Committee Positions and Responsibilities

Chair

Oversees the Expo planning, oversees half the committee

  • Works to fill out the Expo Committee roster

  • Runs meetings with the planning committee

  • Coordinates with the Wichita SWE Section

  • Approve the budget and approves spending/reimbursements

  • Oversees the whole event Expo day

 
 

Co-Chair

helps chair, oversees half of the expo committee

  • Approves the budget and can approve spending/reimbursements from the committee

  • Takes meeting minutes and facilitates their distribution

  • Delegated Chair responsibilities when the Chair is not available

  • Oversees the whole event Expo day

Material Chair

manages all materials necessary for expo

  • Oversees the storage unit and inventory

  • Ensures that all booth and general supplies for Expo are noted, purchased, stored, and transported to and from Expo

  • Facilitates managing the Expo Committee supplies (i.e. polos, walkie-talkies, tape, nametags, etc.) used day-of

  • Works closely with the Booth Chair to ensure all booth supplies are purchased and used effectively

  • Ensures all materials are supplied the day before Expo and cleaned up after the Expo event

  • Facilitates booths during the Expo event

 
 

Booth Chair

Coordinates with local companies and individuals to provide free hands-on STEM activities for kids K-8

  • Communicates the Expo needs and requests to local companies, organizations, and individuals via phone calls, emails, and using online tools such as Typeform

  • Ensures that all participating organizations have all information they need to be successful at Expo

  • Oversees SWE sponsored booths, ensuring that all age ranges from K-8th grade are benefited

  • Works closely with the Materials Chair to ensure these needs are met

  • Coordinates with the booths the day before and the day of Expo ensuring they have all information and materials needed

Venue Chair

Coordinates with the expo venue

  • Identifies a future Expo date and works as the go-between for Expo and the Venue

  • Ensures that all invoices for the venue are paid on time

  • Facilitates volunteer food selection, ensuring that the food meets the venue's requirements as well as the volunteers’ dietary needs

  • Works closely with the Treasurer and Volunteer Chair

  • Ensures that the event is insured and has adequate security the day of Expo

  • Coordinates with the venue the day before and the day of Expo

 
 

Sponsorship Chair

Secures future Expo sponsors

  • Relies on past sponsors, as well as networking, to find Expo sponsors in order to keep the event a success

  • Creates the sponsorship matrix and meets/communicates sponsorship requests with potential sponsors

  • Invoices sponsors and track down payments, if needed

  • Facilitates booths, set up, and take down the day of Expo

Publicity Chair

Writes and coordinates the press release

  • Secures TV, billboard, and radio ads

  • Ensures that the Expo Committee can staff TV and radio ads

  • Creates flyers for the community and for the schools and ensures flier delivery to local schools

  • Facilitates booths, set up, and take down the day of Expo

 
 

Social Media Chair

handles the Expo Twitter, Facebook, Snapchat, and Instagram pages

  • Ensures the event has all necessary information for potential attendees, as well as interesting, fun, and knowledgeable posts to ensure engagement with the Event

  • Creates a twitter hashtag, Facebook event, and Snapchat filter for the event, and schedules posts in a cascading fashion as the event comes near

  • Takes photos and videos during the event and posts to social media during the event to boost attendance

Website Chair

Manages the website to ensure adequate information is presented for any potential viewer, sponsor, attendee

  • Ensures that the website is following SWE standards and is also a resource for the SWE Section

  • Updates the website often to ensure it is continuously live and a resource for the community, even when Expo is not in season and linked to Expo socials

  • Facilitates booths, set up, and take down the day of Expo and ensures that the day of Expo there is information already posted for the next Expo event

 
 

Volunteer Chair

Ensures Expo has enough volunteers for setup, the event, and take down

  • Enlists general volunteers, and communicates all necessary information for their success as volunteers with Expo

  • Ensures that each booth has adequate volunteering staffing, that all day volunteers have a meal during Expo, and that the general event has enough general volunteers

  • Works closely with the Venue Chair and the Booth Chair

  • Continuously monitors booth staffing and makes adjustments as needed during the event

Newsletter Chair

Creates and sends out newsletter year-round

  • Creates a few fun and engaging STEM newsletters to send out to the Expo friends and family to bring Expo cheer year round

  • Facilitates booths, set up, and take down the day of Expo. 

 
 

Treasurer/Budget Chair

Manages Expo Budget

  • Elected through the Wichita SWE Section and manages the budget

  • Creates the budget at the beginning of the Expo season and ensures that the planning committee stays within that budget

  • Makes updates to the budget at the Chair or Co-Chair request

  • Reimburses spending at the Chair or Co Chair request

  • Manages the bank account, ‘books’, completes Taxes, and an end of year audit

  • Sends all invoices that are not sponsorship invoices

  • Facilitates booths, set up, and take down the day of Expo. 

  • The Treasurer Elect is elected through the Wichita SWE Section and assists with all Treasurer responsibilities at the request of the Treasurer.

Engie Does STEM (EDS)

Engineering expo youtube channel

  • Creates STEM videos for kids K-8th grade

  • Research STEM video ideas, write the script, coordinate video editing and sound, and coordinate actors, props, filming, and lighting

  • Uploads finished videos to YouTube channel for the general public