Outreach Toolkit

The Outreach Toolkit offers a step-by-step process for you to refer to when planning your outreach events. Begin with the Event Planning Worksheet, which provides a step-by-step process for you and your team to follow for your Outreach Events.

Looking to plan a virtual outreach event?

Due to the pandemic, there has been an increasing need for best practices on virtual outreach. Provided below are a few resources to help with your next virtual program.

1. Prepare for Your Program (Funding, Partnerships, & Training)

Grant Funding – Below are funding sources.

Making the Most of Partnerships – Finding partners to help with networking, materials, cooperation, or funding. When looking for local partners to help, register for your event. When others outside SWE request SWE speakers, role models, or mentors, refer them to the Fabfem database.

Insurance Coverage Questionnaire Use this form to determine if extra insurance coverage is needed.

2. Create Your Team

Organizing an event requires Project Team members. Use the Roles and Responsibilities resource to help with facilitating area tasks.

If you are a naturally “task-oriented” person, there is always a temptation to “do it yourself.” However, pulling a team together to assist can make your event less stressful for you and more successful in the end. Seek out those who are willing to help with various tasks, but those with a skill that you may lack yourself and are best suited for the specified tasks needed. Consider the following when creating your team:

  • Availability
  • Willingness to assist
  • Special talents
  • Reliability/commitment
  • Ability to lead others

You can expand or reduce the size of the team where necessary and combine roles if you feel they may complement each other to work together.

When you invite someone to join your team, remember to:

  • Share the vision of what you hope to achieve for the event.
  • Please share why you chose them for that particular role.
  • Share your expectations of them in that particular role.
  • Discuss an estimated time commitment.

3. Plan Your Program (Select Activity, Open Registration, Templates & Resources)

Select an activity for your program. A variety of activities are located here for your use. 

Register Participants using Eventbrite. Refer to the Eventbrite Best Practices for a step-by-step process, including required forms and waivers.

Create Volunteer Shifts Using Volunteerlocal. Refer to the Volunteerlocal Resource for additional information. Volunteer Match is a volunteer resource that does background checks.

4. Secure Your Speaker/Panel

Use the Sample Panel Questions resource that includes two-panel questions for two topics: Why Engineering? And Preparing for Engineering Success.

Feel free to add, remove, and/or edit the questions to better align with your panelists’ personalities. It is recommended that you review the ‘chosen’ questions with your panelists in advance.

5. Implement Your Program

Follow the steps within this toolkit to implement your Outreach Event. Be sure to use the Event Planning Worksheet, which provides a step-by-step process for you and your team to complete your Outreach Event.

6. Assess Your Event & Share on Social Media

Are you planning to host an outreach program soon? Do you have photos from a previous outreach event that you want to share with SWE HQ? Use hashtag #SWEOutreach to tag your Outreach Event photos on social media. Don’t forget to encourage your volunteers and attendees to post photos from the event.

Invite them to tag SWE on FacebookTwitter, and Instagram, while using the hashtag #SWEOutreach.