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TRANSCRIPT
ACEC-Colorado
Thank you
for attending
today’s workshop
3
W O R K S H O P
INTRODUCTIONS
Fred Berkey – Merrick & Company
Julie Ann Dill – ACEC Program Coordinator
Marilen Reimer – ACEC Executive Director
Stuart Monical, PE; President/CEO, MKK Consulting Engineers
Adrienne Dallagiacoma - uli Creative PR consultant for ACEC-CO
4
W O R K S H O P
AGENDA
Safety Tips
Introductions
Overview of EEA Program/Call for Entries – Fred Berkey
Preparing Your Entry –Julie Ann Dill
Rules & Guidelines / Judging – Stu Monical
PR & Marketing Opportunities – Adrienne Dallagiacoma
Q&A
One-on-one assistance
W O R K S H O P
Safety Tips handout
All exits are clearly marked with signs
Evacuation route: back to the lobby and exit north or south doors
Restrooms - across the hall
Safety Tip:
Gas grills
Fire extinguishers
Safety Tips & General Information
W O R K S H O P
Fred Berkey Merrick & Company 2014 ACEC Engineering Excellence Awards
This workshop is the program kickoff
Today we will cover:
How the program works
Choosing the right project
How to prepare your entry
Call for Entries:
Rules & guidelines
Judging process
General tips
Benefits of participating
EEA Program Overview
W O R K S H O P
Call for Entries contents
Call for Entries contents - Colorado rules: Eligibility (Julie Ann)
Awards
Judging
Rating Guidelines
Publicity
Benefits (Adrienne)
Timeline (Julie Ann)
Fees
Entry Categories
Entry Contents List
Entry Contents (details)
List of writers, graphic artists, photographers, and photo labs
Workshop: how to plan & prepare your submittal
Helpful hints in submitting your awards entry
Deliverables checklist
Common errors (Julie Ann)
Submission delivery
Intent to Enter Form
Official Entry Form
W O R K S H O P
Award Types
MERIT AWARD
To recognize projects for their extraordinary engineering solutions based upon the award criteria.
HONOR AWARD
For outstanding engineering solutions based upon the award criteria.
EXCELLENCE AWARD
Awarded for project showing excellent engineering solutions based upon the awards criteria.
EEA-Colorado winners eligible to advance to national competition (Washington, D.C.)
OUTSTANDING GRAPHICS AWARD
Awarded for best photographic display panel graphics - judges’ choice
The GRAND CONCEPTOR AWARD
Awarded only when one project receives very high scores from the judges
Must score well above the other entries - award is not given every year
W O R K S H O P
Project Award Categories
Category A - Studies, Research & Consulting Engineering Services
Category B - Building/Technology Systems
Category C - Structural Systems
Category D - Surveying & Mapping Technology
Category E – Environmental
Category F - Waste & Storm Water
Category G - Water Resources
Category H - Transportation
Category I - Special Projects
Category J - Small Projects
Category K - Energy
Category L - Industrial & Manufacturing Processes & Facilities
W O R K S H O P
Fees
ACEC/CO EEA entry fee: $495
Colorado member organizations
MO will be billed upon receipt of the INTENT TO ENTER form
Non-member entry fee: $895 (must accompany your entry)
All entry fees are non-refundable
First-Time or Returning Entrants’ Discounted Fee:
First time entrants
Haven’t entered for at least seven years
Fee is only $200
Special rate is only for ACEC/CO members
ACEC National Awards Program:
National competition fee: $1,100 for members
$3,500 for non-members
A check must included with submittal
Materials submitted to ACEC national competition will NOT be returned
W O R K S H O P
Getting Started
Find your best project(s)
Determine the best category in which to enter
Are project details available (SME)?
Can you find or take quality photos?
Can you get client approval?
Consider:
All the deliverables required
Rules, guidelines & judging – Stu
PR & marketing benefits - Adrienne
W O R K S H O P
Assistance
In house assistance - or contract…
Photography
Technical Writing
Graphic Design
Printing
See Call for Entries for services available
Call the ACEC-CO office with questions
W O R K S H O P
Intent to Enter
Once you decide on your project(s)
Make sure your client will approve it
Is your project confidential?
Determine if you can produce it in house, or if you need assistance
Decide on outside services – check turnaround times and prices
Then submit the Intent to Order Form
W O R K S H O P
Things To Do Early
Locate high-quality photos
High resolution for photographic display panel
Take new/additional photos if necessary
Write First Draft of Project Description first
Panel text will be based on this
Produce panel draft layout
Prepare Entry Form (get client signature)
Have client write letter stating satisfaction with project
W O R K S H O P
Components of a Submittal
ACEC/CO changes:
No 3-Ring Binder
No Powerpoint presentation
Display Panel
Envelope and CD ROM
Official Entry Form
Signed Letter from Client/Owner
Executive Summary (1 page max. – double spaced)
Project Description (3 pages max.)
Key Participants (1 page max.)
Photographic Display Panel prints (8-½” X 11”)
Media List (e-mail addresses)
W O R K S H O P
Display Panel
Prepare a draft layout
Use information from project description/executive summary
Follow all specifications
Font & photo size guidelines
Maximum word count
Get professional graphics assistance, if needed
Have SME review panel for accuracy
Long-lead item
Send it EARLY to your printer
This can take up to 2 full weeks!
W O R K S H O P
Project Description, Executive Summary
Research
Get SME to write draft project description
Project Photos
If needed, see list for professional photography assistance
3 photos of design & construction; 3 final photos
Finalize Project Description
Have it reviewed by SME for accuracy
If needed, see list for professional writing assistance
Then write Executive Summary last
Get Client’s review of both (of entire submittal if possible)
W O R K S H O P
Finalize, Proof, and Submit
Carefully review your entire submittal
Use the Deliverables Checklist (page 17)
Deliver final to ACEC/CO office no later than Friday August 30th, 5 pm.
W O R K S H O P
Julie Ann Dill Program Coordinator
Preparing Your Entry; Planning Your Design
Start planning and preparing early!
Is project eligible?
Any Colorado engineering or surveying firm is eligible - Member of ACEC or not.
Large project or small projects – any location.
At least 50% of your firm’s work must have been done in Colorado.
Timeframe:
Construction of projects (Categories B through L – except D) completed between Nov. 1, 2011 and Sep. 20, 2013.
Research and Studies (Category A) or Surveying and Mapping projects (Category D) completed between Nov. 1, 2011 and Sep. 20, 2013.
Ask non-technical people to review the materials
Judging is based on both the panel and envelope contents
W O R K S H O P
Preparing Your Entry; Planning Your Design
Common Errors with Photographic Display Panel:
Use ACEC National logo – not ACEC/CO
Label is missing on back of panel – or information is incorrect
Matte finish was not used on panel
Common Errors with the Envelope Contents:
Date of project completion does not fall within required limits (Nov. 1, 2011 & Sep. 20, 2013)
Signatures are missing – entry Form and Client Letter
Letter from Owner/Client is addressed to ACEC/CO.
It should be addressed to ACEC national.
Executive summary exceeds one page - or is not double spaced.
Criteria details not met, not all addressed, or are difficult to find
100-500 word description:
Is too technical - not written for a lay audience
Does not describe the project
List of key participants is missing
Budget information is incomplete
Unanswered questions, such as why did the project exceed the budget?
W O R K S H O P
Preparing Your Entry; Planning Your Design
Use “DELIVERABLES CHECKLIST” – page 17 PHOTOGRAPHIC DISPLAY PANEL:
Panel Size 30” X 30” Photos Six maximum (not including background), 35 sq. in. minimum size each. ACEC logo Include on front of panel Word Limit 250 words max. (not including captions) Information Include project title & location, client name & location, entrant’s name & location Blank space 2” X 2” blank space in top right corner (not white) Label on back Firm name, firm address, project name, category Velcro on back Four, 9-inch long strips (hook side), attached vertically near corners
ENVELOPE:
Official Entry Form Submit copy of signed form; save original signed form for national competition Signed letter from client/owner Submit copy of signed letter; save original signed letter for national competition Executive Summary One page maximum Project Description Three pages maximum; include 100-500 word project summary
Key Participants One page maximum Photographic display panel Size image to 8½” X 11” (laser prints) Media List E-mail addresses for publicity
CD-ROM:
Label: Attach label to CD with Firm Name, Project Name, and Category Contents: Photo Folder Six high-resolution photos or graphics, JPG files, RGB, 300 dpi, 7-½” X 10” size
Judges’ Folder Entry Form PDF file of form with signatures
Signed Client Letter PDF file of letter with signatures
Executive Summary MS Word file or PDF file
Project Description MS Word file or PDF file
Photographic Display Panel PDF file
Media List Excel file
Supplemental Report MS Word file or PDF file; for Category A submittals only
Media List Excel or MS Word file
Read, read and re-read the rules!
W O R K S H O P
Stu Monical MKK Consulting Engineers
Rules, Guidelines & Judging
What the Judges Use to Evaluate the Entry:
Judges’ Rating Guidelines – page 5 in ACEC/CO’s Call for Entries
Judging Criteria – page 5 in ACEC/CO’s Call for Entries
Judges want entry to address to judging criteria in the project description and on the panel.
Judging will be based on the envelope contents and the photographic display panel
W O R K S H O P
Adrienne Dallagiacoma uli Creative
PR & Marketing Benefits
ACEC/CO Public Relations Outreach Extensive professional public relations and media outreach is executed each year throughout Colorado, including:
Entry boards are displayed at State Capitol, Feb., 2014
Entries are featured as stories in Colorado industry trade publications (print/electronic)
Winners and entries are featured on ACEC/CO website and are archived for future reference
Press releases are distributed announcing winners to Colorado media outlets
Feature press release is distributed in project location publications and media outlets
Award winners are featured in Colorado Engineers (2014), an annual television documentary produced for air on statewide stations including Comcast and municipal access channels – produced by a professional, award-winning production team
Entries are displayed in a new, sponsored printed program that will be presented to luncheon attendees and distributed to target audiences via ACEC/CO
NEW! EEA Award Winning Projects are featured on ACEC/CO website, as content posts featured on the home page
NEW! Social Media campaign
NEW! Local community outreach campaign, ACEC/CO in partnership with client entity
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W O R K S H O P
Members, Create your own PR Program – some helpful tips:
Package the entry, present to your local City Council (firm location); present to City Council in project location; include copy of board and photo book, copy of Colorado Engineers 2014 television documentary
Provide client with display board and a copy of the entry book
Create a photo book with photos and descriptions featuring your firm’s expertise and outcomes that benefit the public
Author articles to provide more in-depth information about the project – submit to local outlets in proximity to project location
Create white paper with “lessons learned” for technical trades
Create “lessons learned” workshop to be given to your staff; create presentation for other clients who might benefit from “lessons learned” for future projects
Present “lessons learned” workshop at appropriate associations
Create in-house award for project team, incentive for others to break new ground in project solutions for future entries
Add special section to Statement of Qualifications and website featuring the project (and others from past years)
Post a link to the Colorado Engineers 2014 project segment on your website Promote entry on Facebook, Twitter, LinkedIn (PM, project team), company blog, firm YouTube channel
Create email blast for clients: “Just In” announcing award, add message that you want them to be among the first to know about your achieving this distinctive award
Create story for your website, videotape client and staff, create intimacy marketing approach for extending reach