DiscoverE Family Day Toolkit

Creating a large-scale engineering outreach event in your community

DiscoverE Family Day

It’s kids and the adults in their lives exploring engineering.

It’s multiple activity stations with manydifferent hands-on engineering activities.

What Is DiscoverE Family Day?

It’s a local effort organized by engineering volunteers and organizations.

It’s often held at a local museum.

Why Host a Family Day?

You’ll give kids (and their parents) the chance to:

Experience the wonders of engineering

Meet real engineers, technicians and technologists

Learn that engineers are smart, fun people who make the world a better place.

Host a Family Day in Your Area

This presentation outlines how to create your own event, including:

The Power of Partners

Planning Committee

Event Format & Volunteers

Activities & Day of the Event

Promotion & More

The Power of Partners

Partners are key to developing a successful event. They can help with:

Planning

Hosting hands-on activities

Recruiting volunteers

Promotion

Fundraising

The Power of Partners

Get Started

Make a list of potential partners.

Be sure to include engineering and technology companies and societies.

Are museums on your partner list?

The Power of Partners

Why Museums?

They make a great event venue.

They are well-known in the community.

Their education/outreach staff might help organize the event.

The Power of Partners

Why Museums?

They are connected to schools andafter-school programs.

They can help build audience.

They have a pool of volunteers.

The Power of Partners

What’s in it for Museums? They’ll:

Gain new partners in engineering & technology

Get new resources

Bring in first-time visitors who will return later

The Power of Partners

Contact potential partners and ask:

Do you want to participate?

What resources might you be able to provide?

Will you serve on the planning committee?

Who else should we invite to partner with us?

Planning Committee

Hold a planning meeting and discuss:

Who is the target audience?

What is the age range?

What does success look like?

What is the budget?

How long will the event last?

There are two ways to organize your event:

Exhibitor model

Committee model

Event Format

Exhibitor model – A local group ‘owns’ an exhibit space.

Event Format

Exhibitor model

The planning committee recruits local groups to organize a exhibit area. Exhibitors:

Decide the activity

Recruit volunteers to staff their exhibit

Provide the activity materials

Set up and break it down the activity

Event Format

Event Format

Committee Model – All activities are organized by planning committee.

Committee Model

The committee will:

Select all of the activities

Recruit all of the volunteers

Provide all of the activity materials

Set up and break it down full event

Event Format

Secure a Venue

Local museums are wonderful locations, but not the only one. Other options:

Malls

Universities

Companies

Parks

Schools

Secure a Venue

Talk to your venue, ask:

Will they host the event?

Can they donate the space?

What other costs are involved?

-Event insurance

-Damage deposit

-Security or event staff

-Cleaning fee

Secure a Venue

Can they assign a staff person to the planning committee?

Will they provide:-Tables

-Chairs

-Easels

-Internet access

-Trash cans

Select a Date

Target Date: Engineers Week in February

Research other area events thatmight conflict with your event.

Does the museum host a similar event?

If yes, is there a way for your group to participate?

Hands-on Activities

Engaging engineering activities are the heart of DiscoverE Family Day.

Tips

Offer a variety of hands-on engineering activities.

Select activities that match your target age group.

Hands-on Activities

Hands-on Activities

Tips

Look for activities that need minimaldirections.

Select activities that take as little as 5 to 10 minutes to complete.

Hands-on Activities

Find activities at www.DiscoverE.org

Calculating Supplies

Each activity should be prepared for 1/3 of the total number of expected visitors.

Example:

600 total visitors = 200 peopleper activity.

Hands-on Activities

Signs

Print colorful signs for each station.

Plan how you will display the signs

- Table-top stands? Easels?

Use the DiscoverE Family Day logo

- Download the logo at www.discoverE.org

Volunteers

Each activity station should have at least 2 volunteers at all times.

All committee members should work the event.

Volunteers

Exhibitor model tip

While exhibitors furnish their own volunteers, be prepared to supplement in cases of no-shows or under-planning.

Volunteers

Training Volunteers

Are your volunteers and exhibitors experienced in talking with children

and parents?

Encourage ALL volunteers to review the Volunteer Event Tips sheet found in the pdf section.

Volunteers

Before the event, tell exhibitors & volunteers: What time to arrive and leave

Where to park

When and where to unload supplies

Details about lunch - Is it provided? Bring your own?

Promoting Your Event

Consider these promotional options:

Television (PSA’s or ads)

Radio (PSA’s or ads)

Community and daily newspapers

Promoting Your Event

Consider these promotional options:

Posters and flyer in the community

Partners newsletters or mailings

Social Media- Facebook- Twitter- Instagram

Promoting Your Event

Create a promotional postcard

See sample in pdf section of training.

Day of the Event

Prepare the event space.

Set up a welcome table. Supply with:

A list or floorplan of all exhibits/activities with brief descriptions.

Giveaways

Information about other engineering events or programs.

Day of the Event

Prepare the event space.

Set up each Exhibitor/Activity Station in own area.

Does the activity need a table or is itbetter facilitated on the floor?

Make sure there is enough space between activities.

Day of the Event

Prepare the event space.

Cover tables with colorful cloths.

Store extra supplies under the tables.

Have a central check-in point for exhibitors and volunteers before the event opens to the public.

Day of the event

Prepare informational packets for exhibitor or activity area, include:

Name badges for all volunteers

Badges identifying engineers

Lost-child protocol

Floor map, list of all activities

Day of the Event

Directional signs

Post welcome and directional signs.

Display a large sign thanking and listing sponsors.

Day of the Event

Photography

Assign one or two volunteers to take pictures.

Post a sign at the entrance informing visitors that photos are being taken.

Your Impact

Collect Information

It’s great for sponsors and for future planning, find out:

How many visitors attended your event?

What did they think about the event?

See the sample exit survey in the pdf section of the training.

After the event

Debrief with the planning committee.

Consider drafting an event report. - Customize it for each sponsor.

After the event

Send thank-you letters to:

Volunteers

Venue staff

Head of museum or other venue acknowledging staff

Exhibitors

Sponsors

Planning Resources

Go to www.DiscoverE.org for these resources:

–DiscoverE Family Day Logo–Activities–Volunteer Event Tips–Family Day Video–Promotional postcard –Sample Exit survey

More Questions?

Contact: info@discoverE.org

Our friendly staff can answer your questions and put you in touch with volunteers in your area.