A variety of tasks are critical to the planning of a successful workshop.  Many of these tasks can be divided up so individuals in a planning group are responsible for one or more. 

Needs Assessment
One of the first steps in planning a workshop is to determine what the needs of the audience are.  In this case, it would be a good idea to get in touch with one or more teachers and speak with them about what their current needs are.  Find out what they are planning to teach in their classrooms during the upcoming semester for which they would appreciate some support from ASME members.  Make sure to get detailed feedback from all the educators on your contact list; administrators and curriculum specialists as well as teachers.

Understanding Standards and Curriculum
Standards have been established for science, mathematics, and technology.  They vary from state to state, so it makes sense to become familiar with those that apply to schools in your area.  It is important that all activities your workshop offers are tied to standards, and to school curriculum. For a list of websites that can help you determine the standards for your state click here.

Workshop Theme and Activities
Once you have determined the curriculum focus of the attending teachers, you can identify a theme and activities for your workshop.  Be sure to include a teacher or two in your planning process.  They'll be able to give you valuable feedback about what would be useful, and what they have already done before or elsewhere.

Planning Checklist
Materials: Once your activities are selected, you can begin to make a list of materials you'll need for the day of the workshop.  Be sure to also remember items such as notepads, pencils and name badges.

Length of Workshop: You'll need to decide how long the workshop will need to be.  A few hours?  A day? Two days?  This decision will have a bearing on other planning aspects such as meals and refreshments.

Workshop Site: A site will need to be selected.  Often a local school or educational collaborative will have space you can use for a low cost.  Be sure the facility is accustomed to being open on a weekend, if that is when you choose to hold your workshop.  You'll need easy access to rooms that might be locked on off hours (supplies, kitchen, restrooms). Be sure to visit the facility ahead of time so you can visualize the meeting and identify needs (key to bathroom, parking directions, etc.)

Registration Plans: Decide how teachers will register, and who will maintain the list, handle name badges, welcome participants on the workshop day, and inform registrants of any changes (snow date, etc.)

Equipment Needs: An equipment list will need to be developed, which will be based on your planned activities.  Once the list is complete, you'll have to determine what items you have access to, and which ones you'll need to rent, borrow, or purchase.  Transportation of these items will need to be considered. Items you may need are:

• overhead projector
• computer
• microphone
• screen
• tables
• extra chairs
• surfaces for demonstrations
• equipment and supplies for specific learning activities

Budgeting
A first step in budgeting is to create expense function categories.  You may end up with a shoestring budget, but it is valuable to chart out what you might require and what you have to work with.  The following is a suggested list of expense categories, not all will apply to you, but the list may trigger some you had not previously considered. 

• Program Development and Production
• Program printing and production costs
• Speaker expenses
• Promotion
• Audio Visual Equipment Rental
• Other Equipment Rental
• Food and beverage
• Transportation
• Lodging
• Event Site Rental
• Contingency/Last Minute Expenses
• Handouts/Printed Materials
• Stipends (if any)

Marketing Planning
You'll need to spread the word about your workshop.  Depending upon how many teachers you want to attract you may want to use one or more of the methods below.  Be sure you have a pre-registration system (which can be as simple as someone calling up and saying they want to come) so you have a rough idea of how many people to expect.

Direct Mail/Phone Follow-up:  A letter invitation faxed or mailed to school administration with a phone call follow-up.

Press Relations: You might send a press release to local newspapers, and local cable stations to promote your workshop.  Be sure to follow-up with editors by phone to see if they have additional questions and to try to encourage placement.

Advertising:  Advertising in school district newsletters can be effective.

Broadcast E-mail Notices: For large groups, an e-mail to teachers (lists can be provided by district or school administrators) can be effective in spreading the word about your workshop.  If e-mail is used, be sure teachers can register to attend via a reply e-mail too.

Encouraging Participation of Engineers  
Attracting engineers can be very challenging; more so than attracting teachers.  Both pilot ASME Sections worked with engineers from other societies. Here are a few tips for attracting engineers to participate in your workshop:

• Try to involve several individuals in your section in the planning process, so they are involved up front and therefore more likely to participate on the day of the workshop.
• Contact your regional ASME office to spread the word about your workshop.
• Promote your workshop via ads or press releases in your own, and other regional section newsletters or websites.
• Send e-mailings to other section members asking for their participation.
• Send a letter to other section members asking them to join in...or including a check list of activities you need help with (registration, activities, promotion).
• Contact the local section of other professional engineering associations (IEEE, AIChE, SAE, SME, ASCE, etc.) and see if they would be willing to co-host your workshop.  By networking with other engineers, you'll enhance your workshop and the experience of the participating teachers.

Plan Ahead to Attract Engineers: Many societies and associations have monthly or quarterly newsletters.  You'll need to plan ahead to meet printing deadlines.  You'll also want to run more than one notice per publication.  Several months before your event, run a teaser ("Teachers seek engineering know-how - contact  ____ about ASME's November teacher workshop!") in appropriate publications.  Then, follow-up in subsequent issues with more detail.  Remember that early and repeated alerts to engineers are critical to generate the support you'll need for your workshop.

Evaluation Planning
A comprehensive evaluation process will continue to assess the achievement of your workshop's goals and objectives.

Whatever evaluation is done, whether a simple pre- and post-survey, or a more elaborate full analysis, the results should be shared with all who contributed to the planning and execution process.  The results will likely point toward fine tuning in many areas that will improve follow-up activities and future workshops.

On the day of your workshop, you will have a variety of volunteers assembling.  Prior to the day, be sure to put together a detailed action plan, with specific assignments.  Determine how many people are needed (too many can be a problem too), for doing which jobs, contacted through which means, etc.  Usual volunteer tasks are registration, directions, refreshments, name tags, etc.

A few days ahead of time, get in touch with each volunteer so they are clear about their duties and who they should turn to on the day of the workshop if there are questions that come up.  Be sure to remember to involve these individuals in the evaluation process. Their feedback will be very useful in planning follow-up workshops. 

Day Of The Event
On the day of your workshop, several logistical issues will need to be addressed.  If these issues are planned well ahead of time, you'll reduce the likelihood of problems on the actual workshop day.

Registration
You'll probably have an advance list of attendees.  Try to have nametags prepared ahead of time, and encourage a volunteer to greet people as they arrive. Registrants may well begin to arrive an hour before the program - be set up. The "meet and greet" person should be prepped to know where rest facilities are, where phones are, about any parking restrictions, and be able to answer general questions about the workshop including the time frame, meals, etc.  These individuals can distribute handouts and nametags.  And, since most of their work will be done as people arrive, these volunteers can provide other support services during the event.

Equipment
Your workshop may require special equipment such as overhead projectors, computer screens, telephones, water, or tools and materials needed for demonstrations.  Be sure to arrange for these items well ahead of time, and have a back up plan in case a critical piece of equipment doesn't quite work the day of the workshop.  Have extra extension cords, projector bulbs, workshop materials on hand, just in case.  Again, if you can avoid renting equipment by borrowing a school's equipment, that will reduce your costs and also involve the school a bit more in your planning process.

Meals and Refreshments
If you are planning a full or even half day workshop, you'll need to plan to offer some refreshments such as coffee, snacks, or possibly lunch.  Be sure to make these plans at least three weeks ahead of time, and reconfirm one week ahead of the workshop.  Set up volunteers should come an hour and a half early to get the coffee going, etc.  Plan on a clean up crew as well.  If you have been fortunate enough to have a school or other facility donate space, you must leave it in spotless condition.  Also, if you are providing food, let attendees know in advance that they should bring their own food if they have any special diets or food sensitivities.  Reducing surprises on the day of the workshop is a key objective.

Handouts
Good handouts not only make the workshop experience more valuable, but also provide attendees with a reminder of the event.  Be sure to give teachers handouts so they can repeat any experiments in their own classrooms, and provide them with an easy way to contact you later if they have follow-up questions or ideas for future workshops.  Handouts should be printed at least a few days ahead of time, and not at the last minute to avoid problems.  Also make about 30% more handouts than you think you might need; many teachers will ask for a few to bring back to their cohorts.  If your section has a website, you might also consider uploading handouts to your site so many others can benefit from your planning and work.

Crisis Management
If something can go wrong it will.  The odds of your workshop running perfectly are very slim.  Likely something will be missing, a key individual will be sick, the weather will be bad, or some other event will cause a possible crisis.  Have a crisis plan worked out ahead of time, so that if anything is wrong, there is a chain of command of who to turn to for help.  Try to have back ups for key individuals (speakers for example) and a system for those who are unable to attend for any reason (illness, weather) to contact workshop planners the day of the event to alert others to their situation.  One phone managed by one of the meet and greet staff can make a big difference in workshop problem solving.