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A New Member Orientation

A New Member Orientation. Maryland Day: Explore Our World! A New Member Orientation. Dear Colleague, Welcome to Maryland Day: Explore Our World!, the University of Maryland’s largest annual community relations program!

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A New Member Orientation

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  1. A New Member Orientation

  2. Maryland Day:Explore Our World! A New Member Orientation Dear Colleague, Welcome to Maryland Day: Explore Our World!, the University of Maryland’s largest annual community relations program! Through Maryland Day, the University reaches out to our neighboring communities across the region and treats them to a day of learning and fun while raising awareness, strengthening relationships, and increasing involvement. Over the past eight years, we've achieved great success with the Maryland Day program. In the process, we've created a stellar team of cross-campus colleagues who creatively work together to build what is now considered an anticipated event of the region. We are so glad you are joining our dynamic team of Maryland Day planners and look forward to working with you to host our best program yet on Saturday, April 28, 2007. Warm Regards,Brodie Brodie RemingtonChair, Maryland Day ProgramVice President, University Relations

  3. Maryland Day:Explore Our World! A New Member Orientation Maryland Day: The Program Who? What? When? Where? Why? & How?

  4. Maryland Day:Explore Our World! A New Member Orientation “WHO” Question & Answer: Q: Who plans, promotes, and produces Maryland Day? A: The University of Maryland campus community. Q: Who is invited to attend? A: Maryland Day is open to the public. Q: Who typically attends? A: Residents fromthe MD, D.C., and N.VA. Areas, current and prospective students, donors and alumni, faculty and staff, business and legislative leaders, their families and friends, and residents of the Mid-Atlantic Region.

  5. Maryland Day:Explore Our World! A New Member Orientation • “WHAT” Question & Answer: • Q:What is Maryland Day? • A: • Maryland Day is the University of Maryland’s largest community outreach event. • Held annually on the last Saturday of April. • University opens its doors and invites the community to enjoy a FREE, fun-filled day of learning, exploration, and discovery. • Offers more than 400 festivities including hands-on demonstrations, exhibits, workshops, performances, cross-campus tours, lectures, petting zoos, and athletic events.

  6. Maryland Day:Explore Our World! A New Member Orientation “WHEN” Question & Answer: Q: When is Maryland Day? A: Maryland Day is held annually on the last Saturday of April from 10 a.m. – 4 p.m.

  7. Maryland Day:Explore Our World! A New Member Orientation “WHERE” Questions & Answers: Q: Where is Maryland Day? A: Maryland Day is held across the University’s 1,200 acre College Park campus both indoors and outdoors.

  8. Maryland Day:Explore Our World! A New Member Orientation • “WHY” Questions & Answers: • Q: Why host Maryland Day? • A: • President C. D. Mote initiated the Maryland Day program in 1998 as an annual event hosted by the University for the regional community.  • In a single day, area residents visit campus to meet students, staff, and faculty and explore state of the art facilities, and experience first-hand the benefits of having a world respected public research university in their very own backyards. • More than 75,000 people attended Maryland Day 2006. Visitors enjoy exploring the six learning neighborhoods including: Science & Tech Way, Arts Alley, Biz & Society Hill, Sports & Rec Row, Terp Town Center, and Ag Day Avenue. Each neighborhood is designed to celebrate specific study themes.

  9. Maryland Day:Explore Our World! A New Member Orientation And now for the “HOW” …

  10. Maryland Day:Explore Our World! A New Member Orientation The Making of Maryland Day … The 3 P’s: Planning, Promoting, & Producing

  11. Maryland Day:Explore Our World! A New Member Orientation PLANNING Maryland Day Committees Steering, Planning, and Specialized Subcommittees Principles & Policies Free Activities, Space & Facilities Reservations, Fundraising, Food Distribution, Weapons, Corporate Sponsorship and more. Action Items: Event Submissions, Marketing Materials, Volunteer T-shirts & Lunches, Facility Orders, Five Year Recognition Pins and more. Contacts & Resources: Campus Point People, Services, and Online Resources

  12. Maryland Day:Explore Our World! A New Member Orientation COMMITTEES Steering Committee: Select group of university officials who meet twice each semester to address program policies, strategize university-wide participation, track program development and outcomes, and support overall program success. Planning Committee: Large group of university citizens selected to represent their campus department, attend monthly meetings, and manage their respective department’s program participation. Specialized Committees: Specialized task teams that bring campus experts together as needed to meet major program needs including Marketing, Corporate Relations, Logistics and more.

  13. Maryland Day:Explore Our World! A New Member Orientation • PRINCIPLES & POLICIES • Guiding Principles: • A FREE, fun-filled day for learning, discovery, and community. • Activities are designed to showcase value of University. • Campus is completely open for visitors to freely explore. • Focus is on friend-raising (not fundraising). • University strengthens relationship with neighboring communities. • Students, faculty, and staff host visitors and share their Terrapin pride. • Community enjoys their world class public research University.

  14. Maryland Day:Explore Our World! A New Member Orientation PRINCIPLES & POLICIES Program Policies: Space and Facility Reservation Policy: All campus facilities and spaces are reserved for Maryland Day, held annually on the last Saturday in April. Non-Maryland Day activities are prohibited between 10 AM- 5PM. Free Activities Policy: All Maryland Day activities are free of charge on Maryland Day. Fees for services, programs, or admission are prohibited. Sales of merchandise are restricted to those campus operations that normally process retail transactions. Fundraising Policy: Fundraising of any kind is prohibited on Maryland Day. This includes bake sales and book sales for the benefit of sponsoring groups. Food Distribution Policy: All food distributed on Maryland Day is limited to campus retailers, which operate within state and county health codes. All other food distribution is prohibited. Weapons Policy: For most organizations, use or display of weapons of any kind are prohibited during Maryland Day. Activities sponsored by organizations that use weapons as a central component of their mission or purpose (e.g., Air Force and Army ROTC, Paintball Club) may display such weapons, but they may not be demonstrated, used or handled during Maryland Day. The sponsoring organization will be responsible for security and safety of weapons, making sure that all precautions are taken to ensure the safety of visitors.

  15. Maryland Day:Explore Our World! A New Member Orientation Planning Committee Member Goals Represent and coordinate your department’s program participation Attend monthly meetings for news, information, and resources Distribute program information, updates, and materials to your event coordinators Participate in committee discussions, share creative ideas, and offer recommendations Build upon past Maryland Day program success and increase the quality of experience for visitors Track program development, evaluation, and considerations for future programs Work hard, have fun, and share your program enthusiasm with others

  16. Maryland Day:Explore Our World! A New Member Orientation Planning Committee Monthly Meetings All meetings are held in the Maryland Room, Marie Mount Hall October 5, 2006, from 1 p.m. (kick-off) November 2, 2006, from 1p.m. December 14, 2006, from 1p.m. January 11, 2007, from 1p.m. February 1, 2007, from 1p.m. March 22, 2007, from 1p.m. April 26, 2007, from 1p.m. May 3, 2007, from 1p.m.

  17. Maryland Day:Explore Our World! A New Member Orientation • ACTION ITEMS • Submitting & Proofing Events • Requesting Marketing Materials • Submitting Mailing Lists • Requesting Volunteer T-shirts & Lunches Placing Facility Orders • Ordering Event Signage • Nominating Staff for 5 Year Recognition

  18. Maryland Day:Explore Our World! A New Member Orientation • Submitting & Proofing Department Events • Visit Planning Resource Site: http://www.marylandday.umd.edu/mddayplanning • Click on Event Submissions • Submitting Events:Site: at: https://www.marylandday.umd.edu/EventSubmission/ • Event Title • Description • Start and End Time(s) • Preferred Location (building, room name/number) • Sponsoring Department • Proofing Events: • Return to the Event Submission site which is now formatted for “Read Only.” • Confirm that all your event details are listed. • Double-check your event details for accuracy. • Contact Deborah Wiltrout at 4.6650;dwiltrou@umd.edu with edits or concerns.

  19. Maryland Day:Explore Our World! A New Member Orientation Sample Event Submissions: Title: How Many Watts Can You Generate? Description: Pedal the bike and see if you can generate enough energy to light the light bulb. Learn how energy is converted from chemical to mechanical, to electrical. Start/End Time: 10 a.m. – 4 p.m. Location: McKeldin Mall (College of Health and Human Performance Tent) Sponsor: HLHP, KNES (College of Health and Human Performance, Kinesiology) Title: Engineering Challenge: An Obstacle Course for Mind and Body Description: Challenge yourself on an obstacle course for the mind and body designed and built by engineering students. Start/End Time: 10 a.m. – 4 p.m. Location: Front Lawn, Glenn L. Martin Building Sponsor: ENGR (A. James Clark School of Engineering)

  20. Maryland Day:Explore Our World! A New Member Orientation Sample Event Submissions continued: Title: Instrument Petting Zoo Description: Ever wanted to fiddle on a fiddle or toot your horn? The Student Chapter of Music Educators National Conference offers an interactive hands-on “zoo” full of musical instruments. Start/End Time: 11 a.m. – 3 p.m. Location: Band Room, Clarice Smith Center Sponsor: CSPA (Clarice Smith Center Performing Arts Center) Title: What’s Bugging You? Solve Plant and Pest Problems Description: Meet experts from the Home and Garden Center. Learn how to identify and control invasive plants and manage insect and disease problems without chemical pesticides. Kids get to handle GIANT and unusual bugs. Start/End Time: 10 a.m. – 4 p.m. Location: Courtyard, Animal Sciences Building Sponsor: AGNR (College of Agriculture and Natural Resources)

  21. Maryland Day:Explore Our World! A New Member Orientation Requesting Marketing Materials: Visit Planning Resource Site:http://www.marylandday.umd.edu/mddayplanning/actionItems/ Click on “Request Marketing Materials” Review list of FREE Marketing Items & Submit Order: Printed: Postcards Terp Men's Basketball Player Trading Cards Visitor Bags Posters Bookmarks Flyers (English and Spanish) Stickers Program Booklets Online: Graphic (downloadable in PDF or GIF formats) Advertisement (downloadable in PDF format) Electronic Postcard (downloadable in PDF formats to send to a friends) Power Point Presentation (downloadable in zip file) Linking Sites (link your site to the Maryland Day site www.marylandday.umd.edu)

  22. Maryland Day:Explore Our World! A New Member Orientation • Submitting Mailing Lists • Visit Planning Resource Site:http://www.marylandday.umd.edu/mddayplanning/actionItems/ • Click on “Submitting Mailing Lists” • Printed Program Booklet: • The master list already includes alumni, students, faculty, staff, donors and VIPs living in NVA, DC and Maryland. If there are additional folks within your area who you want to receive the program booklet, please provide the following information. Prior to mailing, we'll do a merge/purge of the mailing list to avoid duplications. • Last Name / Mailing Name / StreetAddress1 / StreetAddress2 / City / State / Zip / Country • President’s Hospitality Suite Invitations: • All departments are welcome to submit mailing lists of their board members, donors, prospects, government and political officials, corporate friends, research partners and other key stakeholders to receive an invitation to President Mote’s Maryland Day Hospitality Suite. All you need to do is submit your mailing list in the preferred format and we’ll take care of the stuffing addressing, mailing and RSVP tracking too. • Lists must be in Microsoft Excel with the following columns: • Last Name / First Name/ Mailing Name/ StreetAddress1/ StreetAddress2/ City/ State / Zip

  23. Maryland Day:Explore Our World! A New Member Orientation • Requesting Volunteer T-shirts & Lunches • Visit Planning Resource Site:http://www.marylandday.umd.edu/mddayplanning/actionItems/ • Click on “Requesting Volunteer T-shirts & Lunches” • Review list of T-shirt Sizes and Lunch Options • T-SHIRTS: • Small, Medium, Large, Xlarge, XXLarge and XXXLarge. • LUNCHES: • North Pick-up: Lot DD (behind IPST) South Pick-up: Lot W (Skinner bldg) • > Deli Lunch (orange ticket) > Deli Lunch (blue ticket) • > Vegetarian Lunch (yellow ticket) > Vegetarian Lunch (green ticket) • Submit Order: • Pick-Up Order: • DISTRIBUTION SCHEDULE: • > Largest orders (100 or more) Thursday, April 18, 10 a.m. - 4 p.m. • > All other orders (99 or less) Friday, April 19, 10 a.m. - 4 p.m. • > Pick-Up Location: Visitor Center Storage Room Meter parking at Visitor's Center/Dairy

  24. Maryland Day:Explore Our World! A New Member Orientation Placing Event Facility Orders: Visit Planning Resource Site:http://www.marylandday.umd.edu/mddayplanning/actionItems/ Click on “Placing Facility Orders” Obtain "REQUEST FOR FACILITIES MANAGEMENT SERVICES“ form.Forms are available in two ways: a. Electronic: Go to http://www.facilities.umd.edu select "Request for Services" form b. Hard Copies: Service Building, room 1304A or by calling Work Control X5.2222 Completeform: what you need, quantity, preferred delivery time, location and FRS number. Submit completed form to Work Control one of three ways: a. via email at: workcontrol@umcpfac.umd.edu b. via fax at: 301.405.1473 c. via campus mail: Work Control, Service Building, "ATTN: Maryland Day Request" * NOTE: Requests are NOT taken via phone.

  25. Maryland Day:Explore Our World! A New Member Orientation Ordering Event Signage: Visit Planning Resource Site:http://www.marylandday.umd.edu/mddayplanning/actionItems/ Click on “Ordering Event Signage"” Indoor Events: One sign is placed outside the main entrance of each building with one or more indoor events. Each sign will have the Maryland Day logo and will read: "Maryland Day Events” and list of events at that site. Outdoors Events: Signs are not provided for outdoor events. Sign orders to the Sign Shop can be made via a: "Request for FM Services" at: http://www.facilities.umd.edu/RFMS/and must paid for by event sponsor via facility request form. Orders due: March 26. Mall Event Tents: Signs for Mall tents are coordinated through Jessica Davies: jdavies1@umd.edu Highway or Traffic Use: Signs for highway and traffic use are coordinated through Captain Larry Volz: lvolz@UMPD.umd.edu Better signage assures visitors can find and thus enjoy your events!

  26. Maryland Day:Explore Our World! A New Member Orientation • Nominating Staff for 5 Year Recognition • Visit Planning Resource Site:http://www.marylandday.umd.edu/mddayplanning/actionItems/ • Click on “Nominating Staff for 5 Year Recognition” • Identify • Staff members celebrating their fifth year supporting Maryland Day • Email • List of individuals to Sandy George at: sgeorge@umd.edu by Friday, March 4, 2006. • Specify: • Committee Member Name (your name) • Department or College Name • Name(s) of 5-year pin recipient(s) • Recipients Campus Address

  27. Maryland Day:Explore Our World! A New Member Orientation Action Timelinefall/winter: October:Oct.5: At 1p.m., Planning Committee Meeting Kick-off *All Month: Submit Events November:Nov.2: At 1p.m., Planning Committee Meeting *All Month: Submit Events December:Dec. 14: At 1p.m., Planning Committee Meeting Dec.15: All Event Submissions Due *All Month: Organize Marketing Material Orders January:Jan. 11: at 1 p.m., Planning Committee Meeting Jan. 19: Final Proofing Events *All Month: Organize All Marketing Material Requests Organize Mailing Lists for Program Booklet Organize Volunteer T-shirt & Lunch Ticket Order

  28. Maryland Day:Explore Our World! A New Member Orientation Action Timelinespring: February:Feb. 1: At 1p.m., Planning Committee Meeting Feb.16: Free Marketing Material Requests Due Feb.16: Free Volunteer T-shirt & Lunch Orders Due Feb. 23: Mailing Lists for President’s Hospitality Suite Due Feb. 23: Mailing Lists for Program Booklet Due Feb. 28: Event Signs and Facility Orders Due *All Month: Organize Event Sign and Facility Needs Organize List of Five Year Volunteer Staff Schedule Community Outreach Presentations March:March 9: Five Year Volunteer Recognition List Due March 22: At 1p.m., Planning Committee Meeting: March 16: Event Signs and Facility Orders Due *All Month: Make Community Outreach Presentations April:April 18-20: Pick-up Volunteer T-shirts & Lunch Tickets April 26: At 1p.m., Planning Committee Meeting April 28:Rally the troops. Ready the staging. Places everyone. It's Show Time! May: May 3: At 1p.m., Planning Committee Meeting Date TBA: President & Mrs. Mote Thank You Reception

  29. Maryland Day:Explore Our World! A New Member Orientation • CONTACTS • Brodie RemingtonChair, Maryland Day Planning Committee and Vice President, University Relations301.405.4683, bremingt@umd.edu • Becky Naples • Chair, President’s Maryland Day Hospitality Suite and Director of Donor Relations • 301.405.6826, rnaples@umd.edu • Deborah Wiltrout Chair, Maryland Day Marketing and Director, University Marketing 301.314.6650, dwiltrou@umd.edu • Jessica Davies Chair, Maryland Day Mall and Director, Special Events 301.405.4638, JDAVIES1@UMD.EDU • Melissa SweeneyDirector, Maryland Day Program and Associate Director, University Marketing301.405.7898, msweeney@umd.edu • Pat PerfettoChair, Maryland Day Logistics and Director, Conference and Visitor Services 301.314.7884, PPERFETT@UMD.EDU

  30. Maryland Day:Explore Our World! A New Member Orientation • RESOURCES: • Planning Resource Site:All you need to know and more. • Event Submission Site:Reference last year events by department • Committee Peers:Veteran members and cross-campus colleagues at meetings. • Specialized Committees: Answers to specific program questions. See key contacts list for chair persons.

  31. Maryland Day:Explore Our World! A New Member Orientation PROMOTING Maryland Day Distribute FREE Marketing Materials: Get your promos while supplies last! Ever considered customizing materials? Join Campus Cross-Promotion:Highlight Maryland Day in your online and print publications; Use sought after save-the-date stickers and Terp Trading Cards to compliment your mailings; Link your site to ours! Support Community Outreach:Customize the power point presentationto (schools, churches,Hispanic groups,spotlight your department and takethe show on Civic organizations, local government etc.)the road to target groups! Promote via Word of Mouth:Invite all you know to this FREE, fun- filled day for families to come and enjoy their state flagship university!

  32. Maryland Day:Explore Our World! A New Member Orientation • PRODUCING Maryland Day • Logistics • Rain Plan • Key Day-of Operation Start Times • McKeldin Mall Events • First Aid & Safety • Lost Person Protocol • Customer Service

  33. Maryland Day:Explore Our World! A New Member Orientation • LOGISTICS • Facilities • Volunteers • McKeldin Mall • Signage • Public & Environmental Safety • Dining Services • Parking • Shuttle • Housekeeping • Command Center: • Day-of service staffed with campus experts available to assist you.

  34. Maryland Day:Explore Our World! A New Member Orientation Rain Plan:Rain or Shine, the Maryland Day show must go on. STEP1: On Thursday, April 26th, Make Decision by Noon STEP 2: Confirm Rain Locations with Campus Reservations, Facilities, and Related Contacts STEP 3: Make & Post Signs Directing Visitors to Event Rain Locations (per page 1 of program) STEP 4: Email All Steering Committee  STEP 5: All Sub-Committee Chairs Contact Appropriate Parties via Email and Phone STEP 6: Email All Planning Committee & Event Coordinators Rain Plan & Locations STEP7: Post Notice on Web UMD Homepage & Maryland Day Site STEP 8: Record Rain Plan Message on Maryland Day Toll Free Visitor Information Number STEP 9: Include Notice in Automatic Digest/ F.Y.I. University Newsletter STEP 10: Send “All Systems Go/ Rain or Shine” Email Invite to University Community NOTE: * Sponsors of outdoor events are expected to adjust their set-up, maximize closest indoor locations, and call Work Control at 5.2222 if adjustments change any Facilities Management service orders. * If unexpected weather hits Maryland Day, Command Center (5.4682) will address all needs in order of highest priority. Rain Locations for Largest Maryland Day Attractions: EVENT: FROM:TO (rain location): The Big Top McKeldin Mall Grand Ballroom, Stamp Student Union Kids Carnival McKeldin Mall Reckord Armory Maryland Memory Makers Hornbake Plaza Colony Ballroom, Stamp Student Union Nyumburu Cultural Fair Nyumburu Amphitheater Nyumburu Cultural Center

  35. Maryland Day:Explore Our World! A New Member Orientation • Key Day-of Operation Start Times • 4:00 AM Open Buildings • 6:30 AM Open Command Center • 6:30 AM Set-up Locator Booths • 7:00 AM Begin Mall Event Load-In • 7:00 AM Place Shuttle Signs (24 stops across campus, per map) • 7:00 AM Place Campus Directional Signs (major lots, intersections) • 8:00 AM Open Volunteer Coffee/Donuts (Footnotes Café) • 8:00 AM Open First Aid Tent • 8:00 AM Place Event Signs: (Outside bldgs. with indoor events only) • 9:00 AM Open Visitor Center • 9:30 AM Begin Campus Shuttle Service with Shuttle Hosts

  36. Maryland Day:Explore Our World! A New Member Orientation • McKeldin Mall Events • Event Times: All start at 10am and end at 4pm. • Loading In: From 7AM – 9AM sidewalks are available to vehicles. • Vehicles must be off Mall by 9am. • No driving on grass to avoid damaging ground sprinkler system. • After 4:30PM vehicles can return for clean-up.   • Power supply: Does not exist and generators are not permitted.   • First Aid: Located under a red tent at the corner of the Mall by Marie Mount Hall.   • General Rules: No sale, outside vendors, or stakes in ground. Have fun (it’s a rule)!     • College Tents: 20'x20' tents placed around Mall with one 20' banner featuring name. • Tables and chairs for tents must be ordered through work control. • Campus Tent: Each participant is assigned one (1) 6' table and 2 chairs at no cost. • The tent is opened and does not have walls. Participants must bring a • table covering of some kind (group banner, $.99 plastic covering etc.).

  37. Maryland Day:Explore Our World! A New Member Orientation First Aid & Safety A First Aid station is always located on McKeldin Mall and the University Health Center is also open. Exact locations are well marked on the program booklet map. In the event of sever weather or imminent danger, campus sirens will sound to signal all on campus to seek shelter in the nearest building. In the event of heavy rain, most outdoor events will move into nearest building. Refer to Rain Plan. In the event of a lost visitor, follow Lost Person Protocol. KEY CONTACTS: Emergency: CALL 911 Police Non-Emergency: 301.405.3555 First Aid Non-Emergency: 301.910.5858 Health Center: 301.314.8180 Maryland Day Command Center: 301.405.4682

  38. Maryland Day:Explore Our World! A New Member Orientation Lost Person Protocol STEP 1: Keep lost person (or party looking for lost person) in their exact location. Often times missing people are right around the corner. STEP 2: Have one staff volunteer stay with lost person (or party looking for lost person) while another staff volunteer finds the closest locator booth to radio MD Day Command Central and request police assistance. If you do not have a locator booth near you, use a cell phone or send a staff volunteer to a nearby phone and call MD Day Command Central at: 301.405. 4680 or 301.405.4682. STEP 3: Keep lost person (or party looking for lost person) calm until officer arrives. Assure them that help is on the way and they're going to be just fine. STEP 4: Ask the lost visitor (or party looking for lost person) their name, where they last saw their party, and what they look like. STEP 5: When officer arrives introduce lost person (or party looking for lost person) to the officer and provide as much information as you have to help the officer unite the visitor with their party.

  39. Maryland Day:Explore Our World! A New Member Orientation • Customer Service • Honor event listings as promised in program: Event Title, Time, Location • Be ready for early bird visitors by 9:15 a.m. • Keep event staffed throughout the day • Maintain event until the program end time (most events listed til 4p.m.) • Look at your event through the eyes of the visitor: • Is your event easy to find? Can you take additional steps i.e. signs for outside/inside? • Make the BIG campus as small as possible by taking time to help visitors • Be ready for questions: • Study event listings in program, have program on-hand at event • Personally engage with visitors to help them feel welcome

  40. Maryland Day:Explore Our World! A New Member Orientation OPEN FLOOR ANY QUESTIONS?

  41. WELCOME TO THE TEAM!

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