A weekly guide to I2V Planning Appendix C Shared Document URL

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Feb 20, 2013 (4 years and 1 month ago)

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Student Ambassador

Invention2Venture

Planning

Guide

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Table of Contents


Introduction

................................
................................
..............................

3

About Invention2
Venture

................................
................................
.........

3

Workshop Development and Planning

................................
....................

3

Invention
2
Venture Past & Present Host Partners

................................
..

4

NCIIA

Personnel

................................
................................
........................

5

Outline of Responsibilities

................................
................................
.......

6

Invention2
Venture Sample Agenda

................................
.........................

9

Presenter/Speaker Criteria

................................
................................
.....

10

Guidelines for Speakers for Selected Topics

................................
.......

11

Sample Workshop Budget

................................
................................
.....

14

Sponsorship Information

................................
................................
.......

15


Appendix
A: Examples of I2V Marketing Materials:

.............................

16

Participant Guide

................................
................................
................................
......................

17

Posters

................................
................................
................................
................................
.......

1
8

Postcards

................................
................................
................................
................................
...

19

HTML e
-
mail

................................
................................
................................
............................

20

Invention2
Venture Website

................................
................................
................................
......

2
1

Sample
Invention2Venture

Micro Site

................................
................................
.....................

21

Website Editing Tools

................................
................................
................................
..............

22

Appendix B: The 9Line: A Weekly Guide to I2V Planning

....................

23

Appendix C:
Shared URL

................................
................................
.......

26







Introduction

This Invention2
Venture Planning Guide is designed to help you organize, plan, promote and conduct a
successful
Invention2Venture

(I2V) workshop. As the I2V Host Site Coordinator, you will be
responsible for all phases of planning and conducting the workshop from creating an appealing website,
to securing interesting speakers to promoting the event on campus. Use this document as

a reference for
each phase of the project. The NCIIA Outreach staff and your Faculty Advisor will also assist you with
this process. An additional source of information is the I2V website at
www.invention2ve
nture.org
.


About
Invention2Venture

(I2V)

The
Invention2Venture

(
I2V
)

workshop
s are
designed to provide
participants an

overview
of the venture
creation process and designed to inspire university entrepreneurs to pursue an idea or innovation that
benefits the planet and/or its people.

Participants attending the event learn the challenges and
opportunities associated with taking an idea, invention, or research innovation to market.
Participants also
connect with resources, partners, and programs th
at can facilitate the pursuit of their entrepreneurial
ambitions.

The one
-
day
Invention2Venture

workshop incorporates guest speakers, panel discussions and networking
opportunities scheduled around such topics as: becoming an entrepreneur; validating you
r idea; finding
the money to support your venture; protecting your intellectual property; marketing your business; and
building a strong team. NCIIA will also help you to plan and organize a workshop around a specific
theme that meets the needs of your ta
rget audience.


Workshop Development and Planning

The NCIIA Outreach Staff works with the Student Ambassador (SA) at each institution to ensure that a
consistent and quality program is delivered that both fits the needs of the specific campus audience and
meets the general objective of the I2V program. With the guidance and assistance of the NCIIA Outreach
Staff, Student Ambassadors will be responsible for the management of the following aspects I2V
workshop planning:



Budget and Funding



Theme and Format



Date and Venue



Logistics



Event Partners and Sponsors



Marketing and Promotion



Website Management



Moderators and Speakers



Workshop Materials



Event Day Management



Post
-
Event Reports


For detail on the planning process (minimum of two months), see Appendix B.

To see a snapshot of the
types of tools and templates that host sites have available to them, see Appendix C.



Invention2Venture

Past & Current Host Partners



Since 2003, close to one
hundred
Invention2Venture

workshops
have been conducted at over sixty
colleges and universities across the country
. Listed below is a list of past and current host sites.

American Chemical Society

American Society of Mechanical Engineers

California Stat
e University at Fresno

Cornell University

Illinois Institute of Technology

Johns Hopkins University

Kansas State University

Lawrence Technological University

Lemelson
-
MIT Program

Louisiana State
University

Massachusetts Technology Transfer Center

Microsoft

New Jersey Institute of Technology

Northeastern University

Oregon Health and Science University

Pennsylvania State University

Portland State University

Rice University

Rowan
University

Temple University, Philadelphia

University of Arizona

University of California, San Diego

University of Central Florida

University of Colorado at Boulder

University of Colorado at Colorado Springs

University of Colorado at Denver

University of
Florida

University of Illinois at Urbana
-
Champaign

University of Kansas/University of Missouri
-
Kansas City

University of Kentucky

University of Maine, Orono

University of Maryland

University of Massachusetts Amherst

University of Massachusetts Lowell

Unive
rsity of Massachusetts Dartmouth

University of Massachusetts, Lowell

University of Nevada, Reno

University of New Mexico

University of New Orleans

University of Portland

University of South Dakota

University of Southern Maine

University of Southern Missis
sippi

University of Texas, El Paso

University of Vermont

University of Wisconsin, Milwaukee

Valparaiso University

Worcester Polytechnic Institute


NCIIA

Personnel


Phil
Weilerstein, Executive Director, NCIIA

The NCIIA is lead by Phil Weilerstein, Executive Director since the NCIIA’s launch in 1996. In this
position he is responsible for managing and developing the NCIIA’s program offerings and membership
alliance. Phil ha
s extensive experience in organizational development and operations management. He
received a B.S. in Environmental Microbiology at the University of Massachusetts, Amherst where as a
graduate student he was a co
-
founder of EcoScience Corporation, a public
ly held biotechnology
company. He has been a founding team member of a number of other ventures. In addition to his role
with the NCIIA, Mr. Weilerstein consults in the areas of strategic planning, program development and
quality management.


James Barlow
, Manager Outreach


James has worked in the University entrepreneurship space for 7 years and has been Commercial Advisor
or Commercial Director for 16 start
-
ups as well as consulting internationally on start
-
up strategy,
enterprise education and training.

Prior to working in Higher Education, James has been a Performance
Coach, Motivational Speaker and Strategy Consultant for FTSE listed companies and also worked in the
Pharmaceutical Industry in Sales and Sales Management. He earned his BSc Honours Degree

in
Biochemistry from the University of Kent.
jbarlow@nciia.org


Patricia Boynton, Program Associate

Patricia supports two primary programs at NCIIA: the
Invention2Venture

workshop series and the
BMEidea

biomedical engineering student competition. Patricia is committed to strengthening the I2V
program to ensure success for both host institutions and participants. Patricia has worked for NCIIA since
April 2008. She brings to the position many years of expe
rience working for entrepreneurial companies,
both technology and non
-
technology based. Most recently she provided marketing and sales support for
MicroCal, a scientific instrumentation company based in Northampton, MA. Patricia has a B.A. in
Psychology fr
om the University of Massachusetts at Amherst.


Humera Fasihuddin,
Program
Manager

for Outreach

Humera oversees
the Advanced
Invention2Venture

workshop program

and
coaches

and mentors

teams
post
-
workshop, as well as
manages BMEidea, a national student competition in biomedical engineering.
Humera is the co
-
founder of Edical May, a manufacturing and business development company enabling
scale
-
up of new medical devices. She spearheaded
the Western Massachusetts Regional Technology
Corporation. Humera began her career at materials manufacturer Intelicoat. She worked her way up from
operations to technical support, and finally to managing a $40 million business unit in the CAD arena and
cu
ltivating a new digital proofing business unit. Humera earned her MBA from UMASS Amherst in 2000
and her B.S. in Mathematics (minor in Economics) from Smith College in 1992.


Mary Secor, Program Coordinator for Outreach

Mary is responsible for the development and implementation of entrepreneur education programs, such as
the
Invention2Venture

workshops. She also works with NCIIA members and strategic partners to
promote the organization of regional and national networks c
ommitted to promoting invention,
innovation, and entrepreneurship in higher education. Mary has over nineteen years of experience in
higher education as an educator, advisor, program director, administrator, coach, recruiter, and consultant.
She has worked

with entrepreneurship programs across the country in developing and organizing
programs and curricula and has also presented at national conferences on topics related to student
learning, retention, engagement and

performanc
e.

Outline of Responsibilities




Student Ambassador

NCIIA



Budget


Develop and take responsibility for workshop
budget.

Work with the SA to develop the budget based
on the experience of other I2V events.

Workshop Theme and Format & Dates


Conduct internal assessment to identify
workshop theme, topics, format and agenda


Select venue, workshop date

Work with SA to explore possible themes,
select appropriate dates and identify and
campus resources for hosting the event



Funding & Sponsors


Contact local entrepreneurship
organizations,
attorneys, marketing specialists, mentors, and
advisors, and other campuses and organizations
to solicit sponsors and funding.

Make suggestions on securing funding for the
workshop.

Workshop Planning Team


Identify planning advisors including contacts
for marketing, planning, speaker development,
website development, and fundraising


Create workshop planning project outline with
NCIIA to establish deadlines for deliverables,


Participate in regularly
scheduled conference
calls with the NCIIA


Outline workshop goals and responsibilities

Work closely with SA for support with
marketing, planning, speaker contacts, and
fundraising


Review project planning outline and monitor
project achievement of
milestones


Participate in regularly scheduled conference
calls with SA

Logistics


Plan and take responsibility for logistics
including securing venue, selecting caterer and
ordering food and beverages, audio visual,
parking arrangements, on
-
site
registration,
speaker logistics, including transportation and
lodging as necessary


Assist the host in planning logistics based on
experiences with other I2V events.

Event Partners and Speakers


Contact local entrepreneurship organizations,
attorneys, marketing specialists, mentors, and
advisors, and other campuses and organizations
to recruit speakers, partners, and/or
participants.




Work with the SA to identify and contact
appropriate
partners and advisors.

Student Ambassador

NCIIA




Speakers

& Moderators


Recruit local speakers and establish ongoing
contact


Collect bios from speakers and post
information on workshop website


Secure PowerPoint presentations from speakers


Secure
workshop moderators


Discuss and establish speaker criteria with SA


Assist in identifying and recruiting speakers for
the workshop


As needed, interface with speakers on
presentation content and format


Provide panelists information and outline of
panel
session

Marketing


Provide information to NCIIA for promotional
materials


If necessary, provide in
-
house customization of
materials


Distribute promotional materials (press release,
e
-
mails) both on
-

and off
-
campus and through
social media


Using
information provided by SA to provide
HTML e
-
mail for marketing purposes


Work with SA to ensure participation from a
diversity of on
-
campus and off
-
campus people



Provide SA appropriate branding guidelines
and information

Website


Manage the I2V
website using an easy to use,
web
-
based tool (no HTML code or web
development knowledge necessary)


Add and update information about the
workshop as planning progresses, including
agenda details, speaker information and bios,
workshop logistics, and
sponsor/partner logos

Build out website template on the main I2V
website, and provide training and technical
support on the use of web
-
based tool


Provide online, secure registration capability
and payment processing via site registration
page


Note: SA’s

are required to use the
I2V website
and registration
for
Invention2Venture

programming


Workshop Materials


Print out workshop nametags


Email an updated registration list (eliminate
no
-
shows and include names and email
addresses of anyone who
registered at the door)
by 12 noon on the following day of the
workshop

Provide specified number of participant guides
(includes personalized cover, workshop
agenda, and speaker bios)


Provide nametag template and capability to
download names from
registration database


Distribute online workshop survey the day of
the event and compile results.

Student Ambassador

NCIIA




Workshop Attendance


Ensure adequate staffing the day of the
workshop (registration table, AV support,
general logistics)


Send an NCIIA representative to the workshop
(if possible)

Post Workshop


Submit a final report on your I2V workshop by
the agreed upon deadline



Participate in final close
-
out call with the
NCIIA to assess and reflect on workshop
planning and delivery


Compile and provide online survey results


Return participant fees less a processing fee to
the host within 45 days of receiving the final
report


Schedule final close
-
out call







Invention2Venture

Sample Agenda


8:00


8:30

Continental Breakfast, Registration, Pre
-
Networking


8:30 8:45

Welcome & About NCIIA


8:45


9:45

Is Technology Entrepreneurship for you

-

Entrepreneur tells his/her own story


9:45


10:00

Break


10:00


10:45

Idea Validation & Opportunity Assessment


10:45


11:30

Marketing & Sales for Early Stage Companies


11:30


12:15

Issues in Intellectual Property Licensing

Lecture (20 min), Panel on uses, benefits, do’s & don’ts (25 min)


12:15


1:15

Networking Lunch

Tables can be set up to enable networking with key speakers


1:15


2:00

Building the Team


2:00


2:45

The Perfect Business Plan, Slide Show, & "Elevator Spee
ch"


2:45
-

3:00

Break


3:00


4:00

Finding the Money

Lecture on different types of money (20 min), Panel discussion, different types of investors (40
min)


4:00


4:15

Ending Remarks & Adjourn



Presenter/Speaker Criteria


General Criteria for all Speakers




Knowledge of subject



Hands on experience in area of presentation



Ability to relate to college students



Interesting, dynamic speaker



Ability to relate personal experience in an interesting way: someone who has a storehous
e of good
business stories and knows how to tell them well, but understands that “less is more” and is able to
deliver an engaging presentation.



Willing to devote time to prepare ahead of time



Willing to provide copies of presentations ahead of time and to

accept and act on comments of
organizers to ensure that her/his individual presentation fits within the allotted time and with the
presentations of others both from a content and a style/tone perspective. For the shorter presentations,
willing to provide
additional material which can be inserted in a Workbook to be given to the
attendees.



In order to provide appropriate role models for a diverse group of participants, it is desirable to have a
group of presenters that include women and minorities.






Gui
delines for Speakers
for
Selected
Topics


Topic I:
Is Technology Entrepreneurship for you?

Generally, this is an opportunity for an alumni entrepreneur or other inspiring entrepreneur to give the
audience a realistic sense of the ups and downs of
entrepreneurship. Often a “local hero”, this person has
the responsibility for setting the tone for the day and should be viewed as a keynote.



Think of people who have s
tarted
at least one

company



It would be preferable to have someone who has tried to start several and failed at least
once…particularly if they tried while they were in college or just recently graduated



Might be possible to have 2 speakers who have had somewhat different experience
s; or one of
them might be an industrial psychologist who works with entrepreneurs


This topic can also be adapted to fit the needs of different audiences. For example, a social entrepreneur
might talk about how their idea or innovation helped people
living in poverty or at the base of the
pyramid. A professor might talk about how their research was applied and commercialized to address a
pressing environmental problem.



Topic II:
Idea Validation & Opportunity Ass
essment

T
his is
the session when

a speaker or panel
offer
s

ideas and suggestions for
validating an idea. Speakers
often talk about the research that is done to determine whether an idea is
“innovative” enough to meet a
large enough
market need or potential
market
opportunity and the strategies utilize to gather information
from potential customers,
scientific and
industry experts, business professionals,
and
government
agencies.


Potential speakers might include:



An entrepreneur
who has done this several times



A VC or Angel who does it as part of their due diligence and understands how NOT to do it as
well as how to do it



A consultant who works with new companies



A technology marketing or technology licensing professional



A busine
ss or government consultant


Topic III:
Sales & Marketing

This is an opportunity for

speaker
s to describe the difference between sales and marketing and to describe
why entrepreneurs need to be able to clearly
answer

four key questions when describing their innovations
to potential customers and funders:
What is the problem?
What is you
r solution?
Who needs it?
Why
you?

Speakers can also describe strategies and techniques for identifying, contacting,
managing
relationships and closing the deal with potential customers, partners, or funders as well as ideas for
mark
et
ing and promoting

their product or innovation
through

different marketing channels.


Potential speakers might include:



A sales and marketing consultant who works with technology businesses



A sales and marketing professional from an existing company



A faculty member who
teaches sales and marketing with a start
-
up and technology
-
company
orientation


Guidelines for Speakers for Selected Topics

Continued


Topic IV
:

Building the Team

Successful start
-
ups are often built upon the
knowledge, expertise,
advice, guidance, management, and
leadership of
a team of founders, advisors, mentors, and board members.
This presentation describes they
type of individuals and expertise an entrepreneur needs to launch a

new venture, the options for soliciting
and selecting advisors and board members, and the pitfalls and challenges associated with managing a
new venture.
Potential speakers

and panelists

might include:




A VC or alumni entrepreneur who is experienced in

early stage business creation



A successful entrepreneur who has built early stage businesses,



A consultant or “venture developer” who works with early stage, ideally university
-
related
businesses



VC or entrepreneur who has helped build several companies in different areas who might
comment on:



The importance of different parts of the Team different industries/technologies (e.g., the
critical nature of a scientific advisory board in biotech)



The
things financial people want and when in the life of the venture they think it is important
look for and also what they do not want to see (e.g. Aunt Tillie on the Board of Directors)



The detrimental impact of dysfunctional Teams


Topic V
:
IP & Licensing

This slot is often used for the sponsoring law firm.
It might be best if either 2 lawyers from the same Firm
shared the Legal presentations, or one lawyer did both parts.

Could also be a panel discussion with an IP
attorney

and a
university
licensing officer.

Speakers often talk about how an invent
or or innovator can
protect his/her idea or innovation and the timeline, process
, and expense

of filing a patent

application.
University
TTO also talk about the resources and processes
available to researchers at their institution.
It
is often advisable
to provide
extended
opportunities for
questions and answers.

Speakers might include:



A law firm partner from a firm department that specializes in technology startups …and has a very
practical BUSINESS approach



A law firm partner specializing in IP who und
erstands copyrights, trademarks and trade secrets as
well as patents … and can relate the $$ problem that a start
-
up has in paying for IP protection. The
presenter should also understand foreign IP protection and be able to comment on the need for doing
so

and when



A CEO of a new venture that has used a licensing strategy



An experienced licensing officer from the university Technology Licensing Office

(TTO)



An experienced licensing officer from the university Technology Licensing Officer who can talk
more
about
strategy

than about university
rules,



CEO of a new venture that has engaged in university licensing


Guidelines for Speakers for Selected Topics

Continued


Topic VI:
The Perfect Business Plan

This is a session often devoted to helping participants
learn about the dos and don
’ts of writing a business
plan. Speakers briefly outline the major components of a typical business plan but often spend more time
providing descriptions and
/or

stories of effective and poorly written
plans.

Participants often
learn about
where to
focus their

time and effort when preparing a business plan.

Ideal speakers include:



A VC or other professional who has experience reading executive summaries and business plans



A faculty member teaching entrepreneurship



A consultant
who helps companies write plans



Judge from Business Plan competition



Entrepreneur who has been through it several times



Topic VII:
Finding the Money


Often scheduled near the end of the day t
his
session
is usually conducted as a panel discussion
.

Pa
nelist
s

outline the different sources, process
and timing for securing
funding
including:

bootstrapping, angle
funding, venture capi
t
al funding, government grants

and competitions.
Panelists often
includ
e
:



A VC



A Managing Director of Angel Fund



A CEO
or CFO of new venture that has just gone through financing



Someone who has bootstrapped a company



Someone who has SBIR experience



Sample Workshop Budget


Below is an example budget for an Invention
2
Venture workshop.



Number

Unit Price

Total



Income






Participants







Students and faculty


120


$ 15



$ 1,800



Bu
s
iness community


40


$ 75



3,000



Gold sponsorship


1


$ 2,500


5,000



Lunch sponsorship




$ 1,000

2,000



Supporting sponsorship






NCIIA
Marketing
Gra
nt




2,500



T

Total Income



$ 14,300









Expenses






Lunch


160


$ 15


$ 2,400



Breaks


160


$ 10


1,600



Equipment rental




100



Space rental




1,000



Misc marketing




500



Conference Materials



Included
----------------------

Website Hosting



Included
----------------------

Marketing Materials



Included
----------------------

Other




500




Total Expenses



$ 6,100









Net Income



$ 8,200





With the help of local and institutional sponsors, t
he Invention to

Venture workshop
can be

a revenue
generating event
. It is an opportunity for you to raise dollars to support
other

Student Ambassador
program initiatives.

The NCIIA provides a participant registra
tion system and website. Funds from registration are collected
by the NCIIA and credit cards
are
processed
.
NCIIA will send
the fees check
to the
h
ost

within 45 days of
the end of the workshop
,

less a transaction fee of $1 per transaction or 5% of the
transaction, whichever is
greater,





Sponsorship Information



Invention
2
Venture events are intended to become recurrent, net cash generating events for
Student
Ambassador Programs.
There is significant opportunity to secure sponsorship of the workshop,
particularly from alumni and from interested service providers in the community. The following table is
an example of the sponsorship levels and benefits that a host institution may pr
ovide to sponsors. The
NCIIA will work with the
Student Ambassador
to secure sponsorship for the event but funding for the
event is ultimately the responsibility of the
Student Ambassador and the host institution
.



Appendix A

Examples

of I2V Marketing Materials






Participant Guide

This 60 page guide is provided to each attendee as
a
companion

piece

to the I2V workshop and is
an excellent addition to
an Introduction to Entrepreneurship

library.

The book contains
seven
sections

with additional information

one for each workshop topic
,

as well as a glossary of
terms for each section.



Posters


To help market your
Invention2Venture

event, NCIIA gives each host institution 30 high
-
quality

off
-
set printed color posters. These 11”x17” posters are printed in large quantities, then
imprinted with details about your event. Post them throughout key departments on campus
(engineering, management, science). Host sites can request additional qua
ntities to share with
other collaborating institutions, for posting at their key venues.




Required Details:


Date

Time

Venue

Cost

Contact

Sponsor Logos






Postcards

If your budget allows, NCIIA can create printer
-
ready postcards (in PDF form) for
you to take to
your local printer of choice (or on
-
campus printer, if applicable). These are excellent marketing
tools if you have access to large mailing lists. Alternatively, if you have a large campus or a
number of collaborating partners, postcards a
re an excellent marketing piece. Just leave short
stacks of postcards anywhere target attendees might reach them: campus centers, department
offices or lounges, libraries, bathrooms or registration tables at similar events.




Required Details:

Date

Time

Venue


Cost

Contact

Sponsor Logos

Return Address



HTML e
-
mail

(text emails also available)

NCIIA
can provide

html
and text
emails
for you to use to market your event. In addition, we
will do email blasts to the names in our database in your
geographical area
.
NCIIA uses
Constant Contact and abides by all laws regarding spam.




Invention2Venture

Website

The I2V website consists of a main workshop series site and a micro site built for each
workshop.



I2V Home Page





Sample I2V Micro Workshop Site



Website Editing

Host site coordinators can easily maintain their micro site as they prepare for their workshop.
NCIIA provides a brief training on using this content management tool, as well as full technical
support,

as needed.


Appendix B

The 9Line: A weekly guide to I2V Planning





Appendix C

Shared Document URL

Contains documents and templates to support I2V efforts, including sample speaker and sponsor
ask letters,
speaker presentations,
and a day
-
of
logistics checklist.