Logistics, Manual & Evaluation Noche de Ciencias Logistics, Manual & Evaluation Spring 2015

Impact the lives of 100+ The Goal students, parents and volunteers If you are watching/attending this webinar, it means that you have an idea or are interested in hosting a Noche de Ciencias event in your community. If you don’t know what a Noche is, do not worry, we will tell you in this webinar. Noche de Ciencias is a national program established in 2008 by the SHPE Foundation to promote knowledge and interest in STEM among the Hispanic community. The goal of the Noche de Ciencias Program is to inspire Hispanic youth to pursue STEM degrees and careers. Noche de Ciencias is usually a 3-hour event hosted by SHPE Chapters in their local communities often in partnership with aSHPE Jr. Chapter.

Noche de Ciencias/ Tools and Resources Where to start? Download www.shpefoundation.org Noche de Ciencias/ Tools and Resources Read Share SHPE Foundation has developed resources and secured funding to help you conduct your Noche de Ciencias successfully. So where do you start? First, if you haven’t done so, download the NEW Noche de Ciencias Manual and Noche de Ciencias Toolkit form the SHPE Foundation website at www.shpefoundation.org to obtain the information you need.

Noche Manual Includes: Introduction to SHPE, SHPE Foundation, Noche de Ciencias and its importance What is required of the SHPE Student and Professional Chapter Committee & Volunteer Role and Responsibilities What is required of the school Event Planning Checklist Funding and Budgeting Marketing Event Flow and Logistics Includes workshop and hands-on STEM activity guides Volunteer Manual w/checklists SHPE Foundation has developed resources and secured funding to help you conduct your Noche de Ciencias succesfully. So where do you start? First, if you haven’t done so, download the NEW Noche de Ciencias Manual and Noche de Ciencias Toolkit form the SHPE Foundation website at www.shpefoundation.org to obtain the information you need.

Noche Outreach Toolkit Includes editable Word documents that can be customized for your Noche de Ciencias event: Outreach Letter to School Participation Agreement from School to SHPE Chapter Sample Invitation Letter or Email Fundraising Letter or Email Thank you Letter or Email Messaging for Media – English Messaging for Media – Spanish Flyer – English Flyer – Spanish SHPE Foundation has developed resources and secured funding to help you conduct your Noche de Ciencias succesfully. So where do you start? First, if you haven’t done so, download the NEW Noche de Ciencias Manual and Noche de Ciencias Toolkit form the SHPE Foundation website at www.shpefoundation.org to obtain the information you need.

SHPE Chapter Elect Leads Identify a Noche de Ciencias Committee Student & Professional SHPE Chapter Identify a Noche de Ciencias Committee Elect Leads Your goal is to reach at least 100 students, parents, volunteers!! 100 – that sounds like a lot, but we are confident you can reach that goal. We don’t have a lot of time, but did want to share with you some ideas, tips, tools and resources to reach the goal.

Role of the NdC Committee Identify and Invite High School Set Time, Date and Location for Noche Create Budget and Submit Proposal to SHPE Foundation Submit School Participation Agreement If SHPE Jr. Chapter at HS ask them to participate Recruit Partners , Speakers & Volunteers Support Submission of Forms and Reports Promotes Event Attends Webinars Supports Logistics Your goal is to reach at least 100 students, parents, volunteers!! 100 – that sounds like a lot, but we are confident you can reach that goal. We don’t have a lot of time, but did want to share with you some ideas, tips, tools and resources to reach the goal.

Noche de Ciencias Committee (Leads) Noche de Ciencias Volunteer Lead Noche de Ciencias Marketing and Fundraising Lead Noche de Ciencias Lead Hands-ON STEM Activity Lead (2) Parent Workshop Lead (2) Your goal is to reach at least 100 students, parents, volunteers!! 100 – that sounds like a lot, but we are confident you can reach that goal. We don’t have a lot of time, but did want to share with you some ideas, tips, tools and resources to reach the goal.

Noche de Ciencias Lead Noche de Ciencias Lead Maintains contact with high school administrators Attends training Submits proposal to SHPE Foundation Leads planning and execution Ensures adherence to timeline and reporting requirements Compiles and submits forms and documents to SHPE Foundation Communicates with SHPE Foundation on status of Noche Your goal is to reach at least 100 students, parents, volunteers!! 100 – that sounds like a lot, but we are confident you can reach that goal. We don’t have a lot of time, but did want to share with you some ideas, tips, tools and resources to reach the goal.

NdC Marketing & Fundraising Lead Noche de Ciencias Marketing & Fundraising Lead Promotes Noche Attends training Develops marketing materials Tracks success of outreach efforts Seeks additional support from local businesses and corporations Communicates with Noche Lead Your goal is to reach at least 100 students, parents, volunteers!! 100 – that sounds like a lot, but we are confident you can reach that goal. We don’t have a lot of time, but did want to share with you some ideas, tips, tools and resources to reach the goal.

Noche de Ciencias Volunteer Lead Recruits Volunteers Attends training Communicates with volunteers Sets clear expectations for volunteers Invites speakers: key note(s), universities or colleges, and STEM panel participants Communicates with Noche Lead Your goal is to reach at least 100 students, parents, volunteers!! 100 – that sounds like a lot, but we are confident you can reach that goal. We don’t have a lot of time, but did want to share with you some ideas, tips, tools and resources to reach the goal.

Hands-On STEM Activity Leads Reviews Hands-On Activities Attends training Ensure materials have purchased/received Conducts activity Communicates with Noche Lead Your goal is to reach at least 100 students, parents, volunteers!! 100 – that sounds like a lot, but we are confident you can reach that goal. We don’t have a lot of time, but did want to share with you some ideas, tips, tools and resources to reach the goal.

Parent Workshop Activity Leads Parent Workshop Leads Reviews Parent Workshop Attends training Conducts workshop in English and Spanish Communicates with Noche Lead Your goal is to reach at least 100 students, parents, volunteers!! 100 – that sounds like a lot, but we are confident you can reach that goal. We don’t have a lot of time, but did want to share with you some ideas, tips, tools and resources to reach the goal.

Additional Volunteers Set-Up Committee (3-4) Food & Beverage Committee (3-4) Master of Ceremonies Greeter Keynote Speaker STEM Panelist Moderator STEM Panelists (3-4) College Workshop Facilitators (3-4) Survey Monitors (2-3) Floaters (2-3) Clean-Up Committee (3-4) To start… plan ahead! The longer lead time you have to plan your event, the more time you will have to market and recruit students, parents, volunteers to attend. Keep this in mind as you set the date for your event and create an event timeline. It’s extremely helpful to have a Lead on point for Marketing. If you haven’t already assigned a volunteer the marketing lead, we highly recommend it. This person can help with outreach strategies, building relationships with students and organizations that will help you increase attendance. Also, don’t forget we have a NEW Noche de Ciencias Manual on the SHPE Foundation website that has a marketing implementation plan. There is also a mini Marketing toolkit that includes much of what we’re covering today, provides templates and flyers that you can customize and adapt for your particular event.

Planning, planning, planning! How to do it Planning, planning, planning! Use the Manual and Outreach Toolkit to facilitate your planning & marketing To start… plan ahead! The longer lead time you have to plan your event, the more time you will have to market and recruit students, parents, volunteers to attend. Keep this in mind as you set the date for your event and create an event timeline.

At least 3 months before de Noche Establish a Noche de Ciencias Committee and elects Leads Committee reviews Noche de Ciencias Manual Committee identifies a target high school Noche de Ciencias Lead contacts school to secure commitment and Noche details Noche de Ciencias Lead creates a budget and submits proposal for Noche Noche de Ciencias Lead completes and submits School Participation Agreement to SHPE Foundation Noche de Ciencias Lead involves SHPE Jr. Chapter Executive Board in the planning process, if applicable Noche de Ciencias Lead recruits partners for the Noche de Ciencias Noche de Ciencias Lead reviews Noche de Ciencias Report requirements To start… plan ahead! The longer lead time you have to plan your event, the more time you will have to market and recruit students, parents, volunteers to attend. Keep this in mind as you set the date for your event and create an event timeline.

At least 2 months before de Noche Volunteer Lead ensures volunteer roles have been filled Volunteer Lead requests involvement of keynote speaker, STEM panelists and community partners Volunteer Lead requests volunteers to sign Accident Waiver and Release of Liability forms Noche de Ciencias Marketing and Fundraising Lead partners with SHPE Jr. Chapter Executive Board to begin promoting Noche de Ciencias within the school Noche de Ciencias Marketing and Fundraising Lead contacts community partners for in-kind donations Noche de Ciencias Marketing and Fundraising Lead contacts potential partners for event sponsorship Noche de Ciencias Lead returns Acknowledgement of Receipt of Funds to SHPE Foundation upon receiving the funding To start… plan ahead! The longer lead time you have to plan your event, the more time you will have to market and recruit students, parents, volunteers to attend. Keep this in mind as you set the date for your event and create an event timeline.

At least 1 month before de Noche Noche de Ciencias Marketing and Fundraising Lead sends Noche de Ciencias Event Messaging for Media (English & Spanish) to local media Hands-On STEM Activity Leads and Noche de Ciencias Lead attend SHPE Foundation STEM training webinar Parent Workshop Leads and Noche de Ciencias Lead attend SHPE Foundation Parent Workshop training webinar Survey Monitors and Noche de Ciencias Lead attend SHPE Foundation Logistics, Evaluation training webinar Noche de Ciencias Lead reviews list of allowable costs before making any purchases Noche de Ciencias Lead identifies promotional incentives, giveaways and additional materials to purchase To start… plan ahead! The longer lead time you have to plan your event, the more time you will have to market and recruit students, parents, volunteers to attend. Keep this in mind as you set the date for your event and create an event timeline.

At least 1 month before de Noche (cont.) Noche de Ciencias Lead makes required purchases and selects food vendor (if applicable) Hands-On STEM Activity Leads practice facilitating STEM activities Parent Workshop Leads practice delivering Parent Workshop presentation Volunteer Lead ensures volunteers have signed and returned Accident Waiver and Release of Liability forms Noche de Ciencias Lead verifies the Noche in a Box has been received Noche de Ciencias Lead identifies A/V needs and communicate to event venue Noche de Ciencias Marketing and Fundraising Lead partners with SHPE Jr. Chapter Executive Board continues to promote Noche de Ciencias within the school, community and media Noche de Ciencias Marketing and Fundraising Lead follows up with community partners for in-kind donations To start… plan ahead! The longer lead time you have to plan your event, the more time you will have to market and recruit students, parents, volunteers to attend. Keep this in mind as you set the date for your event and create an event timeline.

The week of the Noche Noche de Ciencias Lead makes additional copies of materials if needed Noche de Ciencias Lead confirms that rooms and A/V needs are in place Committee sets a timed Noche Agenda to follow during the event: Welcoming, breaking into groups for workshops/activities, dinner/snacks, regroup, drawings, closing, clean-up, etc. Parent Workshop Leads confirm they have the materials needed for the workshop and save presentations to local computer to ensure they are available for event Hands-On STEM Activity Leads confirm they have the materials needed for the workshop and save presentations to local computer to ensure they are available for event To start… plan ahead! The longer lead time you have to plan your event, the more time you will have to market and recruit students, parents, volunteers to attend. Keep this in mind as you set the date for your event and create an event timeline.

The week of the Noche (cont.) Volunteer Lead ensures College Workshop Facilitators have the materials they need for the workshop Volunteer Lead confirms and reminds volunteers of their roles and responsibilities Noche de Ciencias Marketing and Fundraising Lead partners with SHPE Jr. Chapter Executive Board to remind students and parents about Noche de Ciencias Noche de Ciencias Marketing and Fundraising Lead confirms in-kind donations if not already received Noche de Ciencias Lead confirms food vendor and places order for Noche event To start… plan ahead! The longer lead time you have to plan your event, the more time you will have to market and recruit students, parents, volunteers to attend. Keep this in mind as you set the date for your event and create an event timeline.

Marketing 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 centers, after school programs, coffee shops, libraries, churches, etc. So, now that you’ve planned, have a volunteer as the marketing lead and reviewed the toolkit, you’re ready to hit the ground running. So where do you go? Here’s some good options: Go to the high school. Go back to the high school. Go back again to the high school. Information tables, a quick overview in the STEM classes, attend club or organization’s meetings, work with the school counselor, involve parents through the PTA and find out all the ways to promote Noches in school communications – newsletter, principal’s update, website, social media, etc. If the hosting school for your event allows attendees from outside their own school, invite students from other middle or high schools. Also consider promoting at community center or teen centers – think about where students hang out – or volunteers, or parents. A quick example – I was promoting a high school leadership program a few years back and we posted a flyer up on a community board at Starbucks. Turns out, a volunteer saw the flyer, she got involved with our organization, joined our board and we’ve become really close friends. You never know how or where people may hear about your event, but it doesn’t hurt to keep the flyers with you as you are out and about in the community running errands and going about your day-to-day work.

Create a Registration Sheet Best Practice Create a Registration Sheet Collect contact information (name, phone, email 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

What you can do virtually Visit the high school website, find emails of STEM teachers and reach out Use sample invitation letter/email 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

Marketing with Media Identify your media sources Prepare a toolkit and message for each audience How to reach out to media

What to say The event is FREE and open to all interested students Interactive, Hand-On STEM activities Free scholarship and college workshops will be provided along with handouts Opportunity to meet college students and STEM professionals Free food!! Drawing for giveaways (if applicable) Parents welcomed and encouraged to attend – there will be a special session for parents in English and Spanish

Noche de Ciencias Event Flow

Sample Noche Agenda During your Event

Welcome Ceremony Ask attendees to fill the sign-in & release form Distribute Parent toolkits to parents Distribute pre- and post-event Surveys to all Do opening speech – Read the template provided in the Noche de Ciencias Manual (also in Spanish) Provide overview of event flow and identify volunteers Break attendees into workshops and inform them of regroup time

Parent and Student Activities Parent Workshops Paying for College: Financial Aid & Scholarship Workshop Helping your Child on their Journey to College Hands-On STEM Activities Action- Reaction Rockets Watercraft

Closing Address 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) Ask to complete post-surveys Hold drawing for the end of the event to increase participation for entire program- Tip: exchange completed surveys for drawing tickets

During the Noche de Ciencias REMEMBER… Distribute pencils/pens for surveys Take notes for your Lessons Learned Ask attendees for quotes Count attendees by category and by gender Keep an eye on the time so activities remain on schedule Take pictures!! & take one with the banner! If you are interviewed by any media ensure you thank your main sponsor

After your Noche de Ciencias

After your Noche de Ciencias

After your Noche de Ciencias Debrief with your Noche Committee 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

Noche de Ciencias Reporting Due within two weeks of your Event

Reporting (On-line) Complete Online Report- https://www.surveymonkey.com/s/LV2LLW6 Download Template and Complete Report: http://www.shpefoundation.org/noches-de-cienciasfamily-science-nights/final-report/

Reporting (Attachments) Submit attachments via email or dropbox Noches de Ciencias budget Copies of all receipts Sign-in and Media Release Form Completed Parent and Student Surveys (please do not separate the survey packets – leave pre and post survey together) Photographs (including the photo of the attendees with banner).

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 SHPE.

Questions?

Contact Us shpefoundation@shpe.org 703-647-2122