1. Organizer Preparation for on-site Execution
Agenda:
PREPARATION BEFORE YOU LEAVE
ARRIVING AT the event
DURING YOUR SESSION
AFTER YOUR SESSION
Hello! Thank you for taking the time to review these pre-conference instructions. By making yourself familiar with these instructions, and in turn following them, you will ensure that your experience at the conference is as smooth as possible.
Today we will be talking about 4 separate parts of your volunteer experience: before you come onsite; once you arrive, during your session, and after your session.
Please note, the slides in this presentation will automatically advance, or you may click to advance them manually.

2. Organizer Preparation for on-site Execution
Two (2) weeks prior to the event, request:
Speaker Biography Form
A short introduction should be provided so you can properly introduce the speaker prior to his/her presentation.
Power Point Presentation
A recommended template for Power Point presentations is available on the Author Resources Section of the event website.
Be sure Power Point is void of commercialism
Company logo on first and last slide only
Let’s begin!
Before you come onsite, it’s important to have all the content for your session gathered. This includes both speaker biography forms, and the author’s PowerPoint presentation.
Starting after World Congress 2009, your authors will be able to upload these necessary documents through MyTechZone, which will in turn be accessible to you from any web connection.

3. Organizer Preparation for on-site Execution Arriving at the Event
Stop by the participant lounge or the SAE Registration Desk to pick up your chair packet which includes:
Session Chair Duties
Session Count Form
Oral Evaluation Cards
Certificates of Appreciation (if applicable)
Tent Cards (if panel discussion)
SAE Journal Listing
Once you arrive at the conference, you can gather all your necessary onsite materials in your chair packet. Stop by the Participant Lounge to pick up this packet, or stop by the SAE registration desk if there’s no Participant Lounge onsite.
Please remember that there will one session packet for each half day session that you are chairing.

4. Organizer Preparation for on-site Execution At the Event
Session Chair Duties
Read the following if not provided as an overhead in the session room:
The purpose of this session is to provide an open exchange of ideas. Remarks made by participants or members of the audience cannot be quoted or attributed to the individual or their company unless express permission has been granted by the individual and their company. Any record of remarks, discussion, or photographs may not be used unless express permission has been granted by the individual and their company.
Once the session is ready to begin, please be sure to read the announcement shown here before any presentations are given.

5. Organizer Preparation for on-site Execution At the Event
Session Count Form
Provide a peak session count for each ½ day session. Return the completed forms to SAE prior to your departure.
SAE maintains data on session attendance to help better plan for future year room assignments. Therefore, kindly be sure to gather, record, and turn in the attendance for each session that you chair.

6. Organizer Preparation for on-site Execution At the Event
SAE needs you!!
MyTechZone Reviewer pool now open
Easy transparent process
Be the first to see new technology
Opportunity to network with participants and other professionals involved in your technology area.
Technical proficiency to be a reviewer
Author can serve as a reviewer
Paper reviews require an hour each on average
Interested in helping?
As an organizer – see the SAE staff on-site or the session chair
As a reviewer – click here to sign up for SAE’s reviewer pool
While at the event, why not take a few moments to help recruit more volunteers for your session? You can gain experience in intrapersonal relationships while adding resources for next year’s sessions!
SAE has an open recruitment policy for reviewers. Any person may go to MyTechZone to set their reviewer profile.
Any willing volunteer, who is actively involved in their field of technology, may also apply to be a technical session organizer. Invite new volunteers to talk with you or the SAE staff on-site.

7. Organizer Preparation for on-site Execution At the Event
Oral Evaluation Cards
Randomly circulate cards to audience members as they arrive. Ask them personally to fill out.
Tear-off portion of cards should be removed and returned in the envelope provided.
NEW - A daily drawing will be held for those who fill out Oral Evaluation (this is done using all the tear-offs)
Returning the completed cards and nomination form
To SAE staff prior to your departure
Hard copy after the meeting
Filled out electronically after the meeting at
SAE presents an “Excellence in Oral Presentation” award to approximately 5% of all speakers at a conference. Three-time award winners are also bestowed the Lloyd Withrow Distinguished Speaker Award.
In order to make selections for this award, SAE needs session attendees to evaluate each speaker they hear and turn in the scores when they leave the session.
As session organizer, you have the authority to recommend any number of your speakers for the Excellence in Oral Presentation Award. You may do so using the hard-copy form provided in your packet, or using MyTechZone.

8. Organizer Preparation for on-site Execution At the Event
Oral Evaluation Cards
Here you see an example of the oral presentation evaluation cards… notice the tear-off return portion on the sample on the left. In an effort to increase the response rate, SAE will be doing daily drawings using the tear-off portion of the card. Organizers should remove any tear-off portions from the evaluation cards and turn them into SAE staff on-site for the drawing.

9. Organizer Preparation for on-site Execution At the Event
Certificates of Appreciation
Some SAE International events offer certificates of appreciation for presenters.
If provided, you will find your certificates in your chair packet.
If you need replacement certificates, please see SAE staff on-site.
In many cases, SAE will provide certificates of appreciation for the volunteers in your session. In such cases, you’ll be able to find those certificates in your chair packet.
Any additional or replacement certificates may be procured from SAE staff onsite at the event.

10. Organizer Preparation for on-site Execution After the Event
Turn in your oral evaluation cards if you did not do so on-site.
Thank your speakers.
If you did not have time to fill out and return your completed oral evaluation cards on-site, please return the information per the instructions on-line or via regular mail which will be provided in your packet.
And finally, send a short to thank your speakers for their participation.

11. Good Luck!
Good luck with the execution of your session. If you have any questions, please contact your sae international staff representative.
Thanks for your time! SAE hopes this presentation helps. Remember that we will be onsite to support you if you need help.
Thank you as always, for your valuable volunteer time and effort.
START OVER