Nuts & Bolts of Event Planning

Karen CopperCareer & Workforce Development Committee Chair

My AIAA Background

• St. Louis Section Arrangement Coordinator (1998) STEM Outreach Officer (1998 – Present) Section Chair (2004) Publicity Chair (2007 – Present)

• AIAA Standing Committee - STEM (2002 – 2008)

• AIAA Standing Committee - CWDC (2008 – Present)

Executing a Successful Year

• Set program goals – start now!• Delegate – engage your membership• Select topics of interest to your membership• Seek input from Section Advisors & past council members• Realize it will take time, and plan ahead

Gather Your Team

• Fill the Committee Chair positions

• Encourage the Committee Chairs to develop a committee > 1

Programs/ArrangementsCareer Workforce DevelopmentEducationHistorianHonors & AwardsMembershipNewsletterPilot EducationSTEM K-12

Public PolicyPublicity-InternalRetirees/General PublicService ProjectsTechnical SpecialistWebmasterYoung ProfessionalStrategic Planning

Define Goals & Objectives for Year

• Look at past successes What works for your Section? Is it time to change? Look at history… is it time to repeat a past program?

• Consider distribution of activities Dinner programs of general interest Technical Specialist programs of specific interest Career & Workforce event Young Professional focus STEM event Education event

Event Planning – The Nuts & Bolts

• Audience

• Date

• Venue

• Price

• Publicity

• Event

• Post Game

Audience

• Who is the focus of the event?

• Format Presentation Dinner with Speaker Panel discussion Formal or Informal Networking Class Fair

• Are there other groups with a common objective

Opportunity for joint sponsorship

Dinner Program

• Topics of more general interest Pilots Astronauts Program Directors/Managers Government Leaders in Aerospace Public Policy on Aerospace

• AIAA Distinguished Lecturer Program• Aerospace History

Local Historians Museum Sister Societies

Technical Specialist Event

• Technical Topic with Detail Focused Presentations/Discussions Professors Corporate Technical Experts

• Laboratory Tours

STEM K-12 Outreach

• School Visits• Scout Badge Camp• School Science Fair• Community Fairs & Festivals• Paper Airplane Contest• Rocket Contest • Sponsor EAA Young Eagle Day• Meet & Greets

Young Professional Event

• Networking• Social• Education• Skill Development

Leadership– Technical– Management

Career & Workforce Development Event

• Seminars, workshops, forums, panel discussions, lunch-and-learn programs, special celebration activities, symposiums, and use of videos or career related topics such as:

Time Management Career Transition Stress Control/Anxiety Financial Planning Matters Personal Development Pension Issues Employment Outlook Mentoring

Engineering Registration Ethics Pre-retirement/Retirement Planning Performance Reviews Attitude, Perception & Perspective Resume Writing Interviewing Positively Going into Business for Yourself

Special Events

• Historical Anniversaries• AIAA Conferences in Section’s City• Movie Night• Trivia Night

Student Outreach Events

• Advocate Aerospace • Support Student Paper Conference• Design, Build, Fly• Mentoring• Networking• Joint Events• Resume Preparation• Interviewing Skill Development

• Offer Live & Virtual Options

Resources

• Distinguished Lecture Program

• AIAA Standing Committees – Contact Your Deputy Director for Event Suggestions

Career & Workforce Development

STEM K – 12

Young Professional

• Other Sections

Date

• Select date as far in advance as possible

• Does the Section have an established schedule? Break tradition? Define a monthly calendar format

• Avoid conflicts with other Section events• Speaker availability

Venue

• Suitable for event Restaurant Hotel/Casino Banquet facility Airport

• Attendance limits / Age limits• Location

Central for membership Special “destination” feature of event

• Expense• Negotiate amenities

Free parking Free bartender for Cash Bar

Corporate facility Museum Park

Logistics

• Equipment Requirements Audio Visual Laptop Define a monthly calendar format

• Menu selection Snacks Casual Buffet Plated

• Speaker Arrange transportation? Provide time/location information

Accommodate special needs

Vegetarian options

Be open to assist other needs

Costs

• Meal Food/Drinks Tax (Tax exemption letter?) Tips

• Other Expenses Name tags Attendance prize Entertainment “Thank You” gift for Presenter

Ticket Price & Reservations

• Set Ticket Price at level affordable for attendees Members – break even price or price break? Non-members – offset profit? Students – price break Educator Associate members – price break?

Publicity – Check List

Example - AIAA St. Louis Section Publicity Information Submittal Form

Allow 4 weeks prior to event for publicity

Committee sponsoring event: Co-sponsors (if non-AIAA, include logo for group): Event Contact:

Date:      Time:      Location & Map (in needed):      Menu (if applicable):      Ticket Price(s):      Reservation Deadline:       Ticket Sales Contact(s) Name and Phone/e-mail:      

Program Title:      Program Description (100 words or less):       Guest Speaker(s):      Speaker Bio (brief) (100 words or less):      Picture for flyer (enter file name):     (attach file)

Publicity

• Post on AIAA Section Calendar & Announcements

• E-mail to membership (pdf)• Mail to retirees when requested• E-mail to sister societies• Post in local aerospace company

news feeds & bulletin boards• Utilize Social Media

LinkedIn FaceBook Twitter

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Ticket Sales / Reservations

• Reservations E-mail On-line Reservations

• Payment options PayPal/Credit Card/Cash/Check prepayment Advance Reservation - Pay at the Event

• Registration Table at Event Collect Tickets Collect Money Check in Members & Guests Name Tags

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Event

• Greeters to meet Guests• Registration Table• Council Welcome Guests• Ice Breaker• Section Announcements• Introduce Speaker• Presentation• Thank Speaker and Guests• Acknowledge members

responsible for the event

HELLO My Name is

Karen Copper

Follow Up

• Thank you note to Speaker• Financial Closure

To Treasurer– Submit ticket sales– Submit receipts

• Report event outcome to Section Chair and applicable Region DD• Publish article about event in next newsletter• Record event details for year-end report

Wishing you a fantastic event filled AIAA year!

Cheers!

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