In preparation:

• Identify a date and location of the facility or venue to tour and contact at said facility.
• Contact Facility/Venue Host.
  • Confirm dates and time.
  • Ask about restrictions & special requirements.
    • Competitor exclusions.
    • Citizen requirements.
    • Attendee pre-approval requirement (International Traffic in Arms – ITAR).
    • Clothing restrictions.
    • Government –issued ID required?
    • Cell-phone/camera restrictions.
    • Age restrictions (e.g.no minors).
    • Physical requirements (e.g. have to climb stairs).
    • Logistical limitations (e.g. will tour be in groups 10 or fewer).
  • Determine a location for social and/or dinner after tour, if desired. Contact the venue regarding groups of the size you expect for special requirements like standard tip built-in to reservation.
  • Create maps to tour-facility & social/dinner location (e.g. Google maps). SAVE LINKS to embed (several times) in all announcements.
  • Create Meetup & vTools announcements.
    • Include RSVP person (automatic in Meetup; required entry in vTools meetings).
    • Include organizers contact information.
    • Contact student chapter leaders to help promulgate information to student members.
  • Duplicate meeting info in IEEE vTools if not done already.
  • Create and send IEEE e-notice.
  • Notify associate groups, e.g. ASME, AEE, AIA (include plans for gathering these RSVPs)
  • Gather RSVPs, if required.

Day before event (or earlier if required):

• Reconfirm with host that Tour is a “go.”
  • Ask about using a particular entrance.
  • Ask whether security needs to be notified about visitors.
• Share RSVP information (count, name list, etc.) with Tour host
• Share expected headcount with post-event location also.

On day of event:

• 4 hours before: Drive all around venue so you can answer the “I don’t know where I am, but I see a Citgo station…. how do I get there from here?” questions.
• 30 minutes before: Place IEEE or direction signage (if used).
• 20 minutes before: meet with host & discuss last minute logistics, changes, etc.
• As attendees arrive: Welcome IEEE members to the meeting, talk to them one on one.  Make sure they feel welcome.
• At meeting time: Welcome all attendees, inform them of the emergency exits, bathrooms, etc.  Discuss IEEE and its benefits.  Announce other upcoming meetings.  Sell registering for Meetup.  Introduce speaker.
• After tour:
  • Assist with collection of host’s equipment (e.g. walkie-talkie, hard-hats).
  • Thank attendees for attending, recognize host & reiterate IEEE benefits.
  • Renew invitation for dinner/drinks (if scheduled) & help with directions, car pools, etc.

Later – after tour:

• Send a thank you note to host; share comments from attendees.
• Report attendance in vTools.
• Send attendance confirmations for CE/PDH credits (for members requesting them).