You Get the Speaker & I’ll Get the RoomEvent Planning

Karen CopperCareer & Professional Development Committee Chair

Who Am I?

• B.S. Civil Engineering – Structures• 37+ Years in Aerospace Engineering (McDonnell Douglas/Boeing)• AIAA member since 1998

St. Louis Section– Arrangement Coordinator (1998)– STEM Outreach Officer (1998 – Present)– Section Chair (2004)– Publicity Chair (2007 – Present)

AIAA Standing Committee - STEM (2002 – 2008)

AIAA Standing Committee - CPDC (2008 – Present)

Executing a Successful Year

• Set program goals – start now!• Delegate – engage your membership• Select topics of interest to your membership

Focus of the event Intended audience

• Seek input from Section Advisors & past council members• Realize it will take time, and plan ahead

Some (or Much) Assembly Required!

Gather Your Team

• Fill the Committee Chair positions

• Encourage the Committee Chairs to develop a committee > 1

Programs/ArrangementsCareer & Professional DevelopmentEducationHistorianHonors & AwardsMembershipNewsletterPilot EducationSTEM K-12

Public PolicyPublicity-InternalRetirees/General PublicService ProjectsTechnical SpecialistWebmasterYoung ProfessionalStrategic Planning

Define Goals & Objectives for Year

• Look at past successes What works for your Section? Is it time to change? Look at history… is it time to repeat a past program?

• Consider distribution of activities Dinner programs of general interest Technical Specialist programs of specific interest Career & Professional Development event Young Professional focus STEM event Education event Family event

Event Planning – The Nuts & Bolts

• Audience

• Date

• Venue

• Price

• Publicity

• Event

• Post Game

Audience

• Who is the focus of the event?

• Format Presentation Dinner with Speaker Panel discussion Formal or Informal Networking Class Fair

• Are there other groups with a common objective

Opportunity for joint sponsorship

Dinner Program

• Topics of more general interest Pilots Astronauts Program Directors/Managers Government Leaders in Aerospace Public Policy on Aerospace

• AIAA Distinguished Lecturer Program• Aerospace History

Local Historians Museum Sister Societies

Technical Specialist Event

• Technical Topic with Detail Focused Presentations/Discussions Professors Corporate Technical Experts

• Laboratory Tours• AIAA Technical Activities Committees

STEM K-12 Outreach• School Visits• Scout Badge Camp• School Science Fair• Community Fairs & Festivals• Paper Airplane Contest• Rocket Contest • Sponsor EAA Young Eagle Day• Meet & Greets

Young Professional Event

• Networking• Social• Education• Skill Development

Leadership– Technical– Management

• Recognition

Career & Professional Development Event

• Seminars, workshops, forums, panel discussions, lunch-and-learn programs, special celebration activities, symposiums, and use of videos or career related topics such as:

Time Management Career Transition Stress Control/Anxiety Financial Planning Matters Personal Development Pension Issues Employment Outlook Mentoring

Engineering Registration Ethics Pre-retirement/Retirement Planning Performance Reviews Attitude, Perception & Perspective Resume Writing Interviewing Positively Going into Business for Yourself

Special Events

• Historical Anniversaries• AIAA Conferences in Section’s City• Movie Night• Trivia Night

Student Outreach Events

• Advocate Aerospace • Support Student Paper Conference• Design, Build, Fly• E-Week• Mentoring• Networking• Joint Events• Resume Preparation• Interviewing Skill Development

• Offer Live & Virtual Options

Resources

• Distinguished Lecture Program

• AIAA Standing Committees – Contact Your Deputy Director for Event Suggestions

Career & Professional Development STEM K – 12 Young Professional

• AIAA Technical Activities Committees (Some TACs have

• Other Sections

More Resources

• E-Week, http://www.engineersweek.ie/ • Local Businesses• Websites with Activities

• http://www.aiaa.org/kidsplace/ • http://www.grc.nasa.gov/WWW/K-12/aeroact.htm • http://quest.arc.nasa.gov/aero/kids/index.html

Setting the Date

• Select date as far in advance as possible

• Does the Section have an established schedule? Break tradition? Define a monthly calendar format

• Avoid conflicts with other Section events

• Speaker availability

• Publish Section Calendar of Events

Selecting the Venue

• Suitable for event Restaurant Hotel/Casino Banquet facility Airport

• Attendance limits / Age limits• Location

Central for membership Special “destination” feature of event

• Expenses• Negotiate amenities

Free parking Free bartender for Cash Bar

Corporate facility Museum Park

Research

and create a database

Logistics

• Equipment Requirements Audio Visual Laptop Define a monthly calendar format

• Menu selection Snacks Casual Buffet Plated

• Speaker Arrange transportation? Provide time/location information

Accommodate special needs

Vegetarian options

Be open to assist other needs

Costs

• Venue Rental fee Parking

• Meal Food/Drinks Tax (Tax exemption letter?) Tips

• Other Expenses Name tags Attendance prize Entertainment “Thank You” gift for Presenter

Ticket Price & Reservations

• Set Ticket Price at level affordable for attendees Members – break even price or price break? Non-members – offset profit? Students – price break Educator Associate members – price break?

• Budget for any event pricing offsets

Publicity – Check ListExample - AIAA St. Louis Section Publicity Information Submittal Form Allow 4 weeks prior to event for publicity Committee sponsoring event: Co-sponsors (if non-AIAA, include logo for group): Event Contact:

Date:      Time:      Location & Map (in needed):      Menu (if applicable):      Ticket Price(s):      Reservation Deadline:       Ticket Sales Contact(s) Name and Phone/e-mail:      

Program Title:      Program Description (100 words or less):       Guest Speaker(s):      Speaker Bio (brief) (100 words or less):      Picture for flyer (enter file name):     (attach file)

Publicity

• Post on AIAA Section Calendar & Announcements

• E-mail to membership (pdf)• Mail to retirees when requested• E-mail to sister societies• Post in local aerospace company news

feeds & bulletin boards• Utilize Social Media

LinkedIn FaceBook Twitter

23

Ticket Sales / Reservations

• Reservations E-mail On-line Reservations

• Payment options PayPal/Credit Card/Cash/Check prepayment Advance Reservation - Pay at the Event

• Registration Table at Event Collect Tickets Collect Money Check in Members & Guests Name Tags

24

Event – Show Time

• Greeters to meet Guests• Registration Table• Council Welcome Guests• Ice Breaker• Section Announcements• Introduce Speaker• Presentation• Thank Speaker and Guests• Acknowledge members

responsible for the event

HELLO My Name is

Karen Copper

Follow Up

• Thank you note to Speaker• Financial Closure

To Treasurer– Submit ticket sales– Submit receipts

• Report event outcome to Section Chair and applicable Region DD• Publish article about event in next newsletter• Record event details for year-end report

Wishing you a fantastic event filled AIAA year!

Cheers!

28