Noche de
Ciencias
Logistics, Manual & Evaluation
Spring 2015
The Goal
Impact the
lives of 100+
students, parents and volunteers
Where to start?
Download
www.shpefoundation.org
Noche de Ciencias/ Tools and
Resources
Read
Share
Noche Manual
Includes:
• Introduction to SHPE, SHPE Foundation, Noche de Ciencias
and its importance
• What is required of the SHPE Student and Professional
Chapter
• Committee & Volunteer Role and Responsibilities
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What is required of the school
Event Planning Checklist
Funding and Budgeting
Marketing
Event Flow and Logistics
• Includes workshop and hands-on STEM activity guides
Volunteer Manual w/checklists
Noche Outreach Toolkit
Includes editable Word documents that can be customized for
your Noche de Ciencias event:
• Outreach Letter to School
• Participation Agreement from School to SHPE Chapter
• Sample Invitation Letter or Email
• Fundraising Letter or Email
• Thank you Letter or Email
• Messaging for Media – English
• Messaging for Media – Spanish
• Flyer – English
• Flyer – Spanish
SHPE Chapter
Elect Leads
Student &
Professional
SHPE
Chapter
Identify a
Noche de
Ciencias
Committee
Role of the NdC Committee
Identify
and Invite
High
School
Recruit
Partners ,
Speakers &
Volunteers
Support
Submission
of Forms
and Reports
Set Time,
Date and
Location
for Noche
If SHPE Jr.
Chapter at
HS ask
them to
participate
Promotes
Event
Create Budget
and Submit
Proposal to
SHPE
Foundation
Submit
School
Participation
Agreement
Attends
Webinars
Supports
Logistics
Noche de Ciencias Committee (Leads)
Noche de
Ciencias Lead
Noche de
Ciencias
Marketing and
Fundraising Lead
Noche de
Ciencias
Volunteer Lead
Hands-ON STEM
Activity Lead (2)
Noche de
Ciencias
Committee
Parent Workshop
Lead (2)
Noche de Ciencias Lead
Submits proposal
to SHPE
Foundation
Leads planning
and execution
Compiles and
submits forms
and documents to
SHPE Foundation
Attends training
Maintains contact
with high school
administrators
Ensures
adherence to
timeline and
reporting
requirements
Noche de
Ciencias
Lead
Communicates
with SHPE
Foundation on
status of Noche
NdC Marketing & Fundraising Lead
Develops
marketing
materials
Tracks success of
outreach efforts
Seeks additional
support from
local businesses
and corporations
Attends training
Promotes Noche
Noche de
Ciencias
Marketing &
Fundraising
Lead
Communicates
with Noche Lead
Noche de Ciencias Volunteer Lead
Sets clear
expectations for
volunteers
Communicates with
volunteers
Invites speakers:
key note(s),
universities or
colleges, and STEM
panel participants
Communicates with
Noche Lead
Attends training
Noche de
Ciencias
Volunteer
Lead
Recruits Volunteers
Hands-On STEM Activity Leads
Ensure materials
have
purchased/received
Conducts activity
Communicates with
Noche Lead
Attends training
Hands-On
STEM
Activity
Leads
Reviews Hands-On
Activities
Parent Workshop Activity Leads
Conducts
workshop in
English and
Spanish
Communicates
with Noche
Lead
Parent
Workshop
Leads
Attends
training
Reviews Parent
Workshop
Additional Volunteers
Set-Up Committee (3-4)
Food & Beverage Committee (3-4)
Master of Ceremonies
Greeter
Keynote Speaker
STEM Panelist Moderator
STEM Panelists (3-4)
College Workshop Facilitators (3-4)
Survey Monitors (2-3)
Floaters (2-3)
Clean-Up Committee (3-4)
How to do it
• Planning, planning, planning!
• Use the Manual and Outreach Toolkit
to facilitate your planning &
marketing
At least 3 months before de Noche
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Establish a Noche de Ciencias Committee and elects Leads
Committee reviews Noche de Ciencias Manual
Committee identifies a target high school
Noche de Ciencias Lead contacts school to secure commitment and
Noche details
Noche de Ciencias Lead creates a budget and submits proposal for Noche
Noche de Ciencias Lead completes and submits School Participation
Agreement to SHPE Foundation
Noche de Ciencias Lead involves SHPE Jr. Chapter Executive Board in the
planning process, if applicable
Noche de Ciencias Lead recruits partners for the Noche de Ciencias
Noche de Ciencias Lead reviews Noche de Ciencias Report requirements
At least 2 months before de Noche
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Volunteer Lead ensures volunteer roles have been filled
Volunteer Lead requests involvement of keynote speaker, STEM panelists
and community partners
Volunteer Lead requests volunteers to sign Accident Waiver and Release
of Liability forms
Noche de Ciencias Marketing and Fundraising Lead partners with SHPE Jr.
Chapter Executive Board to begin promoting Noche de Ciencias within the
school
Noche de Ciencias Marketing and Fundraising Lead contacts community
partners for in-kind donations
Noche de Ciencias Marketing and Fundraising Lead contacts potential
partners for event sponsorship
Noche de Ciencias Lead returns Acknowledgement of Receipt of Funds to
SHPE Foundation upon receiving the funding
At least 1 month before de Noche
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Noche de Ciencias Marketing and Fundraising Lead sends Noche de
Ciencias Event Messaging for Media (English & Spanish) to local media
Hands-On STEM Activity Leads and Noche de Ciencias Lead attend SHPE
Foundation STEM training webinar
Parent Workshop Leads and Noche de Ciencias Lead attend SHPE
Foundation Parent Workshop training webinar
Survey Monitors and Noche de Ciencias Lead attend SHPE Foundation
Logistics, Evaluation training webinar
Noche de Ciencias Lead reviews list of allowable costs before making any
purchases
Noche de Ciencias Lead identifies promotional incentives, giveaways and
additional materials to purchase
At least 1 month before de Noche (cont.)
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Noche de Ciencias Lead makes required purchases and selects food
vendor (if applicable)
Hands-On STEM Activity Leads practice facilitating STEM activities
Parent Workshop Leads practice delivering Parent Workshop presentation
Volunteer Lead ensures volunteers have signed and returned Accident
Waiver and Release of Liability forms
Noche de Ciencias Lead verifies the Noche in a Box has been received
Noche de Ciencias Lead identifies A/V needs and communicate to event
venue
Noche de Ciencias Marketing and Fundraising Lead partners with SHPE Jr.
Chapter Executive Board continues to promote Noche de Ciencias within
the school, community and media
Noche de Ciencias Marketing and Fundraising Lead follows up with
community partners for in-kind donations
The week of the Noche
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Noche de Ciencias Lead makes additional copies of materials if
needed
Noche de Ciencias Lead confirms that rooms and A/V needs are
in place
Committee sets a timed Noche Agenda to follow during the
event: Welcoming, breaking into groups for
workshops/activities, dinner/snacks, regroup, drawings,
closing, clean-up, etc.
Parent Workshop Leads confirm they have the materials
needed for the workshop and save presentations to local
computer to ensure they are available for event
Hands-On STEM Activity Leads confirm they have the materials
needed for the workshop and save presentations to local
computer to ensure they are available for event
The week of the Noche (cont.)
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Volunteer Lead ensures College Workshop Facilitators have the
materials they need for the workshop
Volunteer Lead confirms and reminds volunteers of their roles
and responsibilities
Noche de Ciencias Marketing and Fundraising Lead partners
with SHPE Jr. Chapter Executive Board to remind students and
parents about Noche de Ciencias
Noche de Ciencias Marketing and Fundraising Lead confirms
in-kind donations if not already received
Noche de Ciencias Lead confirms food vendor and places order
for Noche event
Marketing
Visit the high school
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Set up an information table to recruit students
Visit STEM classes to give a brief overview of SHPE and Noche de Ciencias
Partner with student organizations and clubs with similar interests
Ask college counselors to help promote
Involve the PTA or Parent Involvement Office to bring awareness to parents
Promote in school communications (school newsletter, Principal’s
communication, website, social media)
Invite students from other middle and high schools
Promote at local community centers, after school
programs, coffee shops, libraries, churches, etc.
Best Practice
Create a Registration Sheet
 Collect contact information (name, phone, email address)
as you are marketing the event
 Provide multiple reminders to students registered
 Consider offering the first 100 registered attendees
entrance in a drawing to be held at the event
Distribute the Noche de Ciencias Flyer
What you can do virtually
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Visit the high school website, find emails of STEM
teachers and reach out
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Use sample invitation letter/email to local
organizations, community centers, companies
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Leverage your personal network
 Create a Facebook event and invite others to
join
 Leverage social media to highlight the event
Marketing with Media
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Identify your media sources
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Prepare a toolkit and message for each audience
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How to reach out to media
What to say
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The event is FREE and open to all interested students
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Interactive, Hand-On STEM activities
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Free scholarship and college workshops will be provided along
with handouts
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Opportunity to meet college students and STEM professionals
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Free food!!
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Drawing for giveaways (if applicable)
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Parents welcomed and encouraged to attend – there will be a
special session for parents in English and Spanish
Noche de Ciencias Event Flow
Sample Noche Agenda
During your Event
Welcome Ceremony
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Ask attendees to fill the sign-in & release form
Distribute Parent toolkits to parents
Distribute pre- and post-event Surveys to all
Do opening speech – Read the template provided
in the Noche de Ciencias Manual (also in Spanish)
• Provide overview of event flow and identify
volunteers
• Break attendees into workshops and inform them
of regroup time
Parent and Student Activities
• Parent Workshops
o Paying for College: Financial Aid & Scholarship
Workshop
o Helping your Child on their Journey to College
• Hands-On STEM Activities
o Action- Reaction Rockets
o Watercraft
Closing Address
• Do the STEM Panel
• Read closing speech template provided by SHPE
Foundation (again, recognize main sponsor)
• Promote SHPE Jr. Chapter Program at the high
school (if applicable)
• Ask to complete post-surveys
• Hold drawing for the end of the event to increase
participation for entire program- Tip: exchange
completed surveys for drawing tickets
During the Noche de Ciencias REMEMBER…
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Distribute pencils/pens for surveys
Take notes for your Lessons Learned
Ask attendees for quotes
Count attendees by category and by gender
Keep an eye on the time so activities remain on
schedule
• Take pictures!! & take one with the banner!
• If you are interviewed by any media ensure you
thank your main sponsor
After your Noche de Ciencias
After your Noche de Ciencias
After your Noche de Ciencias
• Debrief with your Noche Committee
• Collect all necessary forms that were completed
(surveys, sign-in/media release forms)
• Clean the event space
• Send thank you cards to high school staff and
organizations that assisted
• Keep high school updated on your future SHPE
events
Noche de Ciencias Reporting
Due within two weeks of your Event
Reporting (On-line)
Complete Online Reporthttps://www.surveymonkey.com/s/LV2LLW6
Download Template and Complete Report:
http://www.shpefoundation.org/noches-de-cienciasfamilyscience-nights/final-report/
Reporting (Attachments)
Submit attachments via email or dropbox
• Noches de Ciencias budget
• Copies of all receipts
• Sign-in and Media Release Form
• Completed Parent and Student Surveys (please do
not separate the survey packets – leave pre and post
survey together)
• Photographs (including the photo of the attendees
with banner).
Remember
Note: Failure to submit complete
reports will preclude the hosting SHPE
Professional and University Chapter
from being able to apply for or receive
funding from SHPE.
Questions?
Contact Us
shpefoundation@shpe.org
703-647-2122