Community Engagement

Submitted by Mark Winson

Attendance:  Gary K., Steve W., Janet B., Peggy G., Kevin F., Mark W., Bill M., Pam E.

Reviewed, discussed and improved the Action Project Declaration form.

Gary and Steve will present the required “report out� at the 3/28/08 IE meeting.

Moving forward discussion;

Gary reported that there have been or will be about a half dozen events going on that will not necessarily be either covered well or have lower then expected attendance because the internal sponsors or responsible persons have not communicated in a timely fashion with the Public Information division. Gary observed that most of these events were being coordinated by newer staff and faculty who don’t know the procedures and are not being properly informed by the responsible administrator.

Discussion turned to establishing a ‘chain of command’ and creating a checklist with required sign offs.

Discussion ensued over “who should be responsible for managing the system�.

The group then turned to an open discussion on what should be included in a checklist.  These items included:

Time & duration

-        are there conflicts with other events

-        events can be tentatively scheduled in R25

Place

Date

Responsible person(s) with contact information

Sponsoring organization, if any

Title

Description

Benefit to College

Intended audience

Projected audience numbers

Publicity Needs and cost

Room(s) needed

Special Equipment/IT needs

Security Needs

Liability Issues, is a certificate of insurance required for the event

Setup information

Special accommodations

Food/beverage requirements

Cost center that will be paying for expenses

Sign off by department, VP, Dean ?

Clubs need advisor sign off

Submit final report

It was noted that ERTC, Airport facilities and off campus events (i.e. Fly In) need to go through this procedure.

Items to be included in the final report

Number of participants

-          number of visitors

-          -number of vendors

Demographics of attendees

-          age

-          interests

in certain instances  use a questionnaire

Establish a committee to review reports, assess success of the event and feedback to provide guidance for improving event in the future

The group established two sub committees to

Develop Check list - Peg, Pam & Mark

Develop reporting and evaluation form – Jan and Gary

The subcommittees’ work is due by March 21