EE+Logistics+Subcommittee+Tasks

= Logistics Subcommittee Tasks  = Note: These are not necessarily ordered by priority.

Schedule

 * ~ **Time** ||~ **Student Agenda** ||
 * 10:00 am - 10:25 am || Handzel speaks / Introduction ||
 * 10:30 am - 12:00 pm || Lab tour (3 rotations of 20+10 minutes each) ||
 * 12:00 pm - 12:20 pm || Admissions speaker ||
 * 12:20 pm - 1:05 pm || Lunch / org fair ||
 * 1:05 pm - 1:25 pm || COSMOS speaker ||
 * 1:30 pm - 2:30 pm || Design competition ||
 * 2:30 pm - 3:00 pm || Closing ||


 * ~ **Time** ||~ **Parent Agenda** ||
 * 10:00 am - 10:25 am || Handzel speaks / Introduction ||
 * 10:30 am - 11:00 am || Financial aid speaker ||
 * 11:00 am - 11:30 am || Jan Kleissel / Professor speaker ||
 * 11:30 am - 12:00 pm || Campus tour ||
 * 12:00 pm - 12:20 pm || Admissions speaker ||
 * 12:20 pm - 1:05 pm || Lunch / org fair ||
 * 1:05 pm - 1:25 pm || COSMOS speaker ||
 * 1:30 pm - 2:30 pm || Student panel (1 hr) ||
 * 2:30 pm - 3:00 pm || Closing ||


 * Food**
 * · Breakfast – What are we providing before the event? Where will it be laid out, given that we’re starting in Warren Lecture Hall? Will there be drinks, as well? Will there be cups/plates/napkins? Where will the food be stored before the event? When are we doing the Costco run to get it?
 * · Lunch – Pizza, barbeque, or other? Same questions as above: how will it be laid out? Where will lunch be held? How it will be distributed? Where will people sit? Will we need extra equipment like tables or an EZ-up?
 * · Drinks – Water/soda/juice. How much to get of each? How will it be kept cool? Where will it be stored, and how will it be transported?
 * · Snacks – during lunch (e.g. brownies/cookies) or during the lab tours, or both?
 * · Collecting statistics for future use – what foods (e.g. flavors of pizza) are preferred? Food consumed vs. number of attendees and volunteers. Same for drinks/snacks. Basically, we don’t want to spend time during the committee meetings debating how much to get of what. How will these statistics be collected/saved/shared?


 * Volunteers** – most volunteer-related stuff will be handled by volunteer committee, but:
 * · Sign-in system – How will we collect volunteer hours/org information for DECaF points?
 * · Contact information – How will we contact volunteers in case we have something important to tell them in the middle of the event? How will they contact us if they have questions (with minimal disruption to the event if, say, they are a group leader)?


 * Org fair**
 * · Placement – How will the tables be laid out? Where will the org fair be held? The current plan is to have the org fair at the same time as lunch. Need to label tables so every org knows where to set up, as well as tablecloths.
 * · Ticket system? – Never done before. We could give orgs rolls of tickets, who in turn give them to attendees who do some activity at their table. The tickets could be exchanged for prizes or a raffle. They can also be used as a feedback system to see which org demos are most popular (maybe we could have a little inter-org competition in this respect). They could also be used to gauge how much attendees are participating in the org fair.


 * Feedback** – A big thing in TESC this year:
 * · Surveys/feedback from attendees (both students and parents), volunteers, any industry volunteers who attend, and speakers on how the event went. Note feedback mechanism does not necessarily have to be surveys. Sample questions:
 * For attendees – How did they like the event? Would they recommend the event to others? If they are freshman/sophomores, would they come to EE again next year? What part of the event did they like best/least? How do we gather useful information from attendees taking into account people’s reluctance to write long paragraphs (i.e. just circling/bubbling an answer)? Maybe separate feedback mechanisms for students vs. parents?
 * For volunteers – did they feel useful? How did they think the event ran? What suggestions do they have in the future? Was the schedule clear to them? Were their tasks clear to them? Did they have fun? Would they volunteer for another Outreach/TESC event? What was their motivation for coming in the first place?
 * For anyone from industry or outside the university/Speakers – How did the event go for them? Was the agenda clear? Were interactions with student volunteers gracious and professional? Would they be willing to participate again?
 * For orgs – Ticket system? How did the event go from their perspective? Was the org fair useful for them? Was it fun? Would they participate again? How much of an incentive were DECaF points?


 * Media coverage**
 * · Coverage from Jacobs School media. Maybe local news?
 * · How will we collect photos and videos for our website/presentations to the Dean/future publicity?
 * Are there legal issues with collecting likenesses (i.e., do we need a disclaimer or a form to sign)?


 * Lab tours**
 * · Routes – Want to make sure there aren’t time conflicts or excessive travel time between labs. May have goals for labs, such as having each group visit a diverse set of departments, or letting students express a preference for what labs to visit. Since there aren’t campus tours planned, maybe come up with a list of campus landmarks that will be passed along the route. Come up with information to talk about while traveling.
 * · Information about the lab to share with students while traveling.
 * · Lab directions signs / maps.
 * · Preference system – Never done before. Maybe the day of or before the event, we could let attendees choose a preferred set of labs to visit. Then, the day of, we could create optimal groups, and students are more likely to see labs they’re actually interested in. What happens if lots of students want to visit certain labs but not others? How will the groups be devised?


 * Labs**
 * HKN Circuits Lab - Allen
 * AUVSI Lab - Andrew; ieee.ucsd.edu/projects/auvsi
 * SEALAB Simulcast Lectures;
 * Human Powered Submarine
 * Systems Biology Research Group
 * Environmental Fluid Mechanics Group
 * Cartilage Tissue Engineering - PFBH 314; cte.ucsd.edu
 * Nano Bio Sensors

Tabling:

 * ISPE
 * CSES
 * HKN
 * IEEE
 * BMES
 * Make sure to get tables for 10


 * Decorations?**
 * · Any ideas you can come up with – Never done before. Maybe decorate inside of WLH, org fair area, lunch area, etc? When would these be worked on, by who? Where would the decorations be stored, and who would put them up, and how?


 * Materials/Equipment**
 * · Big shopping run before the event – Tablecloths for tables, materials for design competition, food, nametags/colored stickers. Shopping list, budget, who’s attending.
 * · Giveaways/prizes – What to get for all attendees, if anything (e.g. information flyers/brochures, schwag). When to hand them out (at the start of the event, as they’re leaving, etc)?
 * · Miscellaneous equipment – Tables/chairs, if necessary. Where are we getting them from? Storage, teardown, setup. Equipment people will need (e.g. dolly, coolers, EZ-up).


 * Possible contingencies**
 * · Rain?

· Campus tour? Extended speakers/panel presentation?
 * Activity for parents during design competition**


 * FOOD:**

- Breakfast: - Lunch:
 * Muffins for volunteers
 * Water
 * Bottles of water: 350 (subject to how many people sign up)
 * Burgers/patties: 400
 * veggie burgers: 50
 * buns: 425
 * ketchup: 2 bottles
 * mustard: 2 bottles
 * Cheese: 200
 * relish:
 * lettuce: 8
 * tomato: 30
 * Chips: 400
 * Soda, cans: 200
 * Cookies: 300