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Planning And Organizing A Regional Asee Annual Conference ? An Update

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2007 Annual Conference & Exposition


Honolulu, Hawaii

Publication Date

June 24, 2007

Start Date

June 24, 2007

End Date

June 27, 2007



Conference Session

Best Practices for Campus Representatives

Tagged Division

Campus Representatives

Page Count


Page Numbers

12.1158.1 - 12.1158.16



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Paper Authors


Amir Karimi University of Texas-San Antonio

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Amir Karimi is a Professor of Mechanical Engineering and the Associate Dean of Undergraduate Studies at The University of Texas at San Antonio (UTSA). He received his Ph.D. degree in Mechanical Engineering from the University of Kentucky in 1982. His teaching and research interests are in thermal sciences. He has served as the Chair of Mechanical Engineering twice; first between 1987 and 1992 and again from September 1998 to January of 2003. He severd as the Associate Dean of Engineering for four years (April 2002 to April 2006). Dr. Karimi is a Fellow of ASME, and holds membership in ASEE, ASHRAE, AIAA, and Sigma Xi. He is the ASEE Campus Representative at UTSA, ASEE-GSW Section Campus Representative, and the Chair of ASEE Zone III. He chaired the ASEE-GSW section during the 1996-97 academic year.

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NOTE: The first page of text has been automatically extracted and included below in lieu of an abstract

Planning and Organizing a Regional Annual Conference-An Update


The organization of an ASEE-Section annual meeting is commonly the responsibility of the campus representatives. It is a challenge for the campus representatives to motivate and encourage other engineering faculty to participate, contribute, and share the responsibility for the planning, organization, and management of the annual conference.

This paper is an update of the paper published in the proceeding of the 1995 ASEE annual conference.1 Some of the practices suggested in the original paper are now outdated. For example, due to the changes in technology, current practices in communication with the authors, announcements for Call for Papers, registration procedures, and publication medium are very different from those used in 1995. Practices described in the original paper which are still applicable are retained in this paper. The goal of this paper is to assist campus representatives who may be considering hosting their ASEE-Section annual conference.


ASEE membership is divided into four (4) zones, with each zone composed of three (3) sections.2 Each section hosts an annual meeting which brings together "regional" participants focusing on a central theme. Typically, an ASEE sectional annual conference is a 1-1/2 to 2 day event. A representative program for the ASEE/Gulf Southwest (ASEE/GSW) annual meeting is listed in Table 1. Table 2 summarizes information on 2005-06 ASEE sectional meetings.

The task of organizing an annual meeting may be divided into a number of major efforts including: selection and management of meeting facilities (hotel, meeting room, audio-visual equipment), selection of theme and topics, fund raising, paper review, selection of session chairs, invitation of speakers, public relations, and printing and production (call for papers, program, proceedings).

Preliminary Planning

Selection of sites for hosting a sectional meeting varies among ASEE sections. In some sections, institutions volunteer to host a meeting. In others, hosting a meeting by engineering schools within the section is mandatory based on a rotational schedule. For example, in the Gulf- Southwest section institutions volunteer to host a meeting. The only restriction is that location of the Annual Section Conference shall be alternated within the section as follows: East, Central, West, Central, etc. In contrast, in the North-Midwest section, all seventeen (17) engineering schools are required to host a meeting, based on a rotating schedule.3

Karimi, A. (2007, June), Planning And Organizing A Regional Asee Annual Conference ? An Update Paper presented at 2007 Annual Conference & Exposition, Honolulu, Hawaii. 10.18260/1-2--2711

ASEE holds the copyright on this document. It may be read by the public free of charge. Authors may archive their work on personal websites or in institutional repositories with the following citation: © 2007 American Society for Engineering Education. Other scholars may excerpt or quote from these materials with the same citation. When excerpting or quoting from Conference Proceedings, authors should, in addition to noting the ASEE copyright, list all the original authors and their institutions and name the host city of the conference. - Last updated April 1, 2015