MARKETING NOCHE DE CIENCIAS Presenter: Becky Launder A+B Marketing Solutions Fall 2014

Becky Launder | A+B Marketing Solutions | Fall students, parents and volunteers in attendance at Noche de Ciencias The Goal

Becky Launder | A+B Marketing Solutions | Fall 2014 Planning, planning, planning! Assign a SHPE Chapter Noche de Ciencias Marketing Lead Leverage the Marketing Toolkit in the Noche de Ciencias Manual How to do it

Becky Launder | A+B Marketing Solutions | Fall 2014 Visit the high school Set up an information table to recruit students Visit STEM classes to give a brief overview of SHPE and Noche de Ciencias Partner with student organizations and clubs with similar interests Ask college counselors to help promote Involve the PTA or Parent Involvement Office to bring awareness to parents Promote in school communications (school newsletter, Principal’s communication, website, social media) Invite students from other middle and high schools Promote at local community or teen centers Where to go

Becky Launder | A+B Marketing Solutions | Fall 2014 Create a Registration Sheet Collect contact information (name, phone, address) as you are marketing the event Provide multiple reminders to students registered Consider offering the first 100 registered attendees entrance in a drawing to be held at the event Distribute the Noche de Ciencias Flyer Best Practice

Becky Launder | A+B Marketing Solutions | Fall 2014 Visit the high school website, find s of STEM teachers and reach out Use sample invitation letter/ to local organizations, community centers, companies Leverage your personal network Create a facebook event and invite others to join Leverage social media to highlight the event What you can do virtually

Becky Launder | A+B Marketing Solutions | Fall 2014 Event is FREE! FREE food! FREE scholarship and college workshops FREE stuff (drawing with giveaways, if applicable) Interactive STEM activities Meet college students and STEM professionals What to say

Becky Launder | A+B Marketing Solutions | Fall 2014 Do you have any questions? What has made your events successful in the past? Best of luck! Questions?

Noches de Ciencias Evaluation Surveys 2014

Purposes of Surveys Document the effectiveness of Noches de Ciencias Document improvements over previous years’ Noches de Ciencias Improve future Noches de Ciencias

Survey Topics Knowledge change about STEM careers and college preparedness Attitude change toward STEM careers Continuation plans with SHPE and/or STEM field

Respondents Students in Middle School or High School Parents or accompanying adults

Format Surveys are in pencil and paper format. Each survey has two parts; each part is 2-3 pages long. Each respondent will complete Part 1 before the event and Part 2 after. In each family, one student and one parent will receive surveys to complete. Surveys will be available in English and Spanish.

Survey Implementation 2-3 volunteer survey monitors implement the surveys. Distribute one Student packet and one Parent packet per family – Offer parents’ choice of Spanish or English versions. Distribute pencils or pens with the packets. Offer clipboards, tables, or other firm writing surfaces. Point out quiet spots in the room to improve concentration. Explain that these surveys help us improve Noches de Ciencias. Surveys should take about 5-10 minutes each. Keep all surveys with survey monitors or at a safe location throughout the event.

Survey Implementation Reassure students and parents that: – their individual responses will not be shared with anyone besides the Noches team; – their names will not be shared with anyone besides the Noches team; and – their responses to the surveys will be very useful to SHPE. Instruct families to: – select one student and one parent to complete the surveys; – complete Part 1 before the event and Part 2 after the event; and – return their packets after completing Part 2 (be very clear about where to return the packets). If you will be conducting a drawing at the end of the event, – Inform attendees that they must complete survey packets with their name on it in order to enter and be eligible to win.

Survey Implementation Support respondents by: – familiarizing yourself with the survey beforehand to answer questions; – having pencils or pens available; – offering a clip board, table, or other firm writing surface; – offering a quiet spot to improve concentration; – Giving participants time to complete Part 1 before proceeding with activities; and – helping respondents locate Part 1/Part 2, student/parent, and English/Spanish surveys.

Collecting Surveys Collect all surveys after the event. – Identify, label, and staff one prominent location for collecting surveys. – Supply volunteer staff with a box or envelope for keeping completed surveys. – Remind families to put their names on the last page to enter the drawing (if applicable). – Thank respondents for their participation.

Submitting Surveys Electronically scan surveys. Please submit your surveys as quickly as possible. – within 10 days of the event scanned surveys to – For large files, please use a file sharing service like Dropbox.com. – Surveys may also be submitted via hard copy to Dr. Christine Paulsen, Concord Evaluation Group, PO Box 694, Concord, MA

Questions Along the way, if you have any questions at all, please feel free to contact: Dr. Christine Paulsen Toll-free at (888) or or The SHPE Foundation

NOCHE DE CIENCIAS Logistics & Reporting Ariadna Mahon-Santos Program Manager SHPE Foundation

Reach out to high school administration o Define location for activities, assistance in promotion and partnership with teachers o Reserve event space in advance with enough room for all workshops and welcome/closing o Confirm set-up and clean-up with facilities manager/school administration o Ensure there are no conflicts with high school activities or big community events/competing activities Complete Participation Agreement with High School Partnering with your Hosting High School

Check Tools & Resources Download and read the Noche de Ciencias Manual Before your Noche

SHPE Foundation will provide a Noche in a Box prior to your event. Inside you will find: Materials for two hands-on activities. You will have to buy the water containers and pennies/washers. Parent Toolkits Noche de Ciencias Banner (which must be displayed and photographed) Sign-in sheets/Release Forms Copies of student and parent surveys Noche in a Box

Review allowable and unallowable expenses. Deposit check & submit acknowledgment of receipt within 2 weeks Track all your purchases- take pictures/scan receipts- Expenses without receipt will not be reimbursed. Use all funds. Unused funds will be returned to SHPE Foundation Budget for your Noche

Assign Volunteers o Communicate with volunteers about expectations and timeline of the event o Organize travel/carpools to event location o Keep list of cell phone numbers and contact information for all volunteers Logistics (Volunteers)

Walk-through location prior to event to determine if signage is needed Reserve audio/visual equipment in advance o Bring all presentations on a USB drive as a backup Logistics (Location)

During your Noche de Ciencias

During your Event Sample Noche Agenda

Volunteers should arrive 1-2 hours in advance o Wear name tags identifying you as SHPE volunteer Directional signage should be posted throughout the school (if needed) Check audio visual equipment and internet Set-up room & food (if applicable) Hang/ Display Banner Greeters should be available at main location and side locations to direct attendees to event Logistics

Ask attendees to fill the sign-in & release form Distribute Parent toolkit to parents & Surveys Do opening speech – read template provided in the Noche de Ciencias Manual Provide overview of event flow and identify volunteers Break attendees into workshops and inform them of regroup time Opening Ceremony

Parent Workshop o Have a/v and presentation ready o Instruct parents to do the pre survey o Remind parents to do post survey Student Activities o Have materials ready for groups o Instruct students to do the pre survey o Remind parents to do post survey Parent and Student Activities

Do the STEM Panel Read closing speech template provided by SHPE Foundation (again, recognize main sponsor) Promote SHPE Jr. Chapter Program at the high school (if applicable) Hold drawing for the end of the event to increase participation for entire program- Tip: exchange completed surveys for drawing tickets Closing Ceremony

Have designated floaters walking around in case assistance is needed Keep greeters at the entrances for any attendees arriving later Keep an eye on the time so activities remain on schedule Take pictures!! If you are interviewed by any media ensure you thank your main sponsor During the Noche de Ciencias remember…

After your Noche de Ciencias

Collect all necessary forms that were completed (surveys, sign-in/media release forms) Clean the event space Send thank you cards to high school staff and organizations that assisted Keep high school updated on your future SHPE events After your Noche de Ciencias

Noche de Ciencias Reporting Due within two weeks of your Event

Complete Online report- Online Report components: General Information Noche de Ciencias Activity Description Event Summary Event Marketing Summary Noche de Ciencias Surveys Attendance Partnerships Comments or concerns Reporting (On-line)

Submit attachments via or dropbox Noches de Ciencias budget Copies of all receipts Sign-in and Media Release Form Completed Parent and Student Surveys Photographs (including the photo of the attendees with banner). Reporting (Attachments)

Remember Note: Failure to submit complete reports will preclude the hosting SHPE Professional and University Chapter from being able to apply for or receive funding from the SHPE Foundation or SHPE, Inc.

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