Ribbon Cutting Event Summary-New 3-9-16

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Science Bound Ribbon Cutting

Iowa State University College of Human
Sciences
School of Education
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Table of Contents
Contact List.
Event Summary..
Timeline...
Communications.....
Floor Plan....
Budget Chart...
Event
Evaluation
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CONTACT LIST
VIDEO/PHOTOJOURNALIST-RYAN RILEY
COMMUNICATIONS OFFICE
E104F LAGOMARCINO HALL
901 STANGE ROAD | AMES, IOWA 50011
P: 515-294-0866 | F: 515-294-5473
WWW.HS.IASTATE.EDU
ISU CATERING
GENERAL INQUIRIES AND MAIN OFFICE:
MEMORIAL UNION, ROOM 3635, AMES,
IA 50012
P: 515-294-2103| F: 515-294-4172
[email protected]
COES FLORAL AND GIFTS-DAN BRABEC

COE'S FLORAL & GIFTS
HOURS: MF 8:306 | SAT 94
2619 NORTHRIDGE PKWY | AMES, IA
P: (515)292-5432
HTTP://COESFLORALANDGIFTS.COM
[email protected]
(EVENTS ON AND OFF CAMPUS)

DANIEL WASHBURN
3574 MEMORIAL UNION
P: 515-294-0991
[email protected]
HY-VEE FLORAL DEPARTMENT

MANAGER MEGGAN BRANDMEYER
HOURS: 7:00 A.M. - 9:00 P.M. DAILY
3800 LINCOLN WAY
AMES, IA 50014
FLORAL: 515-292-9337
HTTPS://WWW.HY-VEE.COM/STORES/DETAIL.ASPX?S=5
CELEBRATIONS-PATTY TUCKER
CELEBRATIONS
HOURS: M-F 10AM - 6PM | SATURDAY 9AM - 4PM
120 KELLOGG AVENUE | AMES, IOWA
P: 515.268.9333
HTTP://CELEBRATIONSAMES.COM/ABOUT-US/
EMILY LASKA
3574 MEMORIAL UNION
P: 515-294-4340
[email protected]
JENNIFER MEIMANN
3635A MEMORIAL UNION
P: 515-294-0617
[email protected]
ISU CALENDAR INVITATION
ERIN ROSACKER
UNIVERSITY RELATIONS
[email protected]
HOBBY LOBBY STORES, INC.

HOURS: M-F 8:00AM5:00PM
620 LINCOLN WAY SUITE A
AMES, IA 50010
P: 515-232-3500
HTTP://WWW.HOBBYLOBBY.COM
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EVENT SUMMARY
The Science Bound Spring Ribbon Cutting and Open House took place on
February 9, 2016. The event was a celebration of their new space and the beginning of
their 25th anniversary at Iowa State University. The event took place from 4:00 p.m. to 6
p.m. with a brief program which started at 4:30 p.m. in Gilman Hall, second floor,
Science Bound Boulevard. The brief program included two speakers, Dean Pamela White
(College of Human Sciences) and Director Marlene Strathe (School of Education).
Guests were able to take self-guided tours of the new space in Gilman Hall, enjoyed
refreshments, spoke with students and enjoyed poster presentations during the open
house. The new space included:
Faculty and staff offices

Administrative offices
Student gathering and work spaces
Day of Event Logistics: February 9th

Refreshments included assorted sweets, fruit and veggies, coffee, tea and water from ISU
Catering.
9:00 a.m.-Celebrations came to set up draping to close off areas

o Place five
balloon bouquets
o Two red
backdrops
o Three red
carpets delivered
12:00 p.m.Flowers were delivered
2:30 p.m.-Staff
arrived with table dcor
and scissors and
stanchions from
Foundation
2:45 p.m.-Setup:
o Set Up PowerPoint Presentation
o Prepared posters and easels
o Put down carpet
o Added ribbon to stanchions
3:45 p.m.-Photographer took pictures of executive members, guest, new space,etc.
3:45 p.m.-ISU Catering arrived to:
o Setup refreshments in conference room
o Covered tables in conference room and hallway
4:00 p.m.-Event: self-guided tours, presenters, and refreshments
4:30 p.m.-Brief Ceremony
o Speech from Dr. Denice Ross Haynes, Dean Pamela White (College of
Human Sciences) and Director Marlene Strathe (School of Education)
4:45 p.m.-Ribbon Cutting
5:00 p.m.-Guests continued with self-guided tours
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6:00 p.m.-Event ended

6:05 p.m.-Clean up began
Staff Duties:
Assisted Student Volunteers with refreshments
Overseen Student Volunteers
Attended to technology needs
Floated and assist where necessary
Helped with decorating
Timeline
Student Hosts: Elsadig Ali David Ortiz Kevin Quinteros
Distributed programs to guests

Directed guests to appropriate areas
Answered questions
Presentations: Throughout the event, there were research presentations and opportunities
to learn about the program from Science Bound graduates.
Research Presenters: Valeria Cano Camacho Andrea Fondren Erik Ortega
PowerPoint Presentation: PowerPoint presentation played continuously on TV in the
conference room. The presentation showed photographs of students, faculty and staff.
Pictures used in the PowerPoint were courtesy of Science Bound.
Budget Information
15 weeks out (Sept. 28th) start creating event summary and budget
15 weeks out (Sept. 28th) second edits of budget information
12 weeks out (Oct.19th) menu edits reviewed
11 weeks out (Oct. 26th) third draft of budget information
10 weeks out (Nov.13th) third draft event summary
9-8 weeks out (Nov. 13th 20th) confirm and approve all of the event information
o Final review with staff, dean, and department
6 weeks out (Dec. 7th) order items and got information about on the budget list
4 weeks out (Jan. 12th) called companies to confirm items
3 weeks out (Jan. 21st) made corrections to order information
2 weeks out (Jan. 28th) review orders make final adjustments; prepare PowerPoint
1 week out (Feb. 1st) print off checklist and order information
Final Budget changes made (Feb. 1st)
o menu edits reviewed
o budget reviewed
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week of (Feb. 8th) email budget to everyone

week after event (Feb. 15th) email event summary and budget to everyone.
Invitation
11 weeks out (Nov. 6th) begin designing brochures

10-9 weeks out (Nov. 6th-13th) final review with staff, dean, and department
4 weeks out (Jan. 11th) invitation sent to ISU calendar; Save the Date sent to:
o School of Education (grad and staff)
o College of Human Sciences
o SB invite list
o Chemistry (grad and staff)
3 weeks out (Jan. 18th) event invitations ready to be sent through email
Refreshments
5 weeks out (Jan. 11th) food and event items ordered

1 week out (Feb. 1st) confirm all food, deliveries, attendees
Space
15 weeks out (Sept. 28th) started cleaning closet spaces

8 weeks out (Jan. 18th) setup wall pictures in 2156 office and hallway.
8 weeks out (Jan. 18th) prepared hallway, office and study space.
1 week out (Feb. 1st) all offices cleaned
day of (Feb. 9th) floors cleaned and vacuumed
Programs
10 weeks out (Nov. 13th) started designing the program

9 weeks out (Nov. 16th) second round of edits
8 weeks out (Nov. 20th) final review with committee, dean and department
3 weeks out (Jan. 18th) program completed ready to be printed, have programs
printed
1 day (Feb. 8th) before the event Ms. Rollins picked up programs
Overall made sure the design of the invitations and programs are the same.
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Communications:
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Event Calendar:
9 weeks out (Dec. 1st) calendar blurb and event information sent out.
Blurb for ISU Calendar Info:
Science Bound Open House and Ribbon Cutting Ceremony

Date/Time: Tuesday, February 9, 2016 at 4:00-6:00 pm (Brief ceremony at 4:30 pm)
Location: 2156 Gilman Hall
Cost: Free
Contact:
515-294-1390 (local)
[email protected]
http://www.education.iastate.edu/science-bound.html
Iowa State Science Bound invites you to join them as they celebrate the grand opening of
their new office space on the second floor of Gilman Hall. Come visit Science Bound
staff and students, participate in a brief ceremony at 4:30 pm, and join us for
refreshments!
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2016 Science Bound Ribbon Cutting Budget Chart
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Event Evaluation
Plus (+) / Delta ()
Pluses (+) maintain and build upon
Brainstorming-Having visuals (online examples) helped businesses know

what type of items we need.
Budget- starting prior to the event helped us make a final decision with
purchases.
Budget-continued to update items and price information.
Staying in touch with businesses.
Student hosts great way to promote Science Bound.
Research Presenters-great opportunity for visual displays and opportunity to
showcase what the students do in Science Bound.
Decorations were aesthetically pleasing, colors blended well together
Ideas were effective in creating the event.
Activities captured the guest attention and helped them stay engaged.
PowerPoint Presentation was created well and gave a brief and visual
summary of what Science Bound is all about.
Deltas () opportunities for improvement
Brainstorming-Being specific and precise about what we want.

Setup-complete 1 to 2 hours before the event.
Budget-deciding on what we need or want at the event and potential budget,
before contacting companies.
Purchasing items-face-to-face interaction is a more effective approach for
getting everything purchased, unless it is ISU owned.
Invitations- Send out 1 month in advance.
Invitations- Send out invitation reminders 4 times max. (save the date invite,
reminder day of).
Program-make sure figures in the document are up-to-date with the
information presented by guest speakers.
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SCIEN

Science Bound Ribbon Cutting

COES FLORAL AND GIFTS-DAN BRABEC

(EVENTS ON AND OFF CAMPUS)

HY-VEE FLORAL DEPARTMENT

HOBBY LOBBY STORES, INC.

Faculty and staff offices

Day of Event Logistics: February 9th

9:00 a.m.-Celebrations came to set up draping to close off areas

6:00 p.m.-Event ended

Distributed programs to guests

week of (Feb. 8th) email budget to everyone

11 weeks out (Nov. 6th) begin designing brochures

5 weeks out (Jan. 11th) food and event items ordered

15 weeks out (Sept. 28th) started cleaning closet spaces

10 weeks out (Nov. 13th) started designing the program

Science Bound Open House and Ribbon Cutting Ceremony

2016 Science Bound Ribbon Cutting Budget Chart

Brainstorming-Having visuals (online examples) helped businesses know

Deltas () opportunities for improvement

Brainstorming-Being specific and precise about what we want.

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