Preparation Timeline:

• 60 Days Before:

• • Choose the meeting topic, focusing on current trends or pressing technical challenges.
  • Define the target audience and consider their interests to ensure the topic resonates well.
  • Select a speaker who can engage the audience with relevant expertise (consider speakers who are willing to exchange their time for a meal).
  • Select a date that suits the target audience’s availability, aiming for a time that encourages attendance (e.g., weekday evening or weekend lunch).

• 45 Days Before:

• • Outline the presenter’s requirements, such as a projector, Wi-Fi access, or ample floor space for demonstrations.
  • Estimate the number of attendees to ensure you reserve enough space.
  • Choose a restaurant that aligns with the event’s needs, taking into account the amenities, seating arrangements, and menu options.
  • If required, work with the Section Treasurer or Chair to handle payments using the IEEE Concentration Banking.

• 30 Days Before:

• • Request the speaker’s bio and a brief abstract of their talk for promotional materials.
  • Utilize IEEE vTools Events and eNotice for event promotion and communication. Request RSVPs if required, to gauge attendance numbers and adjust restaurant arrangements accordingly.
  • Create a flyer and begin advertising the event through social media, and relevant websites.
  • Submit the event for inclusion in the Region newsletter.

• 7 Days Before:

• • Send a final round of event advertisements and reminders through all available channels.
  • Confirm the estimated headcount with the restaurant, ensuring they can accommodate your group comfortably.
  • Re-confirm with the restaurant regarding setup requirements, table arrangements, and any special requests.

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

• 2–3 Days Before:

• • Verify all meeting supplies, including who will bring items such as name tags, IEEE flags, projectors, certificates, and speaker gifts.
  • Contact the speaker for any last-minute needs or adjustments.

On the Day of the Event:

• 30 Minutes to 1 Hour Before Start:

• • Arrive early to set up any required equipment (e.g., projectors, sound systems) and ensure that signage, flags, and sign-up tables are in place.
  • Perform a final walkthrough of the setup, testing all equipment to avoid technical issues.
  • Greet attendees as they arrive and facilitate networking before the meal begins.

• Event Start (Meal/Presentation):

• • Once everyone is settled, introduce the speaker and begin the presentation. The meal can be served during or after the talk, depending on the restaurant’s service style and the event flow.
  • Engage the audience with a Q&A session to foster interaction and make the talk more dynamic.

• 1 Hour After Start:

• • 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.

Post-Event:

• 1 Day After:

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