2 Funding and Prizes for Student Professional Development Conferences An Overview for SPDC Hosts in Districts G, H, I and J

3 Objectives Understand the budgeting and reimbursement processes for ASME Student Professional Development Conferences Understand the prizes available for qualifying and District finals Decide upon optimal method for distributing prizes

4 Outline Conference Budget SPDC Host Honorarium Sponsorships SPDC Prize Money Funding for Winners to Attend Competition Finals at IMECE 2010 SLS/SPDC Participant Travel Reimbursement Reimbursement for Approved Conference Expenses

5 Conference Budget Confirm District funding for conference budget Prepare budget assuming no sponsorship Set registration fee based on costs minus available funds Make sure registration fees + host honorarium + District funding for conference > conference costs

6 SPDC Host Honorarium $200 to help cover conference planning expenses (K&C Budget) Provide info to Deidra Hackley: –Host School Name –Names & contact information for Student Section Advisor and ASME Student Section Chair –Date & location of the conference

7 Sponsorships Help keep registration fee low Provide extras to attendees Resources: (SPDC Templates Page) Sample letters to sponsors District J Sponsorship Proposal Guidelines for Seeking Corporate Sponsorship

8 SPDC Prizes Cash prizes for Old Guard, SDC, & Design Expos - District Final SPDCs only. Prize funds not available for qualifying (local) competitions. Prize funds may NOT be used to reimburse student travel NOR for any conference expenses.

9 SPDC Prizes, con’t Certificates for all competitions – qualifying local competitions & up to 2 District final SPDCs. Winning SDC team - 1 plaque for district finals. Certificates & plaque awarded at conference.

10 Distribution of Prize Funds Prize funds awarded to competition winners after conference (District finals only). At the SPDC, winners fill out the Winner Report form. District Leader or host collects forms & sends to Amira El-Ghobashy after the conference. Amira will process checks or direct deposit to banks.

11 Funding for Winners to Attend Competition Finals at IMECE Old Guard Oral Presentation Competition: for Districts G-J, one winner represents District at finals. Each OG finalist’s travel reimbursed according to ASME Policy 4.5. Student Design Contest: travel allowance up to $1,500 per team, for up to four (4) team members.

12 SLS/SPDC Participant Travel Reimbursement Funds come from District Budget Pre-Conference: SDOB / District Leader decide who is funded & for how much, for each conference (SLS & SPDC) Pre-Conference: send info on who is funded to Deidra Hackley & Marian Heller Post-Conference: send names, addresses, & s of funded students to Deidra Hackley Post-Conference: each student fills out form for travel reimbursement – must sign and provide receipts

13 Reimbursement for Approved Conference Expenses Funds come from District Budget Before Conference: SDOB / District Leader decide funding from District budget for expenses for each conference (SLS & SPDC) After Conference: fill out form for conference expense reimbursement – must sign and provide receipts (need SSA signature)

14 Questions? Return to TOC