Why are Volunteers Important?Volunteers…• are essential to provide support during planning,
execution, and evaluation of an event
• are direct representatives of SHPE and your affiliated university or company
• fulfill individual responsibilities to directly contribute to the overall success of an event or program
• hone leadership and professional skills through their volunteer role
Why are Volunteers Important?Tell me about a time when…
Volunteers did a great job
Volunteers could have done better
Why are Volunteers Important?When volunteers are rock stars…• Deadlines/timelines are met
• Budgets stay on track
• Communication is clear
• Organization is high and event/program is cohesive
• Each person’s workload/responsibilities remain manageable
• Outside parties respect your organization and are eager to partner
Why are Volunteers Important?When volunteers drop the ball….• Timelines and expectations change
• Expenses may exceed the budget
• Last minute decisions are made, communication is poor
• Event or program becomes unorganized
• Volunteers’ workload and responsibilities shift, some may have to ‘pick up the slack’
• Your organization seems unreliable and organizations may be hesitant to partner with you
Why are Volunteers Important?When Recruiting Volunteers for an
Event/Program
Identify volunteer roles/responsibilitie
s prior to implementation
Clarify roles and expectations at the
start
Share volunteer’s contact information
Hold regular meet-ups to discuss progress,
updates, and any barriers
Recognize contributions
Have volunteers provide best
practices/tips and transfer information
for future
How to Fund Event/ProgramsSHPE Chapters can seek funding through…• Educational institutions • Local businesses/corporations
• Fundraising activities
• SHPE Foundation grants
SHPE Foundation Funding
Noche de Ciencias Funding
Noche Funds
(up to $500)Noche in a Box Curriculum
(Student and Parent)
Webinar Trainings Staff Support
• Fall Noches: Oct. 1, 2014 – Dec. 15, 2015 (Application period: Aug. 1, 2014 – Sept. 15, 2014)
• Spring Noches : Jan. 14, 2015 – Apr. 15, 2015 (Application period: Nov. 11, 2014 – Dec. 15, 2014)
SHPE Foundation Funding
SHPE Jr. Chapter Funding
SHPE Jr. Chapter Funds
(Up to $200)
SHPE Jr. Chapter
Representative Stipend
(Up to $300)
SHPE Jr. Chapter Advisor Stipend
(Up to $300)
Monthly Curriculum for
Meetings
Staff Support for Charter Application
Process
• Applications accepted Aug. 1, 2014 – Feb. 28, 2015
How to Apply for SHPE Foundation Funding
Submit proposal to [email protected]
Follow outlined instructions to complete proposal with proper spelling and formatting
Coordinate with SHPE Chapter and participating schools/target population to identify event/program details such as date and location
Read entire proposal to be aware of funding levels, reporting requirements, due dates, and roles/responsibilities
Coordinate with SHPE Chapter to determine what funding you will apply to
How to Market Your Event/Program Properly marketing your event and reaching your target audience will provide a return on investment on your SHPE Chapter’s outreach efforts
Time Resources
Money
How to Market Your Event/Program Partnerships• If working with a school, reach out to
existing organizations/clubs (Robotics Club, Math Team, etc.)
• Share information with Parent Teacher Association (PTA)
• Work closely with school to promote via website, school announcements, emails to STEM teachers
How to Market Your Event/Program Partnerships• If event is at school site and they permit,
contact surrounding schools
• Connect with organizations within your university or professional network to request they announce the details of your event/program to their contacts
How to Market Your Event/Program On-site MarketingPast events have shown that promoting from a distance and relying on the school to market your event does not work
• Visit STEM related classrooms to let students know of your event/program (see if teacher allows extra credit to attendees)
• Set up an information/registration table to recruit students during lunch and include registration sheet with phone number and/or email to conduct a follow up and reminder prior to the event.
You may add that the first 100 registered attendees will be registered for a drawing to be held at the event
Additional Tips & Ideas • Distribute event/program flyers in English &
Spanish
• Contact local media with the Noche de Ciencias Press Release (radio, print, TV, online publications)
• Send sample invitation letter to local organizations, community centers, and companies to spread the word of your event/program
• Visit website of participating school(s) to obtain contact information of the STEM teachers
What to Highlight? • Drawing for giveaways (if applicable)
• Event is free and open to all interested students
• Free food provided
• Free bilingual scholarship and college workshops will be provided along with handouts
• Interactive STEM activities
• Get to meet college students and STEM professionalRemember to recognize sponsors/funders
Review Noche de Ciencias Proposal for
Funding
Coordinate with SHPE Chapter and target school to determine date and location
Submit proposal to SHPE Foundation
Once approved, review Noche de
Ciencias Implementation Plan
Create Noche de Ciencias Committee, identify Noche lead
Noche Lead to assign volunteer positions to
SHPE Chapter members
Noche Lead and volunteers attend webinar trainings
After receiving Noche in a Box (if applicable) Lead and Volunteers
review contents
Volunteers fulfill responsibilities (i.e – marketing, treasurer,
etc.)
Event is implementedSHPE Chapter holds post-event meeting to
discuss outcome
Reporting is completed and
submitted to SHPE Foundation
We serve as a resource to support YOU!
Communicate any date, location, school changes, or highlights to SHPE Foundation