EWB ExPO Planning Manual (1)

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EWB-UMC

Kathryn Connolly

EWB-UMCP Student Body Vice-Preside

April 2013

ExPO: Engineering Skills Fair - 201


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Therefore, the 2012-2013 EWB Executive board recommends that a rain date be scheduled for

the event. This way the majority of the workshops can be held outside (ExPO Feedback

Interview).

3.2 Location

The Kim Engineering Building is the ideal location for event because it offers indoor and

outdoor space to hold the workshops. The ExPO in April 2013 utilized the Kim Plaza, Kim

Rotunda, the Kay Board Rooms, the B&G Computer Lab, and the Black & Decker Computer

Lab. As will be discussed later, the workshops in the computer labs were not very popular, so it

may not be necessary to reserve the computer labs in the future. There are outlets inside and

outside the Kim Building which means workshops which require electricity can be held in either

location as long as there are extension cords available. In addition, the key to the water spigot

outside the Kim Building can be obtained from Julie Berry (Appendix C) in the Deans office if

there are workshops which require access to water.

Reserving the Kim Building:

1.To reserve the Kay Boardrooms, Rotunda, and Plaza visithttp://www.eng.umd.edu/facilities/room-reserve and fill out the form on this page

(Facilities). You will need the EWB UMCP FRS account number. A link to check the

availability of the rooms in the Kim Engineering Building is on this page as well.

2.To reserve the Pepco Room visit http://www.bioe.umd.edu/pepco.html and fill out theform on this page. You will need the EWB UMCP FRS account number (Facilities).

3.To reserve the computer labs in the Kim Building you need to contact Gabby Barnhart(Facilities). Her contact information can be found in Appendix C.


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4.Contact Facilities at x52222 to verify that they know about the event and will ensure thebuilding is open and the lights are on for the event (Facilities).

3.3 Workshops

As soon as the event date is set, event organizers should begin contacting student

organizations to invite them to host a workshop at ExPO. For the first ExPO, EWB UMCP only

invited the smaller clubs within the James Clark School of Engineering to host workshops. The

event coordinators did not want there to be lot of workshops and not enough participants, and

since the ExPO in April was the first one, there was no basis on which to decide the appropriate

number of workshops. Now that there is clearly widespread interest in the event, more groups

could be invited to host workshops.

ExPO attendees were excited to see the engineering community at UMD come together

to put on something so educational for students and other community members. There is a lot of

useful knowledge in the staff and student body that needs an outlet outside of the traditional

academic structure and now ExPo is that outlet (Emling). This is an event student organizations,

as well as faculty and staff, should be excited to participate in; therefore, as long as event

planning begins far enough in advance, there should not be any issues finding enough workshop

facilitators. The workshop hosts, their contact information, and workshop details can be found in

Appendix A.

The workshops held in the computer labs in the Kim Engineering Building were not as

successful as EWB UMCP hoped they would be for a few reasons. First, the weather was

beautiful on the day of the event, so participants wanted to stay outside on the Kim Plaza as

much as possible. Second, the computer labs in the Kim Building are on the second floor which

made it difficult for people to easily flow in and out of the room. Finally, it is difficult to provide


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which can be left to workshop facilitators to obtain, can be completely covered by sponsors. In

order to achieve this goal, funding requests should be made as soon as the event date is set

(ExPO Feedback Interview).

For the first ExPO in April 2013, EWB UMCP received funding from VentureBoard, a

UMD student startup, and the Clark School of Engineering Alumni Association. The student

entrepreneurs at VentureBoard were very excited to support the event with a $100 donation in

exchange for being able to promote their business idea at ExPO (VentureBoard). The Clark

School Alumni Association Student Outreach Committee has an application through which

student organizations in the engineering school can apply to receive funding for an event. Josey

Simpson, the Director of Alumni Relations in the Clark School of Engineering, provided EWB

UMCP with the funding request application and helped the Event Coordinators connect with

other useful resources at the University. Reference Appendix C for Josey Simpsons contact

information and Appendix D for the Clark School Alumni Chapter funding application for the

April 2013 ExPO event. EWB UMCP will need to request a new application form from Josey

Simpson for funding from the Alumni Chapter for the next ExPO (Engineering Alumni).

Finally, EWB UMCP wrote a letter (Appendix E) to Dr. Daryll Pines, Dean of the Clark

School of Engineering, to request his support in promoting and funding the event. Unfortunately,

EWB UMCP requested his support only a few days before the event, at which time the Dean was

out of the country, and did not have the opportunity to allocate funding for ExPO. However,

EWB UMCP received his verbal support of the event afterwards, and it is likely that he would

provide monetary support of ExPO in the future. Therefore, the EWB UMCP Executive Board

recommends contacting Dean Pines as soon as the date is set for the next ExPO (ExPO

Feedback Interview).


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Appendix D:

University of MarylandCollege Park

A. James Clark School of Engineering

Alumni Chapter

Student Outreach Committee

Fall 2012 Student Event Funding Request

PLEASE SEND ALL REQUESTS VIA EMAIL TO [email protected] &

[email protected] & [email protected] &

[email protected]

Name of the Event: ExPO: Engineering Skills Fair

Organization(s): Engineers Without Borders, University of Maryland Chapter (EWB-UMCP) isspearheading the event. Maryland Sustainability Engineering (MDSE), Maryland EducationalSustainable Activities (MESA), Autodesk Student Experts, QUEST Honors Program, SteelBridge, Society of Biological Engineers (SoBE), Concrete Canoe, Theta Tau, Sigma Phi Delta,Startup Shell, and Terps Racing are all leading workshops and collaborating on promotions andplanning.

Major(s): The workshops will be hosted by students from various engineering groups andmajors, but the event is focused towards the entire student body and University of Marylandcommunity. All engineering majors and disciplines are represented through the workshop topics.

Point(s) of Contact: Please include email and phone number

Kathryn Connolly, Vice President, EWB-UMCP

Email: [email protected]

Cell: 201-787-8096

Description of the Event:

What is the purpose or goal of the event?

The purpose of the ExPO: Engineering Skills Fair is to allow student groups from all engineeringdisciplines to lead hands-on workshops that will provide the whole University of Marylandcommunity with the opportunity to engage with one another and learn skills applicable to bothengineering and everyday life. These workshops include everything from surveying to autorepair to concrete mixing and more. Our vision is to create an event to teach practical skills andincite interest for engineering while appealing to the Maryland students, faculty, staff, alumni,and external community as a whole.


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When is the event occurring? Do you foresee any concerns with this date?

The event will be held on Sunday, April 7th from 1-3 pm. The only concern with the date is thatit is in just over a week. The inception of the event idea occurred not long before spring break,and EWB decided to move forward and take advantage of our current opportunities rather thanwait until next semester. Like any pilot event, we wanted to be sure we had interest andcommitment from our fellow student organizations to participate in the ExPO before we beganpromoting it across campus. Now that we have confirmed interest and excitement from thestudent body about this event the EWB Executive Board is working diligently to promote itacross the campus and finalize the details. We would like ExPO to become an annual eventhosted by EWB and supported by the Clark School and the Engineering Alumni Chapter.

Where is the event occurring? Do you have this location reserved?

The event will take place in and around the Kim Engineering Building. The Kim Plaza, KimRotunda, Kay Boardrooms, BG&E Computer Lab, and Black & Decker Computer Lab arereserved for the ExPO event.

Please describe your plan for holding this event?

ExPO will consist of a series of 15-30 minute interactive demonstrations led by student expertsfrom various campus engineering organizations. The table below outlines the workshop lineup.EWB ExPO planners have been in contact with each group to make sure the workshops are wellprepared prior to the event. The full event outline will be released the week of the event, andwill include workshop time-slots and other relevant logistics. We will begin to serve food at 1:30PM; however, participants need to attend at least one workshop to receive a voucher for food.The goal is for participants to casually rotate from workshop-to-workshop as they please. Wewant to keep the workshop groups a reasonable size for a fully interactive experience, so studentshave been designated to monitor group size and encourage participants to attend other workshops

in the event that one is over populated.

Organization Workshop Topic

EWB PVC Construction

EWB Power Tools

EWB Videography

EWB Land Surveying

MDSE Basics of Circuitry


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each)

Workshop Materials

PVC Pipe $30

Glue $10

Nails/screws $20

Water Test Kits $40

Solder $10

Gloves $10

Wood $30

Total: $950

If you are planning on doing a room rental or food request, are you going to need cateringor help from UMD facilities?

We may need to request tables from UMD facilities; however, we have asked every workshopfacilitator who needs a table to attempt to acquire their own table for the event in order to reduceevent costs.

When do you need the money for each task or total sum?

EWB needs the money as soon as possible; however, EWB can cover the cost of materials untilthe outside funds are received.

Please detail the impacts if funding is not fully funded. For example, if funding request is$500 but we can only fund $200, how does that impact your event? Does it cancel it?

If our funding request cannot be fully met, EWB-UMCP will cover the costs in order to make thefirst, of what we hope to be an annual event, occur successfully. We understand that we areplanning this event on a very tight schedule. The EWB Executive Board, as well as theparticipating organizations, feels as though this event has enormous potential to be a verysuccessful annual event which is why we are determined to launch the first ExPO: Engineering


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Skills Fair. When organizing this event again in the future, EWB will be sure to seeksponsorship much further in advance.

Alumni Chapter Expectations

Notification of Event

Placement of the Alumni Chapter banner in a highly visible location

Keep Josey Simpson updated


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Appendix F:

1. Please identify your affiliation with the University of Maryland (UMD).

93%

5%1%1%

Survey Question 1

UMD Undergraduate

Student

UMD Graduate Student

UMD Faculty or Staff

Member

Other


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EWB ExPO Planning Manual (1)

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