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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.
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: [email protected]
Our friendly staff can answer your questions and put you in touch with volunteers in your area.
