Organizing a student conference 2007

Organizing a Student Conference Regina Flannery, Director AOHT/AOF, New York City Edited by Roshney Kaur

Why Give Yourself More Work? Powerful connection from the classroom to the corporate world Students see that the community cares about them Networking for everyone Personal stories give students hope Opportunity to show off

Step 1: Select your audience The whole Academy? Avoid going too big Certain classes? For 9 th & 10 th grade, conferences are effective recruitment tools 11 th grade has the most pressing needs 12 th graders may or may not show up Combine forces with other programs? Good for getting more speakers, bad for marketing

Step 2: Decide on the format Panel discussions “ Hands-on” demonstrations Classroom Workshops Plenary Sessions Mix and match Plan an opening session- start with a bang!

Panels: + Driven by Students’ questions + Guided by a moderator Demonstrations + High interest level Workshops + Efficient way to get information out + Easier to set up Plenary + You’ll need fewer speakers + Opportunity to showcase guest stars - Driven by Students’ Questions - Guided by a moderator - Space issues - A lot like school - If the speaker(s) aren’t good, it’s a long hour

Step 3: Select a venue Local College Convention hall Hotels Business Centers

AVOID! Low tech environments Campuses with many buildings Mandated catering options Venues with other activities going on the same day Non-central locations

Step 4: Line up your speakers Advisory Board Alumni Faculty Parents Textbook Salespeople CBO’s COOP office contacts Anyone you know, do business with, talk to on the bus, meet on the plane

Prepare Your Speakers Provide specific topics Know their areas of expertise Get their A/V needs Provide ice-breaker ideas Give them sample questions How did you choose this field? What challenges have you faced? What are you most proud of? Where will the job opportunities be in 10 years? Who was your greatest influence?

Step 5: Send invitations Stakeholders People you’d like to be stakeholders Don’t forget parents Follow-up E-invites Don’t use exclusively RSVP

Step 6: Prepare Students Pre-register students for workshops/panels Review business dress – several times Get their input Suggest questions Provide websites of involved organizations

Step 7: Prepare teachers Assign a teacher to every session Introduce speaker Distribute and collect evaluations Take attendance Be a presence

Step 8: Choose you catering Look for sponsors Local deli/restaurant Box lunches VIP room Delivery early Notify venue’s Security and Maintenance

Step 9: Organize the RSVP’s Presenter confirmations Student Confirmations Guest Confirmations People who just show up anyway

Step 10: Plan your program Usually include schedule and presenter biographies Programs can include ads Moneymaker Every time consuming Have printer deliver to the venue Send copies to those who couldn’t attend Print the best you can afford Consider getting a sponsor

Step 11: Get some press Presenters’ in-house communications Dept. of Education press office Local papers Host venue options Local TV/Radio

Step 12: Things that can go wrong Speakers who don’t show up No Food Wrong A/V set-ups Students are late, absent or inappropriate More speakers who don’t show up Acts of God

Step 13 Start planning for next year!

Organizing a student conference 2007

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Organizing a student conference 2007