In preparation:

• Enter meeting into IEEE vTools Events.
• Prepare nametags and ensure access to extra blank tags for unregistered attendees.
• Print the sign-in sheet (columns: name, email, company/institution, OK to contact, interests/suggestions).
• Generate a QR code linking to Region 3 or Section website, membership benefits, and feedback forms.

On day of event:

• 2 hours before: Print out nametags from vTools (list of registrants); Prepare blank nametags and ensure colored stickers are ready.
• 30 minutes before: Set up the greeting table with nametags, sign-in sheet, and clear instructions for attendees.
• When attendees arrive:
  • Greet members and ask membership level.
  • Show them the QR code for key information (e.g., event agenda, contact details).
  • Request attendees to fill in the sign-in sheet if they don’t have a nametag or didn’t register.
  • Add colored stickers to nametags based on membership levels
    • Students/Graduate Students – Red
    • New Members – Orange (Make a note on list of registrants / sign-in sheet)
    • Young Professionals – Yellow
    • Regular Member – Green
    • Senior Members – Blue
    • Fellow Members – Purple
    • Guests – White

Note: Members may have more than one color. Have volunteers assist with assigning stickers. Colored stickers can be purchased from online retailers like Amazon, office supply stores such as Office Depot and Staples, local retailers like Target and Walmart, or craft stores like Michaels and Hobby Lobby.

• At meeting time:
  • Announce the meaning of sticker colors and encourage attendees to introduce themselves.
  • Facilitate introductions or an icebreaker session (e.g., fun facts or a quick poll).
  • After the talk, encourage attendees to meet someone with a different sticker color.
  • Ask the Meeting Leader to connect with all new members (Orange stickers) and share membership benefits.
  • Request feedback via the QR code or sign-in sheet.

 Later – after event:

• Send a personalized thank-you email to new members and attendees.
• Report attendance in vTools Events, including notes on new members or guests.
• Discuss feedback and brainstorm ideas with the organizing committee for future improvements.