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

2. 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.

3. Noche de Ciencias/ Tools and Resources
Where to start?
Download
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 to obtain the information you need.

4. 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 to obtain the information you need.

5. 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
Fundraising Letter or
Thank you Letter or
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 to obtain the information you need.

6. 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.

7. 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.

8. 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.

9. 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.

10. 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.

11. 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.

12. 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.

13. 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.

14. 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.

15. 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.

16. 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.

17. 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.

18. 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.

19. 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.

20. 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.

21. 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.

22. 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.

23. Create a Registration Sheet
Best Practice
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

24. What you can do virtually
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

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

26. 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

27. Noche de Ciencias Event Flow

28. Sample Noche Agenda
During your Event

29. 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

30. 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

31. 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

32. 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

33. After your Noche de Ciencias

34. After your Noche de Ciencias

35. 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

36. Noche de Ciencias Reporting Due within two weeks of your Event

37. Reporting (On-line)
Complete Online Report-
Download Template and Complete Report:

38. Reporting (Attachments)
Submit attachments via 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).

39. 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.

40. Questions?

41. Contact Us