In preparation:

• Six months: Milestone – all details set
  • Will it be for the Section or the Area?
  • Organizers meet to discuss and define details of activity – e.g., location, vendors, material supplies, activity planning schedule, potential funding sources
• Five months: Prepare flyer and announcement
• Five months: Solicit sponsorship e.g. funding, staffing (emcee, food servers), materials, facilities, refreshments (use SignUp Genius or similar)
• Three months: Book location and food
  • Location ideas: Local museum, zoo, aquarium, park
  • Food ideas: Vendors may be limited by indoor facilities, but parks or outdoor picnic facilities near location can open up more options (e.g., barbeque buffet – we are in the South after all!).  Don’t forget good vegan/vegetarian options.
• Two months: Begin event announcements
  • Post on section website
  • Enter meeting into IEEE vTools (https://events.vtools.ieee.org -> Manage Events -> Schedule a New Event) and Send first e-Notice email (go to https://enotice.vtools.ieee.org/ and sign in (top right)
  • Queue additional e-notices for 1 month and two weeks out
• One month: confirm presenters/prizes procured, contracts signed
• One week: Send Final Reminder/directions/tips to registrants
• Dress comfortable, registration, parking
• Logistics, schedule

On day of event:

• 1 hour before: final setup, volunteers start arriving
• When attendees arrive: Other family friends and spectators
• At start time: Welcome speech and fun kickoff, final instructions for day
• During activities: fun activities begin, refreshments

Later – after event:

• Lessons learned from organizers and volunteers
• Send a thank you note to volunteers, sponsor, facility
• Update website with story and photos of activity.
• Report attendance in vTools