Houston Bid Package

8/14/2019 Houston Bid Package

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Collegiate Sections C051-U. of HoustonC056-Prairie View A&M

C057-Rice University

ProfessionalSection

C002-Houston Area

C008-Space Center Houston

Collegiate $commitment %

C051-70%

C056-10%

C057-10%

Professional $commitment %

C002-0%

C008-0%

Collegiate Contact Information: Professional Contact Information:Name Rachel Danek Jones Name Lindsay Laskowski

Position Conf. Co-Chair (C051) Position Conf. Co-Chair (C002)E-mail [email protected] E-mail [email protected] (979) 877-9027 Phone (281) 467-8641

Collegiate Contact Information: Professional Contact Information:Name Jabreel Walker Name Heather L. Jones

Position Conf. Co-Chair (C056) Position Conf. Co-Chair (C008)

E-mail [email protected] E-mail [email protected] (972) 977-4813 Phone (281) 483-1582

Collegiate Contact Information: Professional Contact Information:Name Lily Banerjee Name Amy Yip

Position Conf. Co-Chair (C057) Position Conf. Co-Chair (C002)E-mail [email protected] E-mail [email protected] (281) 236-3493 Phone (281) 216-8174

Conference Theme: Energizing Engineering

Proposed Dates:1. Feb. 6 82. Jan. 30 Feb. 13. Feb. 27 March 1

Attached are Details for:

A. Conference CommitteesB. Conference Theme or FocusC. Proposed DatesD. Description of LocationE.

Hotel Accommodations & PricingF. Meeting Room Facilities

G. Proposed AgendaH. Potential Speakers &/or ToursI. Preliminary BudgetJ. Sponsorship Fundraising Plan


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ContentsA. Conference Committee ....................................................................................................... 1B. Conference Theme or Focus ............................................................................................... 2C. Proposed Dates.................................................................................................................... 3D. Description of Location ...................................................................................................... 5E. Hotel Accommodations and Pricing ................................................................................... 7F. Meeting Room Facilities ..................................................................................................... 8G. Proposed Conference Agenda ........................................................................................... 10H. Potential Speakers and/or Tours ....................................................................................... 13I. Preliminary Budget ........................................................................................................... 17J. Sponsorship/Fundraising Plan .......................................................................................... 19K. Responsibility Commitments ............................................................................................ 20L. Planning Schedule ............................................................................................................. 21M. Awards/Gifts ..................................................................................................................... 23


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A.ConferenceCommitteeWe expect that the majority of the support for the conference will come from three collegiatesections, totaling 108 members:

University of Houston (UH) Prairie View A&M (PVAMU) Rice University (Rice),and two Professional sections:

Houston Area (HA) Texas Space Center (TSC).11 professionals have actively expressed interest by e-mail and by attending two meetings, whichwere held to discuss the bid. Furthermore, in addition to the co-chairs listed, there are 30confirmed student supporters who have actively signed-up and participated in the 5 differentcommittees.

Lastly, high school students associated with the Prairie View Junior Section can provideadditional support. As volunteers in the conference, these high school students will be exposed tothe benefits of SWE and inspired to pursue their interests in engineering.


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B.ConferenceThemeorFocusEnergizing Engineering - Houston is recognized as the Energy Capital of the World and ishome to many energy companies. Energizing Engineering is a universal title that can alsoattract other industries, such as aerospace and health care. With this theme, we want to

concentrate on how SWE can energize individuals as well as engineering as a whole. Asindividuals, SWE members are promoting equality in the workforce and trailblazing newdevelopments. As a whole, SWE provides a support structure and network for engineers andopportunities for students and collegiates to grow and increase their understanding and interest inengineering.

Women in engineering across the region are powering industry. They are the catalysts that driveinnovation and collaboration across all sectors. We would like to provide the attendees with atoolbox of new ideas, connections, and skills to give them the power and energy they need to besuccessful. We would like the conference to be a leadership venue, showcasing the manyachievements of women in engineering in Region C.

As part of this theme, we will have a Successful Outreach session, have a presentation onAdvancing the Educational Pipeline of Women in Engineering, and hear a key note from aformer female astronaut on how she energized engineering and how it empowered her.


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C.ProposedDatesThis first date, Feb. 6 9, is the day after the UH Career Fair and thus, more companies can beexpected. This would allow the out-of-town companies the opportunity and incentive to attend asecond recruiting event on the same trip.

Also, the SWE-UH co-hosts the UH career fair, which would allow us to advertise the event atthe same time. There could be an incentive given to companies willing to sign up for both careerfairs, such as a discount from the normal cost of a booth at SWE Conference. This would alsoallow companies to go through one contact rather than two. The second date, Jan. 30 1, couldalso offer this advantage.

Furthermore, because this is early in the semester, not only will companies have more openpositions, but more collegiate members will be looking for internships and less will already haveone. Again, Jan. 30 1, could also offer this advantage.

All dates listed do not conflict with E-Week (Feb. 15 21) or the UH and PVAMU Spring Break(March 15 21). The third date, Feb. 27 March 1, conflicts with the first weekend of RicesSpring Break, but we do not think this will be an issue. Furthermore, there isnt a conflict withany known conferences by other professional organizations (ASCE, ASME, AIChE, NSBE,IEEE, IIE, MAES, and SHPE). No other SWE Regional Conferences are known, and thuscannot be considered.

Attached is a calendar that visualizes important dates and other conferences as well. Please seebelow.


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D.DescriptionofLocationThe SWE 2009 Region C conference, will take place in Downtown Houston, Texas. DowntownHouston is the nucleus of the fourth largest city in the United States. There are three majorinterstate highways that form the boundaries of the area: I-10 on the north, U.S. 59 on the east

and I-45 on the south and west. It offers easy access and public transportation which includes theHouston Metro bus system and a LightRail (4 blocks) system (http://ridemetro.org/). Houston iscentrally located in Region C and readily accessible by low-cost flights.

NEARBY AIRPORTS

The Major Houston Airport System includes:

George Bush Intercontinental Airport/Houston (IAH) 23 miles north of DowntownHouston.

o Served by 23 scheduled passenger airlines. This convenient passenger gateway isthe largest hub airport for Continental Airlines, and numerous other carriers also

offer domestic and international air service. Over 150 destinations worldwide areaccessible through nonstop or direct flights. Convenient access to the airport isprovided by Interstate 45, U.S. Highway 59, the Hardy Toll Road, and the SamHouston Toll Road (Beltway 8).

William P. Hobby Airport (HOU) 7 miles south of Downtown Houstono Served by 8 scheduled passenger airlines and is the largest hub airport for

Southwest Airlines. Other carriers also offer domestic air service through HobbyAirport. Only U.S. destinations are served through Hobby. It is readily accessiblevia major thoroughfares and freeways to the entire metropolitan area. InterstateHighway 45 borders Hobby.

SPECIAL ATTRACTIONS

Downtown Houston offers something for everyone. They are listed below with the distancefrom the hotel.

Downtown Aquarium (1.5 miles) This 500,000-gallon underwater adventure complexincludes a Ferris wheel, an aquatic carousel, Shark Voyage, a white tiger exhibit and arestaurant.

Theater District (5 blocks) A 17-block area that is resident to major performing artscompanies like the Houston Grand Opera, the Houston Ballet, the Houston Symphonyand the Alley Theatre. Composed of five performing arts venues, the Theater District is

home to musical theater troupes like Theatre Under the Stars and Broadway in Houston.Innovative local groups like Uniquely Houston, Dominic Walsh Dance Theater and DaCamera also make their home in this hub of performing arts.

Sporting Attractions Downtown Houston is home of the Houston Astros 2005National League Champions at the Minute Maid Park(less than 1 mile). Also, theToyota Center (5 blocks) is the home of NBA champions of 1994 and 1995, the Houston


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Rockets, the WMBA Houston Comets, and the Houston Aeros, a member of theAmerican Hockey League.

Restaurants Downtown Houston offers about 300 restaurants. Anything from cravingsfor pizza to the most refined tastes can be satisfied in a short radius. Popular restaurantsinclude: The Downtown Aquarium, Azuma (sushi), Benihana, Droubi Bros.

Mediterranean Grill, Hard Rock Caf, Josephines Italian Ristorante, New York Pizzeriaand Italian Restaurant, The Spaghetti Warehouse, and Spindletop (Hyatt Regencysrevolving restaurant).

Night Life Main Street constitutes Houstons hub for nightlife. Pubs like Slainte, ShayMcElroys and the Flying Saucer Draught Emporium are popular with beer lovers, whileLa Carafe, Houstons oldest bar, is a romantic date spot. Listen to live jazz at Sambuca orRed Cat Jazz Caf. Other live music performances can be found at the Engine Room,Continental Club, and Warehouse Live. Houston offers $6 taxi fares anywheredowntown, and there is LightRail (4 blocks) transportation for $1.

Underground There is a whole world of life underneath the streets of DowntownHouston. The 6.3-mile Houston Tunnel System connects office buildings throughoutDowntown. Inside the tunnels, mainly open Monday-Friday during business hours, youcan find restaurants, coffee shops, newsstands, dry cleaners, salons, shops, and anythingyou could possibly need during your workday.

Museums Located only a few minutes from Downtown, and accessible from theLightRail (4 blocks), Houstons Museum district offers one of the most diverse samplesof culture in the country. There are almost 20 museums in the district alone, not includingsurrounding museums throughout the city of Houston. The district includes:

o Buffalo Soldiers NationalMuseum

o Childrens Museumo Contemporary Arts Museumo Health Museumo Holocaust Museum

o Museum of Natural Scienceo Museum of Fine Artso Houston Zooo Rothko Chapelo Houston Center for Photography

For more information, please visit:www.houstondowntown.com or www.visithoustontexas.com or www.visithouston.com


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E.HotelAccommodationsandPricingThe hotel proposed for this conference is the Crowne Plaza hotel in Downtown Houston. Thereis a tentative hold on 75 rooms, workshop and meeting rooms, and a banquet room for the careerfair. The hotel rooms are offered at a discounted group rate of $109, as well as 4 free upgradesto Junior Suites, and a complimentary room for every 50 rooms filled. There is valet parking

only, discounted to $10 per night, but we plan to ask KBR to donate their garage (connected bySky Walk) so that anyone driving can park for free.

The 1st floor will be where registration will be. There is a 1st floor atrium that we will utilize fora SWE Boutique. It is three steps up from the first floor on its own platform.

The Crowne Plaza is situated in the heart of the city, approximately

12 miles from William P. Hobby Airport 21 miles from Bush Intercontinental Airport 1 block from the Chevron building, which is where we purpose to hold the sessions

With 11,000 square feet of meeting and banquet space, the Crowne Plaza Houston-Downtowncan accommodate meetings from 10 300 people. They offer on-site Audio-Visual Services,Wireless High Speed Internet Access, and a dedicated Crowne Meetings Director. Please refer tothe attached documentation for meeting rooms description, which includes layout diagrams andcapacity.

The guest room includes several amenities, but the most important include

Complimentary broadband high-speed Internet access Coffee maker station Work desks Refrigerators are available at a cost of $10 per night

Furthermore, some the amenities the hotel offers are

Wireless High Speed Internet Access in Public Areas (complimentary) 24-hour Fitness Facility Swimming Pool Business Center (complimentary with printer)


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F.MeetingRoomFacilitiesThe meeting rooms furthermore are complimentary (normally $6,000 per day) if 90% of therooms blocked are filled.

There is the Bluebonnet ballroom available for which can be used for meals, the career fair, and

for meetings. It is 77 x 58 and can sit 300 people banquet style.

There are three meeting rooms available to sit at least 100 people at once, which are BluebonnetA & B and the Bayou Room. There are nine other rooms available for smaller sessions,meetings, and interviews. There will be at least one meeting room reserved for any members andofficers who want to have meetings outside of the schedule. There will also be meeting roomsreserved for companies to hold interviews if desired.

In addition, with the help of SWE Chevron employees, we were given the opportunity to usesome of Chevrons meeting rooms free of charge in their building, which are only 1 block fromthe hotel. Formally known as the Enron building, Chevron has six meeting rooms that can

accommodate 75 each, theatre style, for the sessions. They take up the entire 40th floor, and eachroom looks out at the Houston skyline. Also, the rooms are equipped with the necessary Audio& Visual equipment and have credenzas for drinks. There is a break area in the lobby for snacksand beverages. The Chevron Building also has a wide-open area on the 2nd floor that can be usedfor Casino Night if desired.

See the hotel layout on the next page for more details on Crowne Plaza meeting rooms.

Entertainment:

Our proposed schedule includes a Dessert Gallery, which will function similar to hospitalitysuites. The entire 2

ndfloor of the hotel is available for this event. We also propose a Casino

Night for networking. For this purpose, a party company will be hired to host the event. Thegame night will be held at the hotel, but the 2nd floor of Chevron is also available. Lastly, therewill be a Game Night at the end of Friday Nights dinner, which will be held in the BluebonnetBallroom.

Chevron


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G.ProposedConferenceAgendaFRIDAY

7:30 AM 7:00 PM Conference Registration9:00 AM 1:00 PM Tours and/or Activities1:30 PM 5:30 PM Main Tour: NASA6:00 PM 7:00 PM Session 17:00 PM 8:30 PM Opening Dinner (Are You Smarter than a Collegiate Member? will

be played towards the end)8:30 PM 10:00 PM Dessert Gallery

SATURDAY

6:00 AM 10:00 AM Hotel Breakfast8:00 AM 2:00 PM Conference Registration6:30 AM 7:30 AM Career Fair Set-up7:30 AM 11:00 AM Career Fair9:00 PM 10:00 PM Session 210:00 AM 11:00 AM Session 311:30 AM 1:00 PM Lunch with Professional Fashion Show1:00 PM 2:00 PM Session 42:00 PM 3:00 PM Session 53:30 PM 4:30 PM Separate Regional Meetings4:30 PM 6:00 PM Joint Regional Meetings6:30 PM 8:30 PM Closing Dinner (Keynote and Regional Awards)9:00 PM 11:00 PM Casino Night and Basketball Game

SUNDAY

8:00 AM 9:00 AM Send-off Breakfast (SME Bowl Practice)9:00 AM 10:30 PM How to Bid for a Region C Conference10:30 AM 1:00 AM Explore Houston


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Sunday

Activity 1 (Casino) Activity 2 (Basketball Game)

Chevron Tour

- - Technical 3 Professional 3 -Registration/

Boutique

Registration/ Boutique

Personal 1Resume Workshop

Main Tour: NASA

Send-Off Breakfast (SME Bowl practice)

How to Bid

Joint Meeting

Set-Up

Career Fair

Collegiate 4 Personal 4 Technical 4 Professional 4 SWE CLCC

SWE LCC

Separate Meetings

Closing Dinner (Keynote, Awards)

Lunch

"Professional Fashion Show: Working the Professional Runway"

Collegiate 5

Museums Tour/Activity Company Tous

Professional 2

Opening Dinner

("Are You Smarter than a Collegiate Member?")

Dessert Gallery/Hospitality Suites

SWE CLCC--

Breakfast (Hotel Restaurant)

6 am - 10 am

- - Technical 2

Personal 5 Technical 5 Professional 5 SWE LCC

Chevron Tour


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The following is an explanation of the schedule.

The main tour is in the afternoon on Friday to allow everyone to attend without missing anythingelse and to encourage attendance on Friday. The other tours are only offered on early Fridaybecause we did not want conflicts with the sessions.

The Game Show, Are You Smarter than a Collegiate Member will start towards the end of thedinner. Prizes will be given. The Dessert Gallery will be similar to the hospitality suites at theNational Conference where each company will have the opportunity to host a station that offersdifferent desserts. This is to encourage networking amongst the companies and students beforethe Career Fair. Furthermore, as an incentive, students will receive a sticker for each companythey visit. If they have at least 3 stickers, they can be entered into a drawing, and they can onlybe entered once. A National SWE and Section booth will be provided at the Dessert Gallery fornetworking with other SWE members and to host the Upgrade Social. The upgrade raffles willbe done at different times through the night.

For Saturday, the breakfast will be at the hotel restaurant using a flexible voucher system. Thiswill allow attendees to go to breakfast at their convenience, which starts at 6:00 AM.

The Career Fair is compacted to 4 hours to promote attendance from the beginning, and so it willnot conflict for collegiate members. Also, the beginning of the career fair has no conflicts forthose wanting to attend it as well as the sessions starting at 9 am. The sessions are gearedtowards for those not looking for internships, and thus wont be attending the career fair.

The remaining sessions will be held in the Chevron Building connected to the hotel. A Chevron3D visualization tour will be offered as a tour in conjunction with each time slot, so thatattendees will have two options.

Everyone will then walk back after all the sessions for the Separate and Joint Region C meetingsin the Crowne Plaza. The two Region C meetings are offered on Saturday because of thecomment that attendance was low on Sunday.

The after-dinner activities offered are a Casino Night, which was highly requested byprofessionals, and a basketball game. For the basketball game, we will offer companies theopportunity to host a suite, and the suite will be filled on a first-come-first-serve basis. For theCasino Night, everyone will get the same number of chips, and a number of prizes will be givenfor those who have the most in the end. Games will consist of the usual casino games, as well asboard games.

For those willing to checkout late on Sunday, we will offer a packet of information about placesto tour and explore in Houston, like the Galleria, a large upscale shopping center. The hotel hasan area to hold luggage after checkout for those wishing to extend their stay in Houston.Depending on popularity, we may arrange a formal tour with transportation.


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H.PotentialSpeakersand/orToursA few of the Houston area engineering companies include:

Anheuser-Busch Baker Hughes Bayer Bechtel Boeing BP Cameron Caterpillar Continental Airlines Chevron Dow Chemical DuPont ExxonMobil Fluor FMC Technologies Frito Lay

GE Halliburton HP Jacobs KBR Lockheed Martin Lyondell-Basell NASA Rohm and Haas Schlumberger Shell Siemens Texas Medical Center (43 institutions,

largest in the world) United Space Alliance Valero

The tours we propose are:NASA (Main Tour, 25 miles) With this behind-the-scenes journey through NASA's JohnsonSpace Center, visit the Historic Mission Control Center, the Space Vehicle Mockup Facility orthe current Mission Control Center. Our contact is Heather Jones, who works at NASA.The Health Museum (12 min via LightRail) Houston's most interactive science-learning

center and a member institution of the world-renowned Texas Medical Center. The Museum'spermanent exhibit, the Amazing Body Pavilion, gives visitors a larger-than-life look at thehuman body and how it works.

Texas Medical Center (15 min via LightRail) Among the renowned institutions that are a partof the TMC are the University of Texas M.D. Anderson Cancer Center, one of the world'sleading cancer treatment and research centers; Texas Children's Hospital, an international leaderin pediatric medicine; and Texas Heart Institute at St. Luke's Episcopal Hospital, a leader in hearttreatment.

Chevron 3D Visualization Tour (1 block) In order to insure balanced and complete utilization

of an oil field reservoir, producers need to understand the complex 3D structure of a reservoirand the fluid movement within it. A reservoir simulation can provide guidelines for hydrocarbonrecovery. Come experience firsthand the tools utilized to make drilling and production systems see the reservoirs from a 3D image!


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The Houston Museum of Natural Science (12 min via LightRail) The spectacular exhibithalls and state-of-the-art venues offer remarkable insight into the world around us, from the ageof dinosaurs to the era of space exploration. The museum also hosts the Cockerell ButterflyCenter, which showcases hundreds of live butterflies, an IMAX theater, and the Burke BakerPlanetarium.

St. Arnolds Brewery (15 min) Visitors will be offered the unique opportunity of touringHoustons first microbrewery and Texas Oldest Craft Brewery. This special tour will include anin-depth look at the engineering principles and science behind the business of beer.

CenterPoint Energy Tour (6 blocks) This tour features an energy company that providesenergy to the nations fourth largest city as well as natural gas to several other states.CenterPoint specializes in electric transmission and distribution, natural gas distribution,interstate natural gas pipelines, field services, and natural gas sales and services. CenterPointholds to its core values, while constantly working to be recognized as Americas leading energydelivery company...and more.

Potential speakers include:

Name Topic

Helen Perry Engineering Style

Leslie Coward Internships/Career Services for Students

Pamela Grant Job/Career Choices

Suzie Wilson Fashion Show

Ray Piper Five Ways to Manage Your Manager

Kathryn Watson Time Management

Roberta Bondar(astronaut, space medicine)

Vision and Leadership, Innovation & Chaos, Medicine,Space Exploration, Creativity, Teamwork, Challenges,Ethics and Reality, Flexible Thinking

Dr. Julie M. Trenor Advancing the Educational Pipeline of Women inEngineering

Dr. Wyatt Marketing and Selling Yourself

Dr. Gelb Health care marketing, Advertising, Antecedents andconsequences of purchase based on companyactions/reputation rather than products themselves

Lynn Matlock Hicks Cracking the Code of the Unwritten Rules

Dr. Rebecca Richards-Kortum

New Microscopes for Real Time Imaging: ImprovingWorldwide Efforts to Eliminate Cervical Cancer

Danielle Forget & TriciaBerry

825 Basics

Leadership Coaches CLCC & LCC


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Potential TopicsCOLLEGIATE TRACK

From College to Work (Recent Graduates Panel) Resume Writing & Interview Skills How to Evaluate Job Offers (may include coops / internships) Licensure Exams 101 Graduate School Panel Marketing Yourself: Perfecting your Elevator Speech Presentations 101 How to get the most out of your academic preparation

PERSONAL DEVELOPMENT

Dealing with Difficult People Diversity issues for Women of Color Women's Health Personal Safety Protection Financial / Estate Planning Life Balancing Dining Etiquette Relax Energizing and Revitalizing Your Life

TECHNICAL

"Advancing the Educational Pipeline of Women in Engineering: Developing Research-Based Outreach, Recruitment and Retention Programs" New Microscopes for Real Time Imaging: Improving Worldwide Efforts to Eliminate

Cervical Cancer Environmental/Going Green OSHA or EPA Alternative Energy Panel ENSR

PROFESSIONAL DEVELOPMENT

"Cracking the Code of the Unwritten Rules: 6 Key Factors for Women's CareerAdvancement"

Becoming a P.E. Cross-Generational Communications Working Overseas: Global and Business Etiquette Refining Your Presentation Skills Pursuing Continuing Education Engineering Ethics Project Management


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SWE

SWE Careers Event planning Leadership Coaching Building SWE Membership How to Bid for a Regional Conference Fund Development & Securing Financial Sponsorship


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I. PreliminaryBudgetThis budget is for a conference based on 150 collegiate members and 75 professionalmembers. Late registration fees and any optional meals are not included.

IncomeCompany sponsorship 5 @ $5,000 $25,000

15 @ $1,000 $15,000

Registration Fees

Collegiate 150 @ $30 $4500

Professional 75 @ $70 $5250

Total $49,750

ExpenseHotel Meeting Room Expenses 10 @ $0 $0

Collegiate Guestroom Deduction 150 @ $20 $1,500

Food:

Friday Dinner 250 @ $30 $7,500

Saturday Breakfast 250 @ $12 $3,000

Saturday Lunch 250 @ $20 $5,000

Saturday Dinner 250 @ $30 $7,500

Sunday Breakfast 250 @ $12 $3,000

Awards/Gifts:

Speaker Gifts 20 @ $30 $600Conference Gifts 225 @ $10 $2,250

Game Show Prizes $200

Attendance Drawing $100

Casino Prizes $500

Dessert Gallery Raffle $400

Transportation Airport 2 @ $75 $150

Transportation Light Rail 50 @ $2 $100

Entertainment (Casino Night) 1 @ $2,585 $2,585

Audio/Video Equipment Rental $3,812

Decorations $150

Mail Outs $300

Signs/Banners $100

Copy Needs $500

Total $40,747


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The profit breakdown for each section will coincide with the percentage of commitment. Pleasesee section K for those percentages.


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J. Sponsorship/FundraisingPlanNo major initial deposits are required with the hotel or other planned events, so the majority ofexpenses will be covered by corporate donations that will be solicited promptly. They will alsobe the source of in-kind gifts.

Potential donor and supporters include: FY07 Major Sponsors for SWE-UH

o Fluoro Chevrono BPo Shello Schlumbergero FM Global

Utilize UH Engineering Career Fair Sponsors. For example, platinum-level sponsorsinclude:

o Baker Hugheso CGGVeritaso EPCO, Inc.o Jacobs Engineeringo Kiewit Corporation

Utilize SWE-HA, Rice, Prairie View, Space Center contacts/sponsorso Lyondell-Basello DuPonto Dow Chemicalo Lockheed Martino Accentureo HP


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K.ResponsibilityCommitmentsUniversity of Houston 70%

Prairie View 10%

Rice 10%

Space Center 0%

Houston Area 0%

Last Regional Conference 10%


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L.PlanningScheduleASAP - Select a conference chair and committee chairs

- Form/Establish Corporate Communications committee- Review with the region C officers- Send letters to possible corporate sponsors and job fair companies.

- Finalize the block of hotel rooms- Send corporate packages to the Region C Governor or Lt. Governor for

co-approval- Hold meetings with professionals- After co-approval, send corporate packages to companies (that require a

heads up for budgeting purposes)

July 2008 - Determine the sessions/workshop topics for the conference. And thenbegin looking for speakers and a keynote speaker.

- Sign contract for Crowne Plaza- Establish all other committees

August 2008 - Send preliminary conference package sent to the Region C Governor orLt. Governor for co-approval

- Select committee members for each committee and assign specific dutiesto each member

- Work on booking companies- Finalize conference package/registrations and have them ready for

Nationals

Sept 2008 - Send preliminary announcement to regional newsletter editor- Send finalized conference package/registrations to all

- Collect information on menu costs and options

October 08 - Sign up lots of volunteers to help- Set registration fees. The fee will depend on corporate sponsorship and

anticipated expenses.

November 08 - Send registration forms/packets to collegiate and member sections, RegionC Collegiate Representative, Region C Newsletter Editor, Region CCollegiate Interest Representative, Region C Governor or Lt. Governor,CIC chair, SWE National Officers and companies participating in theconference.

- Send confirmation letters to speakers with specific dates and times, andask for A/V requirements.

- Have early registration due four or more weeks prior to conference.- Send invitations to all SWE collegiate and professional chapters- Send invitations and notices to campus dignitaries (Dean, Provost,

President, etc)- Request contributions for conference programs- Finalize food choices for all meals


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January 9th - Prepare the conference program- Order / make all signs (directions, sessions, registration, etc)- Get gifts for speakers and conference committee- Prepare conference evaluation form- Reconfirm A/V requirements and session times with speakers

- Finalize conference schedule and inform all committees- Prepare registration supplies and conference packets- Send out registration confirmation once forms are received (via email)- Post invites on campus- Order t-shirts (if applicable)- Confirm all reservations

January 21st - Confirm all volunteers (Registration table, greeters, ticket takers,room monitors, etc)

- Collect items that will be in conference packets

January 28

th

- Confirm number of participants for meals- Stuff conference packets (print out name tags, etc)- Confirm all reservations again, room arrangements, and volunteers

February 4th - Print out master list of all attendees (3+ copies)- Locate everything that will be needed (signs, packets, change for cash,

etc) and store at hotel or convention center or where needed.

February 5th - Set up registration area and appropriate signs- Set up A/V equipment in the session rooms (have extra codes and such)- Be available for attendees in case of specific problems or questions- Attend sessions and workshops and the region meetings- Encourage other schools to host the conference next year

February 13th - Report all costs to chair and pay all bills.- Send article and photos to Region C Newsletter Editor and Region C

Communication Chair- Send article to participating schools- Write thank you notes to speakers and sponsors- Tally up evaluation forms and provide to Region C Collegiate Interest

Representative- Thank all volunteers and committees- Send out survey- Submit 10% of proceeds generated to Region C Treasurer


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M.Awards/GiftsSpeaker Gifts 20 @ $30 $600

Conference Gifts 225 @ $10 $2,250

Game Show Prizes $200

Attendance Drawing $100Casino Prizes $500

Dessert Gallery Raffle $400

TOTAL $4050

The attendance drawing will be an incentive to attend each event. There will be drawings forunique prizes for attendees that fill out questionnaires about the events.

Documents

Houston Bid Package