scoring Sheets for each Competition (Print on separate pages)

  • Judges Recap Sheet (for recording of final scores and determining winners) for each Competition

  • Blank Score Sheet (for each Competition) as back up

  • Rules

  • Print File for Door Signs (Do not Enter-Presentation in Progress, Judges in Session, Etc.)


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Awards Ceremony

ASME HQ will send:

  • Blank Certificates for all participants, all winners (and winner’s school for 1st place).

  • Just insert name / school name in the appropriate place and print.

  • Winners Report Form and Prize Receipt (if staff cannot attend)


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Conducting the Old Guard Oral Competition

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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


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Conducting the OG 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.


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Conducting the OG Oral Competition

Host Actions Prior to Conference:

  • Develop an order of presentations, ensuring that any students participating in both or Oral Competition and SDC won’t have a schedule conflict.

  • Prepare a program page with each 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)

  • Acknowledge and thank judges in any printed program


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Conducting the OG 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


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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 starting, 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


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Conducting the OG 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 ____."


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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.


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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

  • Ask judges to record comments on page 2, collect and save for distribution after awards ceremony

  • DO NOT announce winners until the awards ceremony

  • Print winners award certificates (Provided by ASME)

  • Send “Thank You” letter to each judge


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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


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Conducting the Old Guard Poster and Web Competitions

Return to TOC


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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


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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, other setup also possible. Number of tables required will be determined by number of entries

  • Set Up - Web Competition:

    • Computer(s)


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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


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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


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Conducting the Old Guard Poster and Web Competitions

Following the competition:

  • Once the judges have determined their selections, record results in awards presentation & on the winners report (this needs to be submitted to ASME)

  • Keep all score sheets confidential

  • Ask judges to record comments on page 2, collect and save for distribution after awards ceremony

  • DO NOT announce winners until the awards ceremony

  • Print winner(s) award certificates (Provided by ASME)

  • Send “Thank You” letter to each judge


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Conducting the Old Guard Poster and Web Competitions

Prize Money for each competition:

  • First place prize of $200


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Conducting the Student Design Competition

Return to TOC


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Conducting the Student Design Competition

Prior to the Conference – Personnel Requirements:

  • 1 Video Camera Operator (optional)

  • Support personnel as specified by the Chief Judge

  • SDC setup committee should work closely with the Chief Judge


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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


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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

  • Distribute SDC info handout with judges’ comments to judges

  • Direct competitors to the SDC area

  • Distribute SDC info handout to all team members

  • During any judge deliberations, provide an area to allow judges privacy


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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


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Conducting the Student Design Competition

Prize Money:

  • 1st Place: $500, a trophy, and a travel allowance to go to the finals of up to $1,500 per team with a maximum of four team members. 

  • 2nd Place: $300 and a plaque.

  • 3rd Place: $150 and a plaque.


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Awarding Prizes

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Awarding Prizes

Recognition of Participants & Winners:

  • Options - Separate Awards Ceremony, Luncheon or Dinner (choose best option)

  • Recognize and thank all judges, sponsors and volunteers

  • Acknowledge all contestant entrants (have them stand, pick up certificates of participation afterward)

  • Award Section with Most Students in Attendance

  • Award Poster Winner

  • Award Web Winner

  • Award Oral Winners (start with best technical, 4th to 1st place)

  • Award the Student Design Competition


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Awarding of Prize Money

  • Winners pick up trophy, plaque, certificate, etc, at the awards ceremony

  • Each winner then signs a receipt which includes their ASME member number to receive the prize money

  • SPDC organizers – send ASME the prize receipt with ASME member numbers and signature

  • ASME Headquarters staff will send checks to the winners


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Reporting

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Reporting – Monday (or ASAP) Following Conference

Send the following information to Marian Heller, [email protected]

  • List of all participants for all competitions

  • Name, school, email address of all conference registrants

  • Winners’ Report with names of winners and their schools


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Questions?

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