Prior to the event:

• Identify company to host meeting.
• Get phone number and email address for onsite contact.
• Identify target date, time, and duration.
• Request special equipment or services needed. See below for virtual advice.
• Secure space.
• Draft and publish event with location map on IEEE vTools.
• Create eNotice in IEEE vTools.
• Review RSVP and check for issues.
• Order food.
• Print registration list.

Day of event:

• Bring ID and parking pass with you, if required.
• Ensure compliance with any company regulations/security/parking, etc.
• Put directional signs out for parking.
• When attendees arrive:
  1. Welcome attendees to the meeting.
  2. Make sure attendees parked in the designated lot. Validate parking or hand them a parking pass, if required.
  3. Create name tag.
  4. Encourage networking and information sharing.
• During meeting:
  1. Welcome all attendees,
  2. Review safety procedures, facility information, housekeeping, and agenda.
  3. Discuss IEEE programs and benefits.
• After meeting:
  1. Announce upcoming meetings and special events.
  2. Thank host.
  3. Thank attendees.

Post event:

• Send a thank you note to the host.
• Share attendee feedback.
• Follow up on any action items.
• Report attendance in vTools.

Virtual meeting advice:

• Test out the ability to get a good internet connection with sufficient bandwidth prior to the meeting. Preferably, the test should be done at the same time of the day and on the same day of the week as when the actual meeting will take place.
• Make sure that access to the internet does not get turned off after hours and that the available bandwidth does not dramatically change for the worse during the period when you will need the access.
• Make sure that you have any required passwords, access permissions, etc. that will be needed to get access to computers or the internet.
• Have a backup internet option such as using a cell phone as a wireless hotspot.
• Do not depend upon the speaker and microphone in a laptop to be the audio interface between you and remote participants. Unless the person speaking is right in front of the laptop, it will be difficult for the remote audience to hear them and for the people who are onsite to hear questions or comments from the remote audience. Consider investing in a quality conferencing speakerphone or conferencing speaker/camera system. An Anker PowerConf speakerphone costs about $100. It uses electronic steering of microphones to pick up the voice of the primary speaker in the room while canceling out the background sounds. An Owl Labs Meet Owl Conference Room Camera costs $1000 to $2000. It will serve the same purpose as the Anker PowerConf speakerphone, but also includes a camera that can rotate 360 degrees to focus on the person in the room who is speaking.
• Have IT department rep available onsite in case of any issues.