Plan and Execute

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4.4.1 Venue for Events

For your event, you will require a venue and here are some examples:

  1. On-Site Conference Venue: If your event is being held alongside a conference, it might be less expensive to host an event in the same venue as the conference. To arrange this, communicate with the conference chair and Society/Council staff, if the Society/Council has staff, well in advance to reserve the venue. Remember: some conferences might not allow external visitors who are not registered for the conference to enter the venue. Make sure to clarify these details including other important information such as availability of food and beverages, access to conference tracks, and other conference events.
  2. Off-Site Venue: If the conference venue does not fit to your event, you may look into some off-site venues to attract both conference attendees and local audience. Some ideas are bars, incubator spaces, company spaces, more informal venues, etc. This may allow you to get into partnership with the host space and attract a different audience. This also allows to come up with event ideas which are less formal and more networking based, such as speed mentoring, drinks with experts, etc. Keep in mind that venues above costs of $5,000 require an official approval from Society/Council staff.
  • If you are looking for cheaper or free of cost venues, university campuses in the local geographic area might be available. For this, you can collaborate with Student Branches in the university and local Section to gain the access to venues.

4.4.2 Tools

To organize events, you will need to use various tools at various stages. Some of the examples of these tools are as follows:

  1. You may want to look at the membership database for members in the local area of your event or for local members of your Society/Council. Gain the access from your Society/Council staff or ask for the relevant information. It will help you to target a specific audience and prepare a better event.
  2. IEEE Collabratec™ is a tool which provides various communities to target for your event. It can help you target event for such communities and market the activities.
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  1. IEEE web hosting is available for setting up a website or web presence. You will find tools and materials that will guide you in creating a suitable online presence for Young Professionals in your Region.
  2. Listserv allows volunteers to request and manage mailing lists. You can use it to set up, for example, a mailing list for all Chapter Chairs in your Society – this will make things so much easier when you have to share information with them, and will ensure no one is accidentally left out. You can also request an email alias for your Society YP team, for example mttyp@ieee.org.
  3. IEEE VoLT is the online Volunteer Leadership Training Program. Over the course of several sessions, you will have the opportunity to learn about different aspects of IEEE.
  • If you don’t have permission to access any of these tools, reach out to your Society leadership or staff members.

 

This needs to be done through a chapter, right?