1

W O R K S H O P

WORKSHOP

Presented by:

ACEC/CO Awards Committee

June 14, 2013

ACEC-Colorado

Thank you

for attending

today’s workshop

3

W O R K S H O P

INTRODUCTIONS

Fred Berkey – Merrick & Company

Julie Ann Dill – ACEC Program Coordinator

Marilen Reimer – ACEC Executive Director

Stuart Monical, PE; President/CEO, MKK Consulting Engineers

Adrienne Dallagiacoma - uli Creative PR consultant for ACEC-CO

4

W O R K S H O P

AGENDA

Safety Tips

Introductions

Overview of EEA Program/Call for Entries – Fred Berkey

Preparing Your Entry –Julie Ann Dill

Rules & Guidelines / Judging – Stu Monical

PR & Marketing Opportunities – Adrienne Dallagiacoma

Q&A

One-on-one assistance

W O R K S H O P

Safety Tips handout

All exits are clearly marked with signs

Evacuation route: back to the lobby and exit north or south doors

Restrooms - across the hall

Safety Tip:

Gas grills

Fire extinguishers

Safety Tips & General Information

W O R K S H O P

Fred Berkey Merrick & Company 2014 ACEC Engineering Excellence Awards

This workshop is the program kickoff

Today we will cover:

How the program works

Choosing the right project

How to prepare your entry

Call for Entries:

Rules & guidelines

Judging process

General tips

Benefits of participating

EEA Program Overview

W O R K S H O P

Call for Entries contents

Call for Entries contents - Colorado rules: Eligibility (Julie Ann)

Awards

Judging

Rating Guidelines

Publicity

Benefits (Adrienne)

Timeline (Julie Ann)

Fees

Entry Categories

Entry Contents List

Entry Contents (details)

List of writers, graphic artists, photographers, and photo labs

Workshop: how to plan & prepare your submittal

Helpful hints in submitting your awards entry

Deliverables checklist

Common errors (Julie Ann)

Submission delivery

Intent to Enter Form

Official Entry Form

W O R K S H O P

Award Types

MERIT AWARD

To recognize projects for their extraordinary engineering solutions based upon the award criteria.

HONOR AWARD

For outstanding engineering solutions based upon the award criteria.

EXCELLENCE AWARD

Awarded for project showing excellent engineering solutions based upon the awards criteria.

EEA-Colorado winners eligible to advance to national competition (Washington, D.C.)

OUTSTANDING GRAPHICS AWARD

Awarded for best photographic display panel graphics - judges’ choice

The GRAND CONCEPTOR AWARD

Awarded only when one project receives very high scores from the judges

Must score well above the other entries - award is not given every year

W O R K S H O P

Project Award Categories

Category A - Studies, Research & Consulting Engineering Services

Category B - Building/Technology Systems

Category C - Structural Systems

Category D - Surveying & Mapping Technology

Category E – Environmental

Category F - Waste & Storm Water

Category G - Water Resources

Category H - Transportation

Category I - Special Projects

Category J - Small Projects

Category K - Energy

Category L - Industrial & Manufacturing Processes & Facilities

W O R K S H O P

Fees

ACEC/CO EEA entry fee: $495

Colorado member organizations

MO will be billed upon receipt of the INTENT TO ENTER form

Non-member entry fee: $895 (must accompany your entry)

All entry fees are non-refundable

First-Time or Returning Entrants’ Discounted Fee:

First time entrants

Haven’t entered for at least seven years

Fee is only $200

Special rate is only for ACEC/CO members

ACEC National Awards Program:

National competition fee: $1,100 for members

$3,500 for non-members

A check must included with submittal

Materials submitted to ACEC national competition will NOT be returned

W O R K S H O P

Getting Started

Find your best project(s)

Determine the best category in which to enter

Are project details available (SME)?

Can you find or take quality photos?

Can you get client approval?

Consider:

All the deliverables required

Rules, guidelines & judging – Stu

PR & marketing benefits - Adrienne

W O R K S H O P

Assistance

In house assistance - or contract…

Photography

Technical Writing

Graphic Design

Printing

See Call for Entries for services available

Call the ACEC-CO office with questions

W O R K S H O P

Intent to Enter

Once you decide on your project(s)

Make sure your client will approve it

Is your project confidential?

Determine if you can produce it in house, or if you need assistance

Decide on outside services – check turnaround times and prices

Then submit the Intent to Order Form

W O R K S H O P

Things To Do Early

Locate high-quality photos

High resolution for photographic display panel

Take new/additional photos if necessary

Write First Draft of Project Description first

Panel text will be based on this

Produce panel draft layout

Prepare Entry Form (get client signature)

Have client write letter stating satisfaction with project

W O R K S H O P

Components of a Submittal

ACEC/CO changes:

No 3-Ring Binder

No Powerpoint presentation

Display Panel

Envelope and CD ROM

Official Entry Form

Signed Letter from Client/Owner

Executive Summary (1 page max. – double spaced)

Project Description (3 pages max.)

Key Participants (1 page max.)

Photographic Display Panel prints (8-½” X 11”)

Media List (e-mail addresses)

W O R K S H O P

Display Panel

Prepare a draft layout

Use information from project description/executive summary

Follow all specifications

Font & photo size guidelines

Maximum word count

Get professional graphics assistance, if needed

Have SME review panel for accuracy

Long-lead item

Send it EARLY to your printer

This can take up to 2 full weeks!

W O R K S H O P

Project Description, Executive Summary

Research

Get SME to write draft project description

Project Photos

If needed, see list for professional photography assistance

3 photos of design & construction; 3 final photos

Finalize Project Description

Have it reviewed by SME for accuracy

If needed, see list for professional writing assistance

Then write Executive Summary last

Get Client’s review of both (of entire submittal if possible)

W O R K S H O P

Finalize, Proof, and Submit

Carefully review your entire submittal

Use the Deliverables Checklist (page 17)

Deliver final to ACEC/CO office no later than Friday August 30th, 5 pm.

W O R K S H O P

Julie Ann Dill Program Coordinator

Preparing Your Entry; Planning Your Design

Start planning and preparing early!

Is project eligible?

Any Colorado engineering or surveying firm is eligible - Member of ACEC or not.

Large project or small projects – any location.

At least 50% of your firm’s work must have been done in Colorado.

Timeframe:

Construction of projects (Categories B through L – except D) completed between Nov. 1, 2011 and Sep. 20, 2013.

Research and Studies (Category A) or Surveying and Mapping projects (Category D) completed between Nov. 1, 2011 and Sep. 20, 2013.

Ask non-technical people to review the materials

Judging is based on both the panel and envelope contents

W O R K S H O P

Preparing Your Entry; Planning Your Design

Common Errors with Photographic Display Panel:

Use ACEC National logo – not ACEC/CO

Label is missing on back of panel – or information is incorrect

Matte finish was not used on panel

Common Errors with the Envelope Contents:

Date of project completion does not fall within required limits (Nov. 1, 2011 & Sep. 20, 2013)

Signatures are missing – entry Form and Client Letter

Letter from Owner/Client is addressed to ACEC/CO.

It should be addressed to ACEC national.

Executive summary exceeds one page - or is not double spaced.

Criteria details not met, not all addressed, or are difficult to find

100-500 word description:

Is too technical - not written for a lay audience

Does not describe the project

List of key participants is missing

Budget information is incomplete

Unanswered questions, such as why did the project exceed the budget?

W O R K S H O P

Preparing Your Entry; Planning Your Design

Use “DELIVERABLES CHECKLIST” – page 17 PHOTOGRAPHIC DISPLAY PANEL:

Panel Size 30” X 30” Photos Six maximum (not including background), 35 sq. in. minimum size each. ACEC logo Include on front of panel Word Limit 250 words max. (not including captions) Information Include project title & location, client name & location, entrant’s name & location Blank space 2” X 2” blank space in top right corner (not white) Label on back Firm name, firm address, project name, category Velcro on back Four, 9-inch long strips (hook side), attached vertically near corners

ENVELOPE:

Official Entry Form Submit copy of signed form; save original signed form for national competition Signed letter from client/owner Submit copy of signed letter; save original signed letter for national competition Executive Summary One page maximum Project Description Three pages maximum; include 100-500 word project summary

Key Participants One page maximum Photographic display panel Size image to 8½” X 11” (laser prints) Media List E-mail addresses for publicity

CD-ROM:

Label: Attach label to CD with Firm Name, Project Name, and Category Contents: Photo Folder Six high-resolution photos or graphics, JPG files, RGB, 300 dpi, 7-½” X 10” size

Judges’ Folder Entry Form PDF file of form with signatures

Signed Client Letter PDF file of letter with signatures

Executive Summary MS Word file or PDF file

Project Description MS Word file or PDF file

Photographic Display Panel PDF file

Media List Excel file

Supplemental Report MS Word file or PDF file; for Category A submittals only

Media List Excel or MS Word file

Read, read and re-read the rules!

W O R K S H O P

Stu Monical MKK Consulting Engineers

Rules, Guidelines & Judging

What the Judges Use to Evaluate the Entry:

Judges’ Rating Guidelines – page 5 in ACEC/CO’s Call for Entries

Judging Criteria – page 5 in ACEC/CO’s Call for Entries

Judges want entry to address to judging criteria in the project description and on the panel.

Judging will be based on the envelope contents and the photographic display panel

W O R K S H O P

Adrienne Dallagiacoma uli Creative

PR & Marketing Benefits

ACEC/CO Public Relations Outreach Extensive professional public relations and media outreach is executed each year throughout Colorado, including:

Entry boards are displayed at State Capitol, Feb., 2014

Entries are featured as stories in Colorado industry trade publications (print/electronic)

Winners and entries are featured on ACEC/CO website and are archived for future reference

Press releases are distributed announcing winners to Colorado media outlets

Feature press release is distributed in project location publications and media outlets

Award winners are featured in Colorado Engineers (2014), an annual television documentary produced for air on statewide stations including Comcast and municipal access channels – produced by a professional, award-winning production team

Entries are displayed in a new, sponsored printed program that will be presented to luncheon attendees and distributed to target audiences via ACEC/CO

NEW! EEA Award Winning Projects are featured on ACEC/CO website, as content posts featured on the home page

NEW! Social Media campaign

NEW! Local community outreach campaign, ACEC/CO in partnership with client entity

24

W O R K S H O P

Members, Create your own PR Program – some helpful tips:

Package the entry, present to your local City Council (firm location); present to City Council in project location; include copy of board and photo book, copy of Colorado Engineers 2014 television documentary

Provide client with display board and a copy of the entry book

Create a photo book with photos and descriptions featuring your firm’s expertise and outcomes that benefit the public

Author articles to provide more in-depth information about the project – submit to local outlets in proximity to project location

Create white paper with “lessons learned” for technical trades

Create “lessons learned” workshop to be given to your staff; create presentation for other clients who might benefit from “lessons learned” for future projects

Present “lessons learned” workshop at appropriate associations

Create in-house award for project team, incentive for others to break new ground in project solutions for future entries

Add special section to Statement of Qualifications and website featuring the project (and others from past years)

Post a link to the Colorado Engineers 2014 project segment on your website Promote entry on Facebook, Twitter, LinkedIn (PM, project team), company blog, firm YouTube channel

Create email blast for clients: “Just In” announcing award, add message that you want them to be among the first to know about your achieving this distinctive award

Create story for your website, videotape client and staff, create intimacy marketing approach for extending reach

W O R K S H O P

Questions & Answers

&