District G Student Professional Development Conference

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District G Student Professional Development
Conference

• An Overview for Conducting the Old Guard
  Competitions

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Old Guard Oral CompetitionConducting the
Competition

• Prior to the Conference - Contestants
• All students entering the competition must
  register to compete in the competition by a set
  date before the SPDC typically two weeks prior.
  No onsite entries. Registration should include
• Student Name
• University
• Presentation Title
• Student Number (Only student members in good
  standing can compete.) Verify student membership
  with Unit Support Jessica Albert
  albertj_at_asme.org
• Audio visual requirements (projector, DVD, etc.)
• Note All entrants must adhere to the Old Guard
  Eligibility requirements
• http//www.asme.org/Events/Contests/Old_Guard_Pri
  ze_Oral.cfm

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Old Guard Oral CompetitionConducting the
Competition

• Prior to the Conference - Judges
• Locate Three (3) Industry Judges for the
  competition (Have a back-up in case of
  cancellation)
• Send judges confirmation letter and copy of rules
  and score sheet
• Send Judge information on time, location
  (directions), meeting room and parking (include a
  contact name and phone number)
• Invite judges to attend lunch or dinner

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Old Guard Oral CompetitionConducting the
Competition

• Prior to the Conference Personnel
  Requirements
• 1 Moderator
• 2 Timekeeper
• 1 Session Aide
• 1 Door Monitor for each entry/exit to
  presentation room

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Old Guard Oral CompetitionConducting the
Competition

• Prior to the Conference Room Equipment
• Screen
• VCR or DVD (if necessary)
• Multimedia Projector
• Desktop or Laptop computer
• Microphone (if room is large)
• Free standing Podium
• Light Pointer
• Two Stop watches (for time keepers)
• Note If contestants are using their own laptop
  computers, you need to allow time in the schedule
  between the presentations for set-up.

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Old Guard Oral CompetitionConducting the
Competition

• Host Actions Prior to Conference
• Once entry registration is closed, randomly
  select contestants to determine the order of the
  presentations
• Prepare a program page with the contestants
  name, university and presentation title
• In setting the agenda, allow 25 minutes for each
  contestant (15 minutes for presentation, 5
  minutes for questions, 5 minutes for next
  contestant set-up)
• Prepare Certificates of Participation for each
  entrant (ASME can provide)
• Obtain Prize Money (ASME to provide)
• Print Judges Scoring Sheets for each entry (ASME
  to provide sample and on website)
• Make Signs for Each Door "Presentation in
  Progress DO NOT ENTER
• Acknowledge and thank judges in any printed
  program
• Have a workers meeting to make sure they
  understand roles

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Old Guard Oral CompetitionConducting the
Competition

• The Day of the Conference
• Make sure room set-up is complete with all
  necessary equipment
• Assign someone to greet judges and provide
  judging materials (have a judges room available,
  they will need privacy for reviewing the score
  sheets and determining the winners)
• Ensure that all contest personnel are in place
  and ready
• Conduct a contestants meeting prior to the start
  of the competition (build into the schedule) to
  review the rules, load presentations and review
  the conduct of the contest

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Old Guard Oral CompetitionConducting the
Competition

• Personnel Responsibilities Moderator
• The moderator is the master of ceremonies for the
  session
• Make sure all judges are in attendance before a
  speaker starts his/her presentation
• Prior to start ensure the audience understands
  the rules and how the contest will be conducted
• Assist speaker in set up of A/V equipment if
  necessary and announce name of competitor
• Announce Title of Presentation
• Oversee the Conduct of the Question Answer
  Session

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Old Guard Oral CompetitionConducting the
Competition

• Personnel Responsibilities Timekeeper
• Time keepers are responsible for timing of
  presentations
• Each presentation and Q/A session is to last a
  maximum of 20 minutes as follows
• 15 minutes Oral Presentation
• 5 minutes Q/A session
• First Time Keeper 12 Minutes
• Rise and remain standing until speaker
  acknowledges
• Second Time Keeper 14 Minutes
• Rise and remain standing until speaker
  acknowledges
• First Second Time Keeper 15 minutes
• Rise and remain standing until speaker
  acknowledges
• First Second Time Keeper 20 minutes
• Rise and remain standing until speaker finishes
• Recording/Reporting Functions
• At end of Q/A Session make the following
  announcement "Total time ________, Oral
  Portion ____."

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Old Guard Oral CompetitionConducting the
Competition

• Personnel Responsibilities Door Monitor
• Monitors doors to insure that nobody enters or
  leaves while presentation is in progress. Doors
  to remain open between each speaker.

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Old Guard Oral CompetitionConducting the
Competition

• Following the competition
• Escort judges to Judges Room
• Once the judges have determined their selections,
  record winners on final score sheet (this needs
  to be submitted to ASME)
• Keep all score sheets confidential
• Winners should not be announced until the awards
  ceremony
• Print winners award certificates (Provided by
  ASME)
• Allocate prize money
• Send Thank You letter to each judge

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Old Guard Oral CompetitionConducting the
Competition

• Prize Money
• First 500.00A trip to compete in the final
  competition at ASME's IMECE
• Second 150.00
• Third 100.00
• Fourth 50.00
• Fifth (Optional District Funded) 25.00
• High Score In Technical Contest 50.00

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Old Guard Poster CompetitionConducting the
Competition

• Prior to the Conference - Contestants
• All students entering the competition must
  register to compete in the competition by a set
  date before the SPDC typically two weeks prior.
  No onsite entries. Registration should include
• Student Name
• University
• Poster Title
• Student Number (Only student members in good
  standing can compete.) Verify student membership
  with Unit Support Jessica Albert
  albertj_at_asme.org
• Note All entrants must adhere to the Old Guard
  Eligibility requirements
• http//www.asme.org/Events/Contests/Old_Guard_Tec
  hnical_Poster.cfm

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Old Guard Poster CompetitionConducting the
Competition

• Prior to the Conference - Judges
• Locate Three (3) Industry Judges for the
  competition (Have a back-up in case of
  cancellation)
• Send judges confirmation letter and copy of rules
  and score sheet
• Send Judge information on time, location
  (directions), meeting room and parking (include a
  contact name and phone number)
• Invite judges to attend lunch or dinner

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Old Guard Poster CompetitionConducting the
Competition

• Prior to the Conference Personnel
  Requirements
• 1 Host Worker room monitor
• Ensures room is set-up
• Assists entrants with poster set-up
• Monitors room or area while judging is in
  progress
• Assists judges

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Old Guard Poster CompetitionConducting the
Competition

• Prior to the Conference Room Requirements
• Obtain Secure On-Site Area for Poster Competition
  
• Set Up - Tables Only Around perimeter of room, 1
  table in center of room with 4 chairs. No. of
  tables required will be determined by number of
  entries

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Old Guard Poster CompetitionConducting the
Competition

• Host Actions Prior to Conference
• Prepare a program page with the contestants
  name, university and poster title
• Have a set time in the agenda for poster set-up
  and judging (Estimate 10 minutes per poster, it
  is normal to set aside a minimum of 1 hour)
• Prepare Certificates of Participation for each
  entrant (ASME can provide)
• Obtain Prize Money
• Print Judges Scoring Sheets for each entry (ASME
  to provide sample and online)
• Acknowledge and thank judges in any printed
  program
• Make Signs for Door Poster Judging in Progress
  DO NOT ENTER

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Old Guard Poster CompetitionConducting the
Competition

• The Day of the Conference
• Make sure room set-up is complete
• Assign someone to greet judges and provide
  judging materials
• Assist poster contestants with poster set up
• During judging, close off room or area to allow
  judges privacy
• Note No contestants nor audience are allowed in
  room while the judging takes place
• Poster viewing can re-open once the judging is
  complete

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Old Guard Poster CompetitionConducting the
Competition

• Following the competition
• Once the judges have determined their selections,
  record winners on final score sheet (this needs
  to be submitted to ASME)
• Keep all score sheets confidential
• Winners should not be announced until the awards
  ceremony
• Print winner(s) award certificates (Provided by
  ASME)
• Allocate prize money
• Send Thank You letter to each judge

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Old Guard Poster CompetitionConducting the
Competition

• Prize Money
• First place prize of 200
• Other prizes optional (funded by district)

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Awarding Prizes

• Recognition of Participants and Winners
• Options - Separate Awards Ceremony, Luncheon or
  Dinner (choose best option)
• Recognize and thank all judges, sponsors and
  volunteers
• Present participation certificates to all
  contestant entrants
• Award Poster Winner
• Award Oral Winners (start with best technical,
  4th to 1st place)
• Each winner must sign a receipt for the prize
  money (supplied by ASME)

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Reporting Following Conference

• Submit list of all entrants (both poster and
  oral) and list of winners to ASME
• Submit prize money receipts to ASME
• If any prize money remains, return to ASME
• Contest results should be placed on District
  Website

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