aee student summit convening manual

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A sub-regional student engagement program Blazing Trails Student Summit The Association for Experiential Education

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A guide to creating and facilitating a Student Summit conference within your region.

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Page 1: AEE Student Summit Convening Manual

A sub-reg iona l s tudent engagement program

Blaz ing Tra i l s

S tudent Summi t The Assoc ia t ion fo r Exper ient ia l Educat ion

Page 2: AEE Student Summit Convening Manual

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The Inaugural Heartland Region

Student Summit/

November, 2011: Over 130 students from 15

different universities across the Midwest

met at Camp Ondessonk in Ozark, IL. Blazing

their own trails, these students were in search of

meaningful professional development and net-

working opportunities. They attended several well

developed workshops presented by fellow students

on a wide range of relevant topics. They were

exposed to other like-minded students passionate

about their chosen field. They enjoyed opportuni-

ties to sit around a campfire with key leaders from

three of the professional associations that both

serve and inform the field of outdoor recreation.

Experiential EducationThis sub-regional conference was created and convened completely by students, for students. Student-presented workshops were geared toward the student audience. The event was student-centered from conception to closing circle.•

Learning OutcomesA wide range of learning opportunities existed, from how to successfully plan and run a conference, to students cutting their teeth presenting a conference workshop within the safe realm of peers, to students becoming introduced to topics and trends timely and relevant to their newly chosen field.•

Value AddedThis sub-regional event served the Heart-land Region by providing a meaningful experience while generating income to help expand the reach and impact of the Association within the region. As the sponsoring association, AEE has been positioned as the ‘umbrella’ organization that can help lead its membership to spe-cialized and valuable professional develop-ment resources.•

The Inaugural Heartland Region Student Sum-mit, November 11-12-13, 2011.

Page 3: AEE Student Summit Convening Manual

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Student-CenteredThe AEE Student Summit provided a fo-rum for discussion, exploration, and shared learning among like-minded peers through student-presented workshops to empower attendees to become better prepared, better informed emerging professionals.

SocialStudents established rich and lasting con-nections while building their professional networks by meeting, socializing, and col-laborating with other motivated students and professional mentors who shared their same interests and passions.

Wholly ExperientialEvery session of the summit was developed and presented by students. In the spirit of professional development, a seasoned out-door recreation professional observed each workshop and provided the student pre-senter with relevant and real-time feedback. In addition to work shop presentations, the conference was planned and implemented entirely by students. While the student Con-vening Committee was guided by the re-gional council, they were responsible for the vision, layout, marketing, stakeholder cultiva-tion, logistics, and facilitation. Learning by doing in its elemental form.

This sub-regional model was piloted in the Heartland Region with the intention of being made available to other regions

within AEE as a ‘value added’ benefit of membership as well as a marketing and sustainable membership retention tool. This

manual will highlight successful elements from the Heartland Region, and can serve as a guide for recreating similar events.

Page 4: AEE Student Summit Convening Manual

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A guide to

Creating Success/

A need exists within the Association for

Experiential Education for more oppor-

tunities to engage and create lasting relation-

ships with individuals at the very beginning of

their careers. Many believe that if a student is

exposed to an inspirational experience associ-

ated with AEE early on, a connection will be es-

tablished that can likely inform their opinions

of, and allegiance to, the Association for the

remainder of their professional career. This

positive association is one key element related

to the sustainability of a rich and robust mem-

bership over time.

The vision leading to the formation of the Student Summit model was partially born of the need to introduce students to the value of AEE, and partially to fill regional voids for innovative and wholly experiential professional development and networking opportunities for students interested in outdoor recreation.

A successful Student Summit includes the following characteristics: it must be designed to be thoroughly experiential in nature; it must provide relevant and effective opportuni-ties for attendee’s professional develop-ment; and it must foster personal relation-ships and networking opportunities among attendees at all times.

Key Ingredients:

• Intentionally Targeted Audience.

• Motivated Partners.

• Invested Host Site.

• Engaged Convening Committee.

• Multi-phase Marketing Plan.

• Well Courted Sponsors.

• Meaningful, well-planned experience.

• Wholly Experiential.

A career in outdoor recreation is infinitely rewarding. Finding the right path to that career can be challenging. The career savvy student will learn about the opportunities available from the professional organizations that inform the field, and will find the best fit as they become emerging professionals.

Page 5: AEE Student Summit Convening Manual

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Keep it realistic:

•Draw a 6 to 8 hour driving radius around the host site.

•Any farther than this, and the travel time and costs may become pro-hibitive -you can build it, but they simply may not come...

Know who you want to serve:

•Students interested in outdoor recreation and experiential education.

•College and university recreation, forestry and kinesiology programs.

•Campus recreation outdoor programs.

•Camps and outdoor education programs.

•Others?

Identify your partners:

•Within this niche and geographic area, with whom will you collaborate?

Target Audience

A successful event should be focused. Know who you want to serve and filter every element through that lens. Try to be ev-

erything to everyone, and you’ll quickly burn out. Keep it simple and intentional.

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Within your established niche and geographic area, who will you be able to collaborate with? Explore your existing professional

network. Seek out new connections. Never underestimate the power of the personal invitation. Tap into existing energy. Em-

power others do the leg work. One person cannot herd 100 cats, but 10 other cats can. Share the work, share the power.

PartnershipsIdentify your partners:

•Research and create a list of each university recreation program, campus outdoor pursuits programs and active outdoor education programs within your 6 to 8 hour driving radius.

•Identify your champion within each program. Who is the faculty or staff person who is most engaged and supporting innovative educational op-portunities for students within their area of oversight?

•Never underestimate the power of the personal invitation. Reach out with a phone call. Introduce the event. Tell its story and share the vision. Invite each program’s champion to become a collaborator, not just an attendee.

•Once the faculty or staff person has bought into the idea, immediately take the pressure off of their shoulders and ask them to identify 2 or 3 motivated, ‘rock star’ students within their program to serve as the point persons for spreading the word of this event.

•Partner with the faculty or staff person to establish these ‘rock star’ stu-dents as their program’s AEE Student Reps. Empower and engage these students with information, professional marketing materials, and personal support. Let them herd the cats for you and filter students toward the event. Offer them a discounted registration rate in return for their service.

Page 7: AEE Student Summit Convening Manual

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Conference attendees utilize a similar decision making process when considering conference attendance as they do when con-

sidering a leisure travel destination. Selecting a conference destination that inspires a sense of adventure is a key ingredient

for overall successful turnout, as attendee’s tourism motivation will inevitably inform their overall attendance decision

The foundation:

•This element of conference planning is KEY. Do this right and you set your event up for success. Do it wrong, and you won’t have the draw.

•Find a site that can meet all needs- lodging, meals, workshop space. Being able to offer one all-inclusive price adds a level of convenience to the registration process for attendees. Being able to stay on site also creates a captive social atmosphere that will promote social net-working and a sense of shared experience among attendees.

Questions to ask:

•Does the site offer a unique draw that speaks to the spirit of outdoor recreation? Does it inspire excitement for the field?

•Can the site accommodate the desired number of workshop spaces?

•Reasonable walk between food, workshop, and assembly spaces?

•Areas for group socializing? Areas for more focused networking?

•Proper amenities? Electrical and PA needs? Bathrooms/showers?

•Is the price reasonable considering the limited student budget?

Host Site

Page 8: AEE Student Summit Convening Manual

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“Never doubt that a small group of thoughtful, committed citizens can change the world. Indeed, it is the only thing that ever has.” ®

-Margaret Mead, Used with permission

Convening CommitteeThe outcome of the event, whether successful or otherwise, will be directly related to the quality and com-mitment level of the Convening Committee. The energy generated within this core group of individuals will ultimately trickle down into every aspect of the event, eventually making its way into the direct experience of the student attendees. In keeping with the intentional design and deeply experiential nature of the event, it is imperative that the conference be created for students, by students.

The following roles should be addressed below in forming the student Convening Committee. Each role can be filled by a single person or a small group of collaborators.

Committee Roles:

•Committee Chair: Partnership development, budgeting, registration oversight, AEE Regional Liaison, big-picture oversight.

•Donations/Auction Coordinator: SWAG and Donations solicitation and auction facilitation.

•Workshop Coordinator: Call for proposals, workshop matrix construction, workshop logistical needs.

•Special Events/Entertainment Coordinator: Opening and closing activities, evening activities, entertainment coordination.

•Marketing Coordinator: Save the Date and Event Brochure design and publishing, social media coordina-tion, web site and multimedia development.

•Service Crew/Logistics Coordinator: Service crew recruitment, exhibitor booth liaison, on site logistical layout and facilitation.

Page 9: AEE Student Summit Convening Manual

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A 3-day professional development and networking experience 8 months in the making, the AEE Student Summit -as with any

successful event- is the result of a great deal of intentional planning and relationship building.

Mid March:

•Identify partnerships and select host site; solicit Convening Committee.

Late March:

•Finalize Convening Committee; Begin soliciting faculty liaison partnerships; begin soliciting donations; begin soliciting booth vendors.

Mid April:

•Identify and pursue guest speakers and entertainment.

Late April:

•Finalize faculty partnerships; create marketing plan; create event budget.

Early Summer:

•Begin creating marketing materials; create web site content.

Late Summer:

•Create call for proposals; send save-the-date cards to target schools; design conference T-shirts.

Conference Planning Time lineEarly September:

•Create conference schedule; send teaser posters to target schools.

Mid September:

•Collaborate with faculty partners to solicit AEE student representatives at target schools; finalize guest speakers and entertainment; begin social media campaign.

Late September:

•Disseminate call for proposals; disseminate e-brochure.

Early October:

•Finalize evening activities; Convening Committee host site visit; order T-shirts.

Mid October:

•Generate workshop matrix; establish Convening Committee on-site roles.

Late October:

•Create auction bid sheets; welcome/info e-mail to attendees; follow up with booth vendors, guest speakers, and entertainment.

Page 10: AEE Student Summit Convening Manual

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One key ingredient for the success of this event is keeping a price point attractive to students. Revenue can include registration

fees and auction outcomes. Expenses should included event marketing materials, event supplies, meal costs, conference T-

shirts, honoraria for speakers, evening entertainment costs and pre-conference fees. Intentional care should be taken to cover

all expenses and generate a modest surplus for the AEE to help promote the sustainability of future student development events

in the region, all while keeping the student budget in mind.

Conference Budget

Page 11: AEE Student Summit Convening Manual

Phase One:

•Identify faculty at target schools to serve as liaisons between Convening Committee and local students.

Phase Two:

•Create conference web site within the AEE Regional web site to provide conference details and promotional links.

Phase Three:

•Create teaser posters with QR codes linking to web site for faculty to post at target schools; Save the Date Cards.

Phase Four:

•Create and post an engaging You Tube video that allows students to “picture” themselves attending the conference.

Phase Five:

•Create and disseminate a professional and informative conference e-brochure; create a Facebook page to serve as a virtual preconference meeting space and information hub to engage students as they become aware of the conference.

Phase Six:

•Partner with faculty liaisons to identify local students to become AEE Student Representatives to champion the confer-ence within their programs; utilize social media outlets to generate buzz leading up to the conference.

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You can build it, but that does not necessarily mean that people will come. A well thought out marketing plan that takes ad-

vantage -not just of professional looking materials and cutting edge social media-but also of intentionally established local

collaborators at each targeted school will allow the Convening Committee to continue to focus on creating a great event while

other partners ‘herd the cats’ towards a robust attendee turnout.

Marketing Plan

Page 12: AEE Student Summit Convening Manual

Friday

Preconference Workshops begin:

9:00a-2:oop Skills Clinic I

9:ooa-2:00p Skills Clinic II

2:00 PM Registration Opens

4:30 PM Welcome Circle

5:30 PM Dinner

6:30 PM Guest Speaker

8:00 PM Evening Entertainment

Saturday

6:30 AM Fun Run

8:00 AM Breakfast

9:00 AM Workshop Session I

10:00 AM Workshop Session II

11:00 AM Workshop Session III

12:30 PM Lunch

Saturday (cont.)

1:30 PM Workshop Session IV

2:30 PM Organized Free Time

5:30PM Dinner

6:30 PM Keynote Address

8:30 PM Evening Entertainment::

9:30 PM Close of Silent Auction / Live Gear Auction

10:30 PM Entertainment Continues

Sunday

10:00 AM Brunch!

11:00 AM Closing Circle

12:00 PM Depart

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Sample Student Summit schedule taking advantage of a 3-day weekend.

Social Networking Opportunities are key

Build a conference schedule that provides an intentional balance between effective profes-sional development opportunities, exposure to leaders in the field, genuine social and profes-sional networking opportunities and a healthy dose of fun.

Page 13: AEE Student Summit Convening Manual

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Silent Auction can be augmented by a Ground Score component that serves as a fun gear-swap while allowing attendees to get more involved.

Live Auction: great deals to serve as an incentive to attendees, raise money for the association, create an element of fun.

Donor solicitation for the conference live and silent auctions must begin early on in the planning stage. Contact com-panies requesting support before they approach the end of their fiscal year and all donations have been given out!

GROUND SCORE

The Goodwill of the Great Outdoors...

Promote sustainability and stewardship within our community -contribute used items to the auction!

Please consider bringing one or more pieces of gently-used clothing, equipment, books, toys, games, etc. to donate to the “Ground Score” portion of the Saturday night gear auc-tion. This is your opportunity to pass on that old fleece jacket, backcountry coffee press, ski goggles, Edward Abbey novel, or whatever else you have been thinking about selling or swapping.

Here’s how it works: much like Goodwill, you donate a piece of equipment or clothing to the auction (technical safety equipment, such as harnesses, ropes, helmets, hardware, PFD’s, etc. are not allowed) and proceeds from the sale will directly benefit outreach efforts within the AEE Heartland region.

Thanks, in advance, for your contributions and support!•

Page 14: AEE Student Summit Convening Manual

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Blaz ing Tra i l s . . .

AEE Student Summi t