San Jose Phi Zeta
Pi Tau Sigma Engineering Honor Society
2012 National Convention Proposal
Prepared for: Dr. Mun Young Choi, National Pi Tau Sigma President
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Dr. Alex Moutsoglou, National Pi Tau Sigma Secretary-Treasurer
Prepared by:! Joshua Hogan, San Jose Phi Zeta President
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Winston Zambrano, 2010-2011 President Elect
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Felipe Gonzalez, Active Member
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Colin Wang, Active Member
April 15, 2010
San Jose Phi Zeta
One Washington Square San Jose, CA 95192
T 408-807-4272
joshua.hogan@students.sjsu.edu www.engr.sjsu.edu/pts
San Jose Phi Zeta
Executive Summary
Objective
The following is a proposal to host the 2012 Pi Tau Sigma National Convention at San
Jose State University in San Jose, CA on February 17th-19th. This proposal will define the
major features which make San Jose suitable for the event and will provide details on how
San Jose Phi Zeta plans to coordinate it. The major sections of the proposal are outlined
below:
Introduction to San Jose State University
Overview of Phi Zeta
Meeting Facilities
Lodging
Transportation
Fundraising
Plan for Communicating with Chapters
Tentative Planning Schedule
Tentative Convention Schedule
Possible Activities
San Jose Phi Zeta
One Washington Square San Jose, CA 95192
T 408-807-4272
joshua.hogan@students.sjsu.edu www.engr.sjsu.edu/pts
San Jose Phi Zeta
Introduction to San Jose State University
San Jose State was founded in 1857, making it the oldest public institution of higher
education on the West Coast. The university is 154 acres in downtown San Jose, which
gives it the feel of a bigger school without being too big. SJSU has an enrollment of
31,280 students. The average class size is about 26 students while the student to faculty
ration is 18:1. The university has seven colleges which include: Applied Sciences and Arts,
Business, Education, Engineering, Humanities and the Arts, Science and Social Sciences.
We offer 69 bachelor’s degrees with 81 concentrations and 65 master’s degrees with 29
concentrations available. SJSU is ranked in the top 15 in master’s level public universities
in the West by U.S. News and World Report. We are also the first university in the country
to open a joint city and university library. The Martin Luther King library is a state of the art
facility which since its opening in 2003 has had nearly 13 million visitors.
San Jose State University is located in the heart of Silicon Valley, the tech capital of the
world. This geographical advantage means that the university benefits from great exposure
to all the local businesses located in the Silicon Valley. It is no wonder why San Jose State
is the number one supplier of business, education, engineering and computer science
graduates into Silicon Valley. Businesses have quick and easy access to the school and its
students. They know that San Jose State produces great students, and they continue to
employ SJSU students.
Overview of Phi Zeta
With 21 pledges for spring 2010, the San Jose Phi Zeta chapter continues to grow. Over
the past year San Jose Phi Zeta has partnered with the Project Lead The Way Engineering
program to offer high school students a college preparatory experience. Phi Zeta has
created an Engineering Ambassador Program where pledges can outreach to high schools
within the area to present various engineering disciplines and full fill their Pi Tau Sigma
community service requirement.
San Jose Phi Zeta
One Washington Square San Jose, CA 95192
T 408-807-4272
joshua.hogan@students.sjsu.edu www.engr.sjsu.edu/pts
San Jose Phi Zeta
Meeting Facilities
With major companies such as Adobe Systems, BEA Systems, Cisco, Xilinx, Novellus
Systems, and eBay, as well as facilities for Flextronics, Hewlett-Packard, IBM, Hitachi,
Agilent Technology, and Lockheed Martin, downtown San Jose offers ideal meeting
facilities to meet the needs of various companies and organizations. Listed below are
possible venues to host the 2012 National Convention.
Sainte Claire Hotel
302 South Market Street San Jose, CA! Sales: 877.271.3313
Should have suitable meeting rooms with high speed internet. Ball room is included as a
meeting space with the rooms as long as we pay for rooms and food. Has their own
(Italian) catering service.
Rooms
Weekend - $ 109
Weekday -$ 149-169
Deli Buffet - $40
Four Points by Sheraton
211 South 1st Street San Jose, CA
Events: 408.282.8817! !
Number of Guest Rooms: 86
Number of Meeting Spaces: 5
Largest Meeting Space: 480 sq. ft. (44.59 sq.m)
San Jose Phi Zeta
One Washington Square San Jose, CA 95192
T 408-807-4272
joshua.hogan@students.sjsu.edu www.engr.sjsu.edu/pts
San Jose Phi Zeta
San Jose Marriott
301 South Market Street San Jose, CA! Event Planning Team: 408.280.1300
Has suitable meeting rooms, catering, and a bar/club. Ballroom would be subject to about
a 22% service fee for setup, etc.
Rooms
Weekend – $ 99 a night
Weekday – $ 139-199
Breakfast - $20 a person
Lunch - $40
Dinner - $60
The Fairmont
170 South Market Street San Jose, CA! Sales: 1.866.662.6060
Very few details online, but has at least one large meeting room.
Number of Guest rooms: 805
Floors: 20
San Jose Phi Zeta
One Washington Square San Jose, CA 95192
T 408-807-4272
joshua.hogan@students.sjsu.edu www.engr.sjsu.edu/pts
San Jose Phi Zeta
Lodging
San Jose Phi Zeta researched and contacted all the hotels in downtown San Jose that
were considered suitable for the delegates to stay in. Prices for single and double
occupancy rooms ranged from $99 to $199 per night. All the contacted hotels within the
San Jose State University vicinity had the required number of rooms for the delegates and
are more than willing to reserve the number of rooms needed.
To best represent San Jose, CA, it was decided to use The Sainte Claire as our primary
choice for lodging and meeting facilities. Located in the heart of downtown San Jose, this
grand hotel embraces the character of San Jose’s yesteryears and welcomes innovators of
tomorrow with luxurious modern amenities and superior service.
With an estimated delegate attendance of 150, arrangements of 100 rooms will be made
in addition to a banquet hall and catering for the convention registration and welcome
mixer on the first day of the .
Transportation
Norman Y. Mineta San Jose International Airport is approximately 4.3 miles away from The
Sainte Claire. A short 10 minute Taxi cab ride from the airport to the hotel will range from
$20-$25.
Typical air fares:
New York, NY to San Jose, CA:!
Houston, TX to San Jose, CA:!
$280 round trip
$400 round trip
San Jose State University is 0.4 miles away and within walking distance from The Sainte
Claire.
San Jose Phi Zeta
One Washington Square San Jose, CA 95192
T 408-807-4272
joshua.hogan@students.sjsu.edu www.engr.sjsu.edu/pts
San Jose Phi Zeta
Fundraising
With decreasing delegate’s cost in mind, it was decided for San Jose Phi Zeta to pool
contacts with various companies and divide the list between the officers. Each individual
will be required to get into contact with their assigned company and provide the company
with a brief description of the convention. After the company agrees to meet with the
officers, Phi Zeta will have a presentation prepared to assist with the important information
the company needs to know regarding the convention.
In return for contributing to the convention, companies will be offered two seats at the
banquet, a resume book, and an opportunity to meet with delegates from all over the
nation at the mixer. In addition, we will provide presentation time for each company
sponsor throughout the convention. We will request each company to donate at least
$500 to help subsidize convention costs.
Telephoning the various companies will begin as soon as San Jose is chosen to host the
2012 convention. Tax-forms will be put on record with each company in order to show that
our organization meets the non-profit organization criteria. Flyers will be mailed and faxed
with all the vital information regarding the upcoming convention.
San Jose Phi Zeta
One Washington Square San Jose, CA 95192
T 408-807-4272
joshua.hogan@students.sjsu.edu www.engr.sjsu.edu/pts
San Jose Phi Zeta
Plan for Communicating with Chapters
Communications between chapters will be maintained via e-mail, telephone, informative
letters, and a 2012 convention website. Phi Zeta will obtain support from the Mechanical
and Aerospace Engineering Department to aid with the process. Officers will use
department phones and fax machines to send information to chapters. Utilizing the
department resources will significantly reduce the communications costs of the
convention.
E-mail will provide a useful and convenient solution to communicate with officers and
delegates from chapters all over the nation. It will provide fast and effective
communications between various time zones. Important documents will be easily
accessible with attachments sent through e-mail.
Letters and registration forms will be sent with the support of the department. Mailing
labels with addresses of all the chapters will be obtained from the Pi Tau Sigma National
Secretary-Treasurer. The department staff will send all our letters using the department
postage stamps to further reduce our convention expenses.
Phi Zeta will create a 2012 national convention webpage where important documents and
information will be provided if a chapter or participating company should fail to receive
information via e-mail or mail. Also included in the website are links to various companies
supporting the convention as well as links to places of interest within the San Francisco
Bay Area. The 2012 national convention website will prove to be the most vital form of
communication as convention information and schedules will keep all the delegates
informed with convention logistics.
San Jose Phi Zeta
One Washington Square San Jose, CA 95192
T 408-807-4272
joshua.hogan@students.sjsu.edu www.engr.sjsu.edu/pts
San Jose Phi Zeta
Tentative Planning Schedule
Date
Task
October ’10
Begin creation of 2012 National Convention Webpage
February ’11
Initial Mailing to Chapters
February ’11
Obtain Support from Department and University
March ’11
Prepare Fundraising Information Packet and Powerpoint presentation
March ’11
Begin T-shirt design
April ’11
Start contacting companies or follow-up with previously contacted companies
April ’11
Create Maps, Itinerary, and Registration Packets
April ’11
Obtain convention agenda from National
May ’11
Reserve facilities and hotel rooms
May ’11
Reserve guest speakers and entertainment
June ’11
Invitation to College Dean and University President
June ’11
Mail Registration packets
June ’11
Arrange Group Photo / Officer Photo / Convention Committee Photo
July ’11
Invite ME Faculty Members
July ’11
Arrange Campus and Facility tours
August ’11
Prepare Check-in Material
August ’11
Choose Meals
September ’11
Confirm Hotel Reservation and transportation
September ’11
Mail Confirmation Packets
November ’11
Purchase gifts for speakers / favors for delegates
December ’11
Arrange audio-visual needs
January ’12
Confirm meal counts with caterer company
February ’12
2012 NATIONAL CONVENTION AT SAN JOSE STATE UNIVERSITY
March ’12
Prepare Convention Report
San Jose Phi Zeta
One Washington Square San Jose, CA 95192
T 408-807-4272
joshua.hogan@students.sjsu.edu www.engr.sjsu.edu/pts
San Jose Phi Zeta
Tentative Convention Schedule
Time
Friday, February 17, 2012
Location
2:00pm -
Registration
The Sainte Claire Lobby
Solidworks seminar
The Sainte Claire Lobby
SJSU Campus Tours
SJSU
Welcome Dinner (Casual)
The Sainte Claire Ball Room
Time
Saturday, February 18, 2012
Location
8:00am
Departure to SJSU
SJSU
8:30am -
Plenary Session (business formal)
Engr. auditorium
9:00pm
2:30pm 5:00pm
3:00pm 5:00pm
7:00pm 9:00pm
10:00am
10:00am -
Break
10:15am
10:15am -
Committee Meeting (business formal)
SJSU
Lunch
Engr. Alumni Room
Drop-in ME Lab Tours
SJSU
Plenary Session (business formal)
Engr. auditorium
11:45am
12:00pm 1:15pm
12:00pm 1:15pm
1:30pm 2:30pm
2:30pm -
Break
2:45pm
2:45pm -
Plenary Session (business formal)
Engr. auditorium
4:30pm
San Jose Phi Zeta
One Washington Square San Jose, CA 95192
T 408-807-4272
joshua.hogan@students.sjsu.edu www.engr.sjsu.edu/pts
San Jose Phi Zeta
Time
Saturday, February 18, 2012
Location
4:45pm -
SJSU Power Plant Tour
SJSU
Dinner (Business Formal)
Student Union Ballroom
8:00pm
Guest Speaker
Student Union Ballroom
9:00pm -
Social Event
Downtown San Jose Bar (The Loft) Open Bar
Time
Sunday, February 19, 2012
Location
8:30am -
Farewell Breakfast
The Sainte Claire Ball Room
9:00am
Closure and Awards
The Sainte Claire Ball Room
11:00am -
(optional) NASA Moffett field Tour
Mountain View, CA
(optional) Trip to Downtown San Francisco
San Francisco, CA
7:00pm
7:00pm 9:00pm
12:00am
10:30am
3:30pm
4:00pm 12:00am
San Jose Phi Zeta
One Washington Square San Jose, CA 95192
T 408-807-4272
joshua.hogan@students.sjsu.edu www.engr.sjsu.edu/pts
San Jose Phi Zeta
Possible Activities
To ensure all delegates and national officers are entertained throughout their stay here at
San Jose Sate University, it has become one of our best interest to research numerous
activities which attendees may partake in. With the location of San Jose State University in
downtown, attendees will have the opportunity to visit San Jose’s diverse attractions; most
which are within walking distance. In addition to a convention committee Phi Zeta will
create an activity committee to further research the feasibility of the proposed activities.
Phi Zeta has planned the convention on San Francisco, NASA Moffett field, or other places
of interest. Phi Zeta will make charter bus reservations for transportation to various areas
around the San Francisco Bay area.
To show our appreciation for the delegates, Phi Zeta will attempt a sponsorship with
SolidWorks and ask for professional copies to give to each attending chapter. Phi Zeta will
organize a SolidWorks seminar with SolidWorks representatives in order to teach the
delegates basic operations on the program.
San Jose Phi Zeta
One Washington Square San Jose, CA 95192
T 408-807-4272
joshua.hogan@students.sjsu.edu www.engr.sjsu.edu/pts
San Jose Phi Zeta
Contact Information
San Jose Phi Zeta are anxious to begin the 2012 National Convention preparations. If
there are any unanswered questions or concerns please contact the Mechanical and
Aerospace Engineering Department or the following Phi Zeta officers. We look forward to
hearing from you and planning a memorable National Convention. Thank you for your
consideration.
Charles W. Davidson College of Engineering @ San Jose State University
Mechanical and Aerospace Engineering Department
One Washington Square
San Jose, CA 95192
T 408.924.3800
F 408.924.3818
ask.engr@sjsu.edu
www.engr.sjsu.edu
Pi Tau Sigma Faculty Advisor
Dr. Raghu Agarwal!
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ragarwal@sjsu.edu
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Joshua.hogan@students.sjsu.edu
Vice President - Mohammad Ammar Khan!
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mohammad.khan@students.sjsu.edu
Treasurer - Baldomero Marquez!
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bmarquez_06@yahoo.com
Events Coordinator - Jian Wei Loh! !
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ji4n_w31@yahoo.com
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winston.zambrano@gmail.com
Pi Tau Sigma Officers
President - Joshua Hogan! !
2010-2011 Pi Tau Sigma
President Elect - Winston Zambrano! !
San Jose Phi Zeta
One Washington Square San Jose, CA 95192
T 408-807-4272
joshua.hogan@students.sjsu.edu www.engr.sjsu.edu/pts