Meetings play a crucial and vital part in the life of an Engineering Research Center . During the course of the year, a typical center will host at least three major events: two industrial meetings and one NSF site visit. Additionally, most centers must also manage a wide variety of smaller events, including faculty and staff meetings; small group meetings between faculty and industry researchers; orientation programs for new students; seminars; workshops; short courses; and social events.

It is important to realize that universities differ in structure and in their approach to event management. Hence, what works for one center will not work for another. However, this section provides a few guidelines to provoke your thoughts about preparations for a major ERC meeting. (See Section 5.3.2.4, "Communication with Companies," in the Industrial Collaboration chapter, for additional discussion.)

Industrial meetings serve a variety of purposes. Of chief importance is the opportunity for a two-way interaction with your industrial sponsors. This includes obtaining input from industry on the direction of research and education. NSF site visits allow a team of external industry, university, and NSF reviewers to assess the progress of the center and to provide suggestions or corrective actions to assist in the growth of the ERC. Continued funding depends, in large part, on the results of these external reviews.

Preparation for these meetings is critical. Effective internal coordination can influence the substantive outcome of a meeting. The information given below summarizes common tasks. A more detailed meeting checklist is provided as Attachment 3.

Tip : It is suggested that the AD keep a notebook on each major meeting, containing the agenda, participants list, handouts, minutes, venue information and prices, etc. In an emergency, this information can prove invaluable to others.

6.8.1 Before the Meeting

Highly successful events depend on advance planning. Early decision-making must involve the Center Director and other key ERC personnel. Some of the most time-sensitive considerations include these:

• If you want the "right" people there, set the date early! Be sure there are no major
• conflicts with the ERC schedule, university calendar, major professional meetings, or
• holidays (don't overlook major Jewish holidays). Some industrial participants must
• schedule their travel plans a year or more in advance. Some conference centers book
• peak times two or more years ahead. Consult your NSF Program Director to set site visit dates.
• Most centers have found it useful to coordinate ancillary events with their main
• industrial meetings; this increases attendance and saves money and time. Decide how many separate events are desired, including short couurses, workshops, lectures, committee meetings, tour of facilities/labs, and poster sessions.
• Encourage faculty and industry leaders to collaboratively plan the purpose/agenda for events. Be sure you know who is responsible for technical coordination (e.g., the faculty member responsible for a particular workshop).

Tip : Encourage long breaks, where participants from several thrust areas can meet together. Some of the BEST interactions happen during the breaks!

• Determine who should be invited and estimate numbers. If the center sometimes pays expenses for external speakers, clarify expectations in advance. Note that NSF and industry have placed growing emphasis on presentations by students and young faculty.
• Confirm the budget, including funding expectations for meals and travel. Ascertain the availability and necessity of discretionary funds for alcohol, meals, payment of honoraria, etc. Is a registration fee required? If so, keep it low! Industry resents paying twice.
• Reserve meeting space, and secure advance contracts with hotels, caterers, and transportation. Outside vendors may require significant lead time, and usually have preferred and/or negotiated rates with the university. While it may be cheaper to go off campus, NSF and industry prefer that site visits be held on campus to permit access to labs and students.
• Establish a planning timetable; determine the date invitations should go in the mail, and secure internal commitments to meet this goal. The assignment of tasks and a timetable (with clear internal deadlines) should be distributed to key faculty and staff, in writing.

Logistics to be considered include: meals; handout materials; supplies needed (including special paper stocks, signs, etc.); audiovisual equipment; transportation requirements/contracts needed; a firm deadline for confirming speakers and final agendas; and a meeting date for last-minute briefings to staff.

Tip: You can never have too many helping hands at a large event or meeting. Consider hiring graduate students to work during the meeting. They can escort visitors or run errands for you. A well-chosen graduate student escort can often make a great impression on an industrial or NSF site visitor.

6.8.2 During the Meeting

Most centers have found written checklists to be invaluable. No matter how well you plan a meeting, something unfortunate and unexpected is bound to happen! You will laugh about these "horror stories" later, but their inevitability reinforces the need for good planning before and after the event. Plan backup systems and reconfirm all arrangements a day or two before the event. (See Attachment 3 for details.)

Tip : Collect business cards during key events. This is an excellent way to update your mailing list, including new titles, e-mail addresses, and fax numbers.

6.8.3 After the Meeting

Allow time for the natural "letdown" after a major event, but do plan for a post-meeting wrap-up session with your staff. Capture, in writing, the ideas that people have for next time. One strategy that has worked well is to give all of the staff three cards: Ask them to write down at least one thing that went wrong (e.g., needs to be prevented next time); something that worked especially well (i.e., should be repeated); and a question or suggestion. (As chief organizer, you may be too close to the details, and might have overlooked something that causes confusion for others.)

Do not let down your meeting momentum until all of the following have been accomplished:

• Pay speakers and reimburse faculty and staff.
• Edit and mail minutes (or other follow-up materials).
• Update databases (industry, students, etc.) with appropriate information.
• Prepare final expense report, and update budget for future events.
• File all copies of meeting information and handouts in the master files. (Trust us: you will need them!)
• Send thank-you notes! Acknowledge those who did an excellent job.

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