Registration and Cost

Registration

Registration for a HTW can be as easy as a google form or an email. Use the Tech Ed List Serve to advertise your event. Keep in mind how many people your HTW will be able to host. If you only have room for 10 people how will you determine registration? "First come first serve" - the first ten people to register get in? This might seem like a good problem to have, but if you have 30 people sign up for your 10 person event you will need a way to decide who will be attending. If you are willing, you can host an additional HTW on another date to accommodate everyone.

Advertise the High Tech Weekend

Use the platforms that are already in place to advertise the HTW. Wisconsin has the Tech Ed List Serve, this is a great platform to email all the Technology Education Teachers in the state. Write an article in the WTEA Interface. Contact your local CESA representative and ask them to email out information about the HTW locally. Contact your WTEA District Director and ask for their assistance. Ask your local tech college to reach out to their contacts. Which ever means you use to advertise create a flyer or a document to help you share information. This flyer should include dates, times, cost and a general description of the HTW. Don't forget to include your contact information in that flyer for questions.

How do you calculate cost?

Not all HTW's have a cost associated with them, but some do. How do you calculate the cost? Here are some things to keep in mind. First off, if you are hosting at your school, there might be a "Custodial Fee" or "Building Rental Fee" that you weren't aware of. Consult with your school before moving forward, that cost would be rolled into the registration cost or covered by a sponsor.

Create an itemized list of all the supplies/materials that will be needed. Do not forget to add extra supplies and material as mistakes do happen. Try to get material or supplies donated whenever possible to save on cost.

Keep in mind the cost of the consumables needed. This could include welding gas and wire, sandpaper, glue, fasteners likes nuts bolts and or screws. General wear and tare on equipment and tooling is an unforeseen cost. It is a great idea to include a 20% "Shop Fee" in the cost of registration. This is great information to share with your schools administration when you are requesting usage of your schools facilities.

Meals- Snacks- Drinks

Depending on the duration of the HTW, you will have to feed your attendees. Having drinks and snacks on hand is a typical oversite. Providing water, and coffee is a no brainer. Reach out to your local bakery to see if you can get donuts donated is never a bad idea.

Bigger meals like lunches and dinners are often oversighted. Calculating the cost of food in registration is definitely an option. If possible, work with sponsors and partners to get meals donated. Keep in mind if your HTW will be working into the evening dinner should be provided. If staying late is a "Spur of the moment" idea then ask the attendees to pool in to help share costs.
Don't forget having snacks on hand. Details such as having fruit or snacks to graze on will never go unappreciated by attendees. Again include those costs into registration.

Fundraiser or other

It is possible to host a HTW for a fundraiser for your event or school. A lot of schools do this. After calculating the event cost, include what you want your school or program to net. Include that into registration cost. It is also appropriate to include cost in the registration to cover your cost to plan and prepare the event. It is not necessary, but include those costs into the overall event cost.

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