Public Engagement Event Proposal Process

Obtain APS support for your public engagement initiative

To support APS members and units proposing in-person or virtual public engagement initiatives taking place at APS events, APS has established a process for connecting with resources and potential collaborators. This Public Engagement Event Proposal (PEEP) process:

• Helps to link members with APS staff and material resources, if available
• Facilitates transparent communication between APS members, units, and staff about proposed and on-going public engagement initiatives

If your public engagement initiative can benefit from support from APS, the PEEP process can be an excellent way for you to obtain resources to promote and organize your event.

Inform APS about public engagement initiatives that don't require APS resources

Even if your initiative at an APS event does not need APS resources, we still require you to inform APS about your initiative to avoid conflicting events. If we know about your initiative, we can also connect you with potential collaborators.

Please share your initiative by completing the first section of the application. On the third page of the application form, you will select the "inform" option, which will exit you from the survey. APS will review your initiative information to determine if it overlaps with existing or previous public engagement initiatives, and we will inform you about any potential partners or collaborators.

Explore examples of support that may be available

Any APS member or unit can follow the PEEP process to seek support for a proposed public engagement initiative taking place through APS meetings, webinars, or other APS events. Rather than being a mini-grant program, the PEEP process includes financial and/or material support as well as assistance from APS staff. While APS will do our best to support the needs of proposed public engagement initiatives, we may not be able to provide all of the resources listed.

Financial and/or material support

Examples of some forms of financial or material support that may be available include:

• Event space (including rooms at APS meetings)
• AV/IT equipment (e.g. projector, screen, microphones, wifi)
• Furniture (tables, chairs, poster boards, etc)
• Food (which must be purchased through the convention center or hotel if the event is held in a conference space)
• Transportation and parking
• Activity materials, shipping
• Swag items
• Signage and advertising collateral
• Travel grants/stipends to compensate volunteers/presenters/participants

APS staff support

Examples of initiative planning, promotion, and organizing that APS staff may be available to assist with include:

• Advertising the event to APS members and/or external audiences (e.g. sending emails, fliers, newsletter, adding to website or conference program)
• Invoicing, reimbursement, travel booking, and/or management of funds
• Activity/event design and development
• Event facilitation support
• Registration, if the activity or event is intended to take place at an APS meeting
• Volunteer training
• AV/IT support

The APS Committee on Public Engagement (CPE) and APS staff, with input from additional APS departments as appropriate, will review and evaluate applications. Through this process, we anticipate supporting one public engagement initiative per APS event.

Review the application process

If you are seeking APS support for your public engagement initiative taking place at an APS event, please begin by reviewing the public engagement reflective practices guidance and public engagement practices checklist (PDF). APS will prioritize proposals that align with these practices.

Secure an APS unit endorsement

For member-initiated proposals, APS requires the proposals obtain endorsement from a relevant APS unit. APS members should reach out to a relevant unit to receive endorsement for the proposal or contact the APS Public Engagement team for assistance in connecting with unit leadership.

Endorsement means that the unit leadership believes the proposal is aligned with the unit's area of focus within physics and fits the proposed APS event. Unit endorsement may or may not be accompanied by tangible resources from the unit in the form of funding, volunteers, or similar support. Unit endorsement is not limited; a unit can endorse as many proposals as it likes.

Units also control how they allocate their funds. If a unit decides to financially support a proposal but the APS Chief Finance and Operations Officer, with the recommendation from the CPE and APS Public Engagement team, declines to support the proposal, then the Unit may decide whether or not to still commit resources to the event. The unit may choose to continue to support the proposal or it may redirect support to another initiative.

Application form and timelines

Once the proposal obtains unit endorsement, the APS member or unit submits the proposal through APS' application form. APS Public Engagement staff receive the application and share it with the CPE for review.

Proposals will be accepted on a rolling basis and must be submitted for review in advance of the CPE meeting that occurs at least six months prior to the proposed initiative. Decisions on support will be made on a quarterly basis, in conjunction with CPE quarterly meetings. We recommend that you be mindful of the following timelines when submitting your proposal:

• To be considered at CPE Winter Meeting, submit your application by Jan. 15.
• To be considered at CPE Spring Meeting, submit your application by April 15.
• To be considered at CPE Summer Meeting, submit your application by July 15.
• To be considered at CPE Fall Meeting, submit your application by Oct. 15.

The application review process

The CPE and APS Public Engagement team will review applications and assess them based on the following:

• Alignment of the proposal with APS' mission, vision, and values
• The design of the proposal to align with public engagement reflective practices: Do the activities, audience, location, timing, and intended impacts align with the stated goals? Is there a plan for measuring impact?
• Potential impact and risks of the proposal: Does the initiative extend the audience, that is, anyone who interacts with APS and not just APS members, or build new partnerships for APS? Does the impact have the potential to extend past the initiative time period? What are the risks associated with the proposal?
• Resources required and feasibility: Does the proposing team have the experience and/or knowledge needed to carry about the proposal? What kind of support is needed and from whom? Are the resources needed commensurate with the scope and potential impact of the initiative? Does the proposal enhance APS initiatives?

After reviewing applications with APS Public Engagement staff, the CPE then makes a recommendation to the APS Chief Finance and Operations Officer and the APS Chief External Affairs Officer. The APS Chief Finance and Operations Officer and Chief External Affairs Officer ultimately decide whether an application is supported.

Notification of review and support

Once the application is reviewed, you will be informed of the CPE evaluation and APS' decision. We will provide you with a summary of CPE feedback on the application to allow you to strengthen future proposals.

For proposals that have a strong concept but an implementation plan that needs improvement, the CPE may, at its discretion, offer you a chance to revise and resubmit your application for consideration at the following CPE meeting.

If your initiative receives support, you will be required to complete an implementation report, which includes initiative results and impact, and submit it to the CPE.

Contact

Send an email to the APS Public Engagement team if you have questions about the process.