Ongoing Contact

Your workshop was probably not planned as a one-shot event, but rather the beginning or continuation of a long term relationship of support between your section and your local or regional educational community.  Therefore, it is important to conclude the event in the same way you started it, by involving all planners and attendees in wrap-up activities such as evaluation, post workshop publicity and lessons learned for the next event.

Volunteer Wrap-up
Immediately after your workshop, schedule a meeting with everyone involved in planning and execution.   If possible, schedule this for no later than the following day.  Plan to discuss what went as expected and what happened that you had not anticipated.  Often a wrap up session surfaces issues experienced by some, but not all who were involved.  These suggestions can lead to a smoother workshop next time.  Be sure to take time in the meeting to read comments written by those who attended, and write down activities or action items which would be handled differently if you started planning all over again.  The notes from this meeting should be included in the evaluation summary.

Evaluation Summary
You likely distributed an evaluation during your workshop.  Once the results are in, be sure to share them with everyone who helped work to create the workshop.  The feedback will help guide changes when planning your next workshop, and also surface other areas of improvement or networking opportunities.  You will likely get good suggestions from teachers who have attended other events about how to improve your next one!  If possible, share this evaluation within a week of the event, while it is still fresh in mind.  Be sure to incorporate notes from your staff wrap-up session.  Click here to view a sample workshop evaluation.

Post-Workshop Publicity
A post-workshop press release is an excellent way to draw attention to your group and establish contact with other educators and engineers.  Prepare your release ahead of time, but be sure to include quotes from one or two educator attendees about their experiences at the workshop.  Be sure to indicate that photos (taken during the workshop) are available for press.  (Have them processed immediately and request they be returned printed and on diskette!) Offer photos to editors in both print and electronic format (.tif or .jpg).

Remember that editors receive hundreds, even thousands of press releases every day, and they prefer to receive releases in  standard formats. Editors prefer journalistic writing. In other words, stick to the facts and avoid all marketing hype. Keeping your language clear and concise. This means the most important information goes first, followed by the second most important information, and so on.  You might want to consider hiring a freelance writer, or asking a journalism student to handle your press needs for you.

You may also consider providing a "press kit" to key editors, which would include brochures about ASME, your section, perhaps information about other educational or community activities undertaken by your section in recent years.  If you are hosting a particularly large event, you may want to even alert local media who might consider sending out a news crew to cover it.  Be sure to provide any visuals (photos, diagrams of activities, etc.) you can as images always help with placement and readership.  

It is a good idea to keep in frequent contact with the education editors at key publications.  If they know who you are ahead of time, they'll be more likely to review your suggested release favorably.  You may have to make a few phone calls to find out who the education or business editor it at your local publications.

Click here to view a sample post workshop press release.

On-going Support to Schools
Your workshop should be considered your first step in an on-going supportive relationship with your local schools and districts.  Try to contact key individuals in schools or at the district level at least once a month to find out how your section can be supportive.  Your call will be a reminder to them that you are active and dedicated in your offer of support.

An in person meeting once a quarter may surface needs that may not come up during a brief phone call.  Be sure to involve classroom teachers as well as administration in these meetings.  It is likely the teacher who knows best what he or she needs.