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ASME Select Track Tools and Fundamentals Part II Event Programming Sections & Affinity Groups 2013 Leadership Training Conference
ASME Select Track
Tools and Fundamentals Part II
Event Programming
Sections & Affinity Groups
2013 Leadership Training Conference
03/2/2013
Session Presenter
Vicki Blocker Risinger
FMC Technologies
Product Project Manager
Subsea Manifold & Pipeline Systems
– 2012 Chair Nominating Committee representing Affinity
Communities (11-13)
– 2011-13 Programs & Activities Board – Strategic Initiative
Project Manager (Increase Volunteer Base)
– Past Chair South Texas Section (09-10) Houston Area
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• Understand the importance of unit programs
• Create a program planning vision to fit your
unit’s needs, priorities and demographics
• Be familiar with the essentials of effective
programming and the programming cycle
• Gain ideas of various types of programs that
might be appropriate for your unit
Session Objectives 3
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Session Outline
• Motivation for Programming (10 minutes)
• Planning & Program Cycle (25 minutes)
• Table Exercise with Break (50 minutes)
• Possible Future Programs (25 minutes)
– Web Meetings & Webinars
• Affinity Communities (5 minutes)
• Key Take Away and Q&A (5 minutes)
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Exercise – Why Programming?
1. Why have an ASME program?
Objective?
2. Who is your target audience?
3. What makes a program successful?
4. What types of programs are popular?
5. What are your financial considerations?
6. How should you market the program?
7. What are your execution challenges?
8. Additional items to be considered to
accomplish this program?
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Program Planning Time Scale
More time spent during initial planning
yields ease in event execution
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Initial Planning
Marketing Communications
Event Operations
Event Execution
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Identify Need & Target Audience
Resource Plan -Utilize
Volunteers
Event Concept & Key
Challenges
Action Plan & Execution Checklist
Schedule & Budget
Marketing & Communication
Strategy
Execution / Troubleshooting
Follow Up Evaluation & Assessment
Programming Cycle 9
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Identify Need & Target Audience
Resource Plan -Utilize
Volunteers
Event Concept & Key Challenges
Action Plan & Execution Checklist
Schedule & Budget
Marketing & Communication
Strategy
Execution / Troubleshooting
Follow Up Evaluation & Assessment
Programming Cycle 10
Develop Your Program Infrastructure
•Goal: Do What by When?
•Objective: What are you trying to accomplish?
•Training
•Networking
•Fundraising
•Virtual Meeting
•Schedule: When do you want this activity to happen?
•Pre-plan a “Best Fit” timeline
Understand the Need
•Target Audience: Who will this interest to attend? Reference ASME Membership Database for your section
•Benefit for Attendee
•PDH
•Meal Provided
•Requirement of Company / School
•Value of Participation
•Educational – Self Enhancement
•Seeking employment (student/unemployed)
• Industry knowledge
Determine Audience
•Ask for Help
•Recruit interested members at meetings
•Develop a mentorship program
•Assign Volunteer Duties
•Clearly define roles and responsibilities
•Develop individual volunteer goals
•Future Succession Planning
•Create officer training program / attend LTC
•Contact ASME Staff
•Section & District Resources
Identify Resources
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Identify Need & Target Audience
Resource Plan -Utilize
Volunteers
Event Concept & Key Challenges
Action Plan & Execution Checklist
Schedule & Budget
Marketing & Communication
Strategy
Execution / Troubleshooting
Follow Up Evaluation & Assessment
Programming Cycle 11
Clearly Communicate Your Vision
• Milestones Schedule
• Volunteer Action Plan
• Develop a project charter if appropriate
Document Plan in Writing
• Collaborate with other local organizations
• Reference ASME best practices
• Network with other ASME Sections for Ideas
Avoid Reinventing the
Wheel
• Be proactive and stay organized
• Volunteer support
• Marketing is a priority
• Participation is vital
Establish Principles
• Members demographics
• Spotty attendance at meetings
• Volunteers are hard to recruit
• Budget constraints
• Three dimensional interests
Identify Major Challenges
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Identify Need & Target Audience
Resource Plan -Utilize
Volunteers
Event Concept & Key Challenges
Action Plan & Execution Checklist
Schedule & Budget
Marketing & Communication
Strategy
Execution / Troubleshooting
Follow Up Evaluation & Assessment
Programming Cycle 12
Outline Your Execution Strategy
• Identify a planning committee
• Hold an action plan meeting or teleconference for new events
• Develop specific teams for task execution: i.e. arrangements, marketing, set-up, sponsorship recruiting, etc.
Establish Communication
Baseline
• Be clear and concise
• Manageable volunteer activities
• Define expectations
• Identify availability for recruiting new volunteers
• Offer mentor or training for new volunteers
Delegate Responsibilities
• Derive execution checklist from action plan
• Verify for understanding and agreement
• Be open for input and modification
Develop Execution Strategy
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Develop Execution Checklist Outline Actions and Deliverables - Long Lead Time Planning
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• Brainstorm meeting topics
• Schedule Meeting Presenter
• Confirm meeting location and dinner arrangements
• Set up Website Registration
Initial Planning
(1-6 mo. in advance)
• Create flyer with upcoming schedule meeting for the “season”
• Provide information for email blast
• Submit information to webmaster for posting on website
Marketing Communications
(3 mo. in advance)
• Order plaque for presenter
• Communicate with presenter: obtain bio, assistance with computer, projector, projection screen, microphone, ect.
• Guarantee on attendees at location
Event Operations Planning
(1-3 wks. in advance)
• Print flyers of upcoming events to present
• Pick up plaque or gift card for presenter
• Discuss upcoming events, introduce speaker based on bio, present award upon conclusion
Execution Planning
(1-2 days in advance)
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Identify Need & Target Audience
Resource Plan -Utilize
Volunteers
Event Concept & Key Challenges
Action Plan & Execution Checklist
Schedule & Budget
Marketing & Communication
Strategy
Execution / Troubleshooting
Follow Up Evaluation & Assessment
Programming Cycle 14
Identify Your Opportunities and Constraints
• Develop series of events
• Establish annual calendar - overlap planning time for multiple events
• Plan each event on 3-6 month basis depending on size / risk
• Identify key targets and milestones
• Understand progression of activities to take place
• Assign a target completion date for major activities
• Standardize Routine Operations
• Establish same time and location, send routine notification
• Consistent registration process – online vs at the door
Outline a Schedule
• Determine financial goals
• Fundraiser, investment activity or participation for Merit Based Funding
• Understand revenue vs expenses
• Determine execution costs and plan expenses with identified assumptions; Identify breakeven point / forecast minimum attendance
• Consider budget risk factors
• Under-estimated attendance, over-estimated revenue
• Sponsor falls through
• Have a fall back plan or Option B
• Cancel / Reschedule / Alternate Location
• Track Performance of Event / Annual Activities
Develop a Budget
• Prepare Marketing Materials
• Website, e-newsletters, flyers
• Identify communication method to reach target audience
• Email Blast – ASME Listserve, website, social networking, word-of-mouth
• Highlight Upcoming Activities
• Have announcements before event begins / pass out flyers
• Bring a friend or coworker
• Consider incentives for participants “give aways
Create Marketing Strategy
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Section Merit Based Funding
• Funds distributed based on
programs and activities
conducted by the Unit for
Sections, Technical Divisions, and
Affinity Communities
• Submit Merit Based Funding Form
by October 1st
– Grade/Weight/Score in 5 Main Areas:
1. Section Communications
2. Section Activities
3. Professional Growth Opportunities
4. Aid to Develop Engineering Profession
5. Section Operations
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Online Unit Activity Reports
• Document Activities for fiscal year
July 1 – June 30
• Complete Activity Report within 2
weeks after activity takes place
http://forms.asme.org/unitactivity/
CreateMeeting.cfm
• Select Your District/Group
• Choose Your Section
• Complete Requested Information – Meeting Date
– Attendance (Members/Students/Guests)
– Activity Type
– Meeting Topic/Title
– Speaker
– Company
– Location
– Joint meeting
– Lessons Learned
– Contact Information
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Section Membership Database
• Use the Membership
Database for programming
ideas to reach a fuller
marketing potential (i.e.,
not just promotion)
• Doing a demographics
analysis helps you
understand and serve your
membership better
• Items of interest for data
collection could be:
Company name, technical
interest (Divisions, Affinity
Groups), etc.
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You can also sort by Technical Interest. This list
shows that out of 204 members, 43 members
are interested in Design, while 25 members are
interested in Aerospace. This can help with
determining technical programs for your section.
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ASME Roster/List Server • Access is provided annually to Section Chairs and District
Leaders who have submitted signed agreements
"Conflict of Interest" Society Policy P-15.8
"Use of Member Data" Society Policy P-12.14
– Responsibility to another member of their unit; however the new
member must also submit signed agreements
• ASME Roster Management (Jessica Albert
[email protected] / Deidra Hackley [email protected])
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Identify Need & Target Audience
Resource Plan -Utilize
Volunteers
Event Concept & Key Challenges
Action Plan & Execution Checklist
Schedule & Budget
Marketing & Communication
Strategy
Execution / Troubleshooting
Follow Up Evaluation & Assessment
Programming Cycle 19
Attack each problem as identified
Mitigate problems
and concerns
Follow the Plan
Poll audience
• Future event ideas / contacts
• Suggestions / suggestion box
• Survey
Follow up email survey • Survey Monkey
Website message
board
Document lessons
learned for future
planning
Maintain experience
reports
Collect and Share
Information to Achieve
Excellence
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Program Planning Evolution
Strive for Long Term Success & Sustainability
Develop a System Infrastructure
• Common theme 2009 South Texas Leadership Summit
Create a Planning System
The Three C’S
• Communication
• Collaboration
• Coordination
• Students
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Event Programming
Table Exercise
• Table Exercise (15 minutes)
• Complete Exercise / Break (10 minutes)
• Present & Discussion (15-20 minutes)
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Possible Future Programs 23
Technical Meetings
Site Tours
Networking Events
Fundraising Activities
Government Relations Activities
K-12 Events
Early Career Activities
Community Outreach
Webinars
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Planning General Technical Meetings
Local Industry Presenters
• Look at local industries and what technologies they have in common
• Look for a major supplier of the materials for this technology
• Contact the local supplier of this technology
• Find out when they will have sales and marketing experts visiting the
area
Authors of Recent Technical Publication
• Find technical experts in your Section
• Get a list of their recent publications and papers
• Invite them give presentation at your meeting
General Interest
• Evaluate your network, ask for suggestions
• Find somebody to talk about what you are interested in
• Ask for member / coworker referrals
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Technical Experts in Your Section 25
Is there a presenter from a Section near
you?
Review final program (at ASME.org)
ASME IMECE
ASME Power Conference
ASME Nano-Technology Conference
ASME Gas Turbine Turbo
Expo
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Planning Tours 26
Know the questions
you need to ask!
Manufacturing Plant Tour
Bottling Plant Tour
Power Plant Tour
How do you get in?
Contact a member to find appropriate contact
Call marketing/sales representative and ask
Ask the receptionist who to speak with
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More questions to ask:
Site Tours 27
Will the facility allow a tour at night or on the weekend?
Will facility allow as many attendees as usually attend a typical meeting ?
Do non-citizens need to be pre-approved to take the tour ?
Do you need to provide a certificate of insurance (ASME can provide it but it costs some money)
Bring a token of appreciation to the tour guides and management, plus a framed certificate of appreciation or plaque
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History and Heritage Landmarks 28
Qualification
• Is the nominated item an example of mechanical engineering?
• Does it represent a genuine advance in the practice of mechanical
engineering?
• Did the item make a worthwhile contribution to the human
condition?
• Is the item the best of example of its kind?
Application
• Submit complete nomination form to ASME staff
• Nomination is reviewed by History & Heritage Committee
• If the nomination is approved by the Committee, a ceremony to
present the commemorative plaque must be carried out
• http://www.asme.org/Governance/Centers/PublicAwareness/Com
mittee_History_Heritage.cfm
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Networking Meetings (Social Events)
These meetings could take many forms: meetings are fun,
technical, interesting and absolutely not something a bunch
of engineers would be doing on a Saturday afternoon
• Local sporting event
• Family picnic or BBQ
• Happy hour event
• Collaborate with student sections
• Banquet or Gala
• Carnival or local attraction
• E-Week (Engineers Week in February)
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Fundraising • Fundraising Activities
– Corporate sponsorships
– Newsletter and website advertising
– Raffle or auction
– Webinar meeting registrations
– Government relations activity
• Policies regarding non-ASME sponsorship and
solicitations
– Monies may be solicited for special local activities
in accordance with Society Policy
P-5.3. (Policy 2.1,Section IV.A.1)
• Advertisements
– Affects use of non-profit postage rate
– Regulations regarding online and e-mail ads
• Applying for non-ASME grants
http://www.asme.org/Governance/Volunteer/Funding
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ASME Government Relations Activities
• ASME Government Relations Events – For sections to involve academia, industry and the local community
(including State Government officials, the Governor and State
Legislators) and create visibility for ASME.
– Limited funding is available from ASME Washington for approved
Section Govt. Relations Events
– Point of Contact: Kathryn Holmes, Director, Government Relations
• Past Events Include: – Town Hall Meetings – Tallahassee Section
– Energy Round Table – New Mexico Section
– Public Policy Energy Forum during E-Week in
February– South Texas Section
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K-12 Activities • Key Partnerships...
http://www.asme.org/Education/PreCollege/Partnerships/
– FIRST Robotics
ASME members help high school students during the design phase of Robots
– Engineers Without Borders in the K-12 Classroom
Lesson plans created for K-12 based on actual projects done around the world
• Pre-College Web site and Volunteer committee in Centers … http://www.asme.org/Education/PreCollege/TeacherResources/
–ASME Teacher Workshop Guide
This website is designed to help ASME sections plan and present workshops that will be valuable to middle school science, math and technology teachers.
–TOOLS of Discovery - Resources for ASME Sections
Tools of Discovery is an educational program for high school grades about Machines and Motion in the Physical Sciences.
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Early Career Activities
• Early Career Forum Grant Funding – May provide up to $2000 in assistance funded by Old
Guard
– Only one grant provided to each ASME District per year
– http://www.asme.org/Communities/EarlyCareer/Forum/ECF
_Local_Program_Support.cfm
• Local Early Career Activities – Mentoring networks
– Industry overview forums
– Career and financial planning seminar
– Resume review sessions
– Grad school application seminar
– Social events: brewery tour, happy hours, event attractions
– Social networking groups
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Community Outreach
• Science fair judges
• Habitat for Humanity
• Turning Wheels for Kids
(bicycles)
• Technical magazine drive
• Local volunteer activities
• Sporting teams/fitness events
• Charity events
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Web Meetings & Webinars
• What can this technology do? – Web-based Meetings
– Web-based Seminars
– Features • View a presenter's computer desktop
• Do Power Point Presentations
• View treasury reports
• View Agendas
• Hear audio of the presenter and participants
• Have interactive session
• Use pointers and draw
• Control (with permission) another’s desktop
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Contact Scott Burr ([email protected])
503-723-7392
Webinars
03/2/2013
Web Technology can HELP
• How Web Technology can help you?
– No need to drive; only need a PC
– Easier to volunteer/attend virtually
– Pitch: less drive time, new skill set
– Improves event & meeting attendance
– Overall reduces risks
– Web volunteering saves time
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Webinars
03/2/2013
Web Technology Advantage
• Web Technology Advantage
– brings productivity to your
volunteers
– helps to mitigate or resolve many
of the problems sections face.
• Best Way to get Started
– Start Small
– Start for board meetings first
– Then graduate to larger meetings
and webinars
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Webinars
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Big Picture: Each Unit Unique
1. Consider moving from having a plan for
programs to building a system and an
infrastructure for program delivery
2. Lean towards recruiting motivated volunteers
& relevant programs will follow
3. Keep improving infrastructure and member
value
4. Belief in the possibility makes way for the Ideal
situation
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Webinars
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What if there is not a group in ASME that matches my specific interests or passions?
ASME provides the opportunity to create your own group through the K&C Affinity Communities operating board.
Find 5 other members that share your passion and then get the right form and information to create an affinity group through the website:
Affinity Communities
http://www.asme.org/Governance/KnowledgeCommunity/Affinity/
Building relationships that transform imagination into reality!
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Affinity Communities
“To give every engineer a place where they can self-identify and belong within ASME”
• Special Interest or specific purpose:
ECLIPSE Interns
Entrepreneurs Network
Engineer Without Boarders
Graduate Students
International Outreach
Operacion y Manteniminto de Calderas (Spanish Speaking Boiler Users)
Pre-College
Student Liaisons
Women in Engineering
ECC - Early Career Connect
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Affinity Communities
1. Go to https://my.asme.org/ and login
2. Click in “Update Professional Profile”
3. Scroll down to “Select your Affinity Group”
4. Select the group or groups that match your passion(s)
5. You can choose up to 11 groups!
How do I join one or more of these groups?
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Programming Basics Summary 44
…And that after attending this session,
“You Can Make A Difference”!!
• Understand the importance of unit programs
• Create a vision for program planning based
on your unit’s needs, priorities and
demographics
• Be familiar with the essentials of effective
programming and the programming cycle
• Gain ideas of various types of programs that
might be appropriate for your unit
03/2/2013
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Programming Basics
Contact the Presenter Vicki Blocker [email protected]
Presentation Available http://events.asme.org/LTC13/Session_Presentations.cfm
Any Further Questions?
