Preparation Timeline:

• Identify Company Contact and Details:

• • Find a contact person at the company to discuss hosting the meeting.
  • Select a date, time, and topic for the meeting, ensuring it aligns with the company’s and attendees’ interests.
  • Coordinate with the contact to arrange a company speaker, if applicable.

• Coordinate On-Site Planning:

• • Coordinate with the company contact to reserve the meeting room and arrange for any necessary access security and parking provisions.
  • Work with the contact to develop a meeting agenda and design a flyer (hard copies/electronic) for promotion.
  • Designate a meeting facilitator to assist on the day of the event.

• Promote the Event and Manage RSVPs:

• • Utilize IEEE vTools Events and eNotice for event promotion and communication at least four weeks in advance. Request RSVPs to gauge attendance numbers.
  • Create a flyer and begin advertising the event through social media, and relevant websites.
  • Submit the event for inclusion in the Region newsletter.
  • Plan for reminders: 0 day, 1 day, 1 week, 1month.
  • Send the list of confirmed attendees to the on-site company contact within an agreed timeframe.

• Arrange for Supplies and Logistics:

• • Collaborate with on-site contact to organize food, beverages, and any other supplies needed.
  • If required, work with the Section Treasurer or Chair to handle payments using the IEEE Concentration Banking.

• Arrange for photography or video coverage, if desired, to capture event highlights.

On the Day of the Event:

• 24 Hours Before:

• • Confirm the food order, including quantities and delivery time.
  • Reconfirm with the company contact that all on-site arrangements are ready.

• 30 Minutes Before:

• • Arrive early to finalize event logistics and review the presentation details with the speaker.

• At Meeting Start:

• • The facilitator welcomes attendees and introduces the speaker.

• After the Talk:

• • Present the speaker with a certificate or gift as a token of appreciation.
  • Begin teardown and cleanup, ensuring that all equipment and materials are collected.

• Wrap-Up:

• • Announce upcoming events and ensure that the meeting area is clean and organized before leaving.

Post-Event:

• 1 Day After:

• • Send thank-you emails to the company and the speaker for their contributions.
  • Complete any necessary administrative tasks, such as submitting event report on IEEE vTools.