This formal will be the greatest ever. The rest is still unwritten.

• General Description

  • • At the 2024 Atlanta National Convention, President Divilbiss and Events Director Rizzo were made aware of the idea of hosting an engineering formal after many chapters talked about their experience with such during chapter development meetings and NICE sessions. California Epsilon is a notable champion of the idea and hosts exceedingly successful formals at their college every year. After Divilbiss and Rizzo returned from Convention with the idea of hosting an Engineering Formal and presented it to the officer board, it was set into motion through a board vote with a chosen date of March 29, 2023. Kansas Gamma is not new to the idea of hosting a formal, since our Chapter hosted formals from its birth until the 1990s, so this year’s officers were revitalizing the old concept of an engineering formal at K-State. The officer board agreed that the formal would be inclusive and extravagant for all engineering students, a guest of their choosing, and TBP faculty. This would compensate for those that are not in a Greek house and have no formal dance to attend, which is a majority of engineering students. This formal included entertaining activities, a professional DJ, Hors d’oeuvres, and extensive decor. A committee was created that included Rizzo as chair, with Membership Director Pine, Officer Culbertson, and Treasurer Velasquez as members. They began meeting shortly after the committee was created and met weekly until the day of the formal, including over winter break, for a total of 15 meetings. 

• Purpose and Relationship to Objectives of Tau Beta Pi

  • • One of the main objectives of the formal is to create an ever-lasting image for Kansas Gamma at K-State by hosting an annual event that all engineering students eagerly anticipate., Tau Beta Pi’s Engineering Formal. This aligns with our chapter’s own mission of improving the experience for all students at the K-State College of Engineering, as we provide a unique experience that students will reminisce about once they graduate. The event acts as a respite from the laborious endeavor of attending engineering school, yet through the purposeful invitation of all engineering students it honors the endeavor by giving engineering students their own evening formal to relish in. The organization of the formal gives TBP members the chance to collaborate on a celebration that extends beyond just the chapter and has meaning to all of the College of Engineering. Those on the formal committee share the challenge of organizing an event larger than themselves and the chapter, thus experiencing unique and memorable camaraderie along the way. The committee often called upon general members for assistance, which included setup then clean-up of the ballroom, activity management, and decoration preparation, so they shared a portion of the accomplishment and camaraderie. 

• Organization and Administration

  • • The committee stored all the documentation over a Microsoft Teams channel, which also acted as a forum for communication outside of meetings. The weekly meetings were often two-hourslong and hosted substantial information and objectives, so each member had an equal share of delegated work. All meetings had agendas and minutes were created shortly after from notes taken during meetings. The committee had to keep the executive board aware of the situation in short reports given verbally at executive meetings. The executive board also approved an allocation of chapter funds for the event, but additional funding had to be requested from the college, which they provided. Media Director Grace McLeod assisted by creating promotional flyers to be posted on our social media and the Engineering Hall TVs. The committee also crafted announcements for McLeod to submit to the Engineering Weekly Newsletter. A large part of decor came from a contract with the University’s Theatre Department, which created the large wooden facades that mimicked skyscrapers. Culbertson took the lead on this initiative and handled all arrangements with Theatre Dept. We also had assistance from ESC in a few matters, including additional marketing, manpower, and material support. Leading to the event, ESC decided to host their E-Week so that our event was its culmination, and they continually promoted our event by sharing flyers. The committee also regularly communicated, including physical meetings, with the KSU Union about arrangements for the ballroom reservation. They provided many resources and were distinctly supportive. Contracts for food, photography, and the professional DJ were secured early. For the day of the event, announcements and an assignment was posted for Kansas Gamma members that asked for their help in setting up the ballroom and many members assisted. The officer board was also petitioned for duty during the formal. The ballroom was cleaned to the Union’s satisfaction. 

• In Conjunction With

  • • Engineering Student Council, Theatre Department, KSU Police Department, Student Union

• Total Cost

  • • $3,661.99

• Special Problems Encountered

  • • ESC accidentally discarded street signs but replaced them. Incorrect amount of decorative wallpaper was ordered so we were short. The wasn’t enough desirable food for everyone, but a timed schedule of delivery would’ve helped. A majority of material expenses have narrow usage in the future. Initial lack of support from college disguised by skepticism. College’s marketing director embargoed our flyers for a month. Poorly scheduled reservation date due to lack of options. Event on Easter weekend. 

• Overall Evaluation

  • • MAJOR SUCCESS: The overall attendance rate of 77.62%, compared to those who registered. Registration list and percentages are attached. An Instagram collaboration with the college’s account significantly boosted the number of followers and overall image of KS-G & TBP. The budget closed with a surplus for the Chapter, and is well documented, so we’ll have a stronger request to the college for the next iteration. The collaborations with the K-State Union, ESC, and the Theatre Department were exceptionally fruitful. Culbertson cultivated a strong relationship with the Theatre Department, so we’ll have them as a future resource. Rizzo began an exceptional working relationship with the Union, namely their Assistant Director of Retail, who supported us in other events further in the semester and will be an insightful consultant. ESC and KS-G have reached a symbiotic relationship that will be beneficial for years to come. The general student body expects the formal to be an annual event, so the event had a renown and impactful inauguration. The event exceeded expectations and become a memorable event that is referenced by peers continually. The photographer that was contracted captured 151 pictures of the night and shared the entire OneDrive folder with KS-G. Following the formal, Divilbiss distributed a thank you email to all attendees and gave access to the OneDrive folder. Attendees voiced appreciation for the photos and have shared them on their social media. One attendee said "I just enjoyed the social aspect of the event. It’s nice to have engineering events that aren’t class. Karaoke is a must have.", in the survey we distributed. The formal committee that organized the event was exceptionally productive despite having only 4 people, and they learned much about the process. Their detailed minutes will support future iterations of the formal. If the next iteration is scheduled on an optimal date, then we expect a significant increase in attendance.