IEEE_DAY_In_a_Box_2024.pptx for engineering

Editor's Notes

• #1: The IEEE Day team, comprised of IEEE volunteers from all 10 IEEE Regions as well as IEEE staff, are working on empowering members to plan dynamic events that honor the very first IEEE Day. Collaboration will make this IEEE Day bigger and better than ever before. In 2024, we are celebrating the 15th anniversary of IEEE Day and the 140th anniversary of IEEE.
• #2: Worldwide celebrations demonstrate the ways thousands of IEEE members in local communities join together to collaborate on ideas that leverage technology for a better tomorrow. We celebrate IEEE members! We know, with your help, we can keep the momentum going by holding both in person and virtual events this year.
• #3: Our job is to support you and your local Section in planning your event for IEEE Day. In this kit, you will find a wealth of resources to successfully plan an event. It includes everything from coming up with an event idea, to promoting and executing your event, participating in contests, and continuing the conversation with your local members and prospective members.
• #4: Luckily, there’s 10 easy steps to success! Each of these steps will walk you through what’s needed to make your event successful, from the inception of your idea all the way through the event’s impact. Let’s walk through the 10 steps.
• #5: Step 1: Come up with a good idea! Are you struggling with an idea for your event? Don’t stress, we have created a number of event suggestions that have broad interest and appeal, and they range from very small to very large. No event is too small - wherever members are celebrating together, whether in person OR virtually, it’s IEEE Day! Visit ieeeday.ieee.org/events-idea to peruse event ideas and get inspiration.
• #6: For Step 2, you’ll need to map out all of the needs of your event. The best place to start is nailing down the date. Will you plan your event on IEEE Day, or is it best to celebrate during the week of 1 October?  (where you can take advantage of  all the offerings and new member Join discount) Next, determine your budget - that will inform many other aspects of the event, including the venue, food, program, registration, travel, equipment,  and entertainment options. Depending on your budget, you may want to seek partnership with venues that may offer you space for free - including your local library, office space or conference rooms in your organization, university lecture halls or classrooms, museums, park or outdoor locations, off-hours at local place of business, or local restaurant. If working with a limited budget, you can be creative with one of these options. (members place of business - conference rooms) You will also want to think about the flow of the event. How much time will there be for formal presentation? Will there be food served, and how much will be needed? How will you handle dietary restrictions? What equipment will be needed and will you be able to purchase or rent? And how will you help non-members understand how they can become a member through the event?
• #7: For Step 3, it’s time to partner with the appropriate resources to begin organizing your event. If you are new to planning an event, you may want to reach out to your Region Lead, Ambassadors, or past event organizers for guidance. Depending on the size of your event, these resources may be able to guide you in creating an organizing team with defined roles for marketing, technical program oversight, budgeting, and event logistics. Sharing in the responsibility with your respective team members and determining clear roles and accountability will give you a better chance for success. Your event may also warrant partnering with a guest speaker or a host for the event, and your Region Lead can guide you here.
• #8: Now that you’ve got a great event idea, started organizing your event, and partnered with a powerful team, you’ll need to get the word out about your plans in Step 4!  There are many ways to promote your event and capture interest, and you’ll need to try several avenues to attract different people. Consider promotion through your local IEEE newsletters, communication vehicles at your university or organization, and social media. Think creatively about how to best reach your target audience, and focus your efforts there. Be sure to comply with data privacy restrictions. Learn more at sites.ieee.org/gdpr/ And be sure to have a clear call to action to register so that you have an accurate headcount. Include a registration link, whether through a Facebook event or other event registration vehicle. If you use vTools, these events will show in IEEE Collabratec and give you more visibility and the opportunity to remind a larger community about your event. (registration link and information can be included in your event notice) (We might want to say something to the effect that events in vtools will show in Collabratec, we can then post something in Collabratec that reminds members to check out the events  for dates, time and description)) You’ll also want to include marketing materials for non-members. You want your peers to become members so that they can enjoy the full benefits of being an IEEE member.  Utilize the materials from your Membership Development kit, and use the coupon flyer in the IEEE Day Toolkit to promote the new join discount.
• #9: Continue to remind registered attendees and members in your local Section about the event. If possible, create a calendar reminder or event notice so that you can avoid bombarding attendees with too much email. Be sure to remind participants close to the event.
• #10: At Step 6, be sure to let us know about the plans for your event via the Event Submission Form [NEED TO SET UP LINK ASAP]. Please let us know as much detail as you can provide - we want to know all about your event since we can’t be there in person!  Just remember, events must be entered no later than the second week of October.
• #11: Step 7 is the best step - it’s time to celebrate! You’ve done a lot of hard work to prepare for your event, and now it’s time to enjoy the company of your fellow members and prospective members. Take lots of photos and videos to capture the event and have lots of fun. Be sure to live stream the event on the IEEE Day Facebook page so that members around the world can share in the celebration.
• #12: Next, enter your favorite photos and videos in the IEEE Day Photo and Video contests. Winners will receive cash prizes...anything else to add here about the contests?  Maybe add the winners will be posted on the IEEE website, the IEEE Day FB page and in IEEE Day Collabratec community.  Winners will be announced in the IEEE Day Collabratec community
• #13: And don’t forget to vote on your favorite photos and videos and support your fellow members as well. This is also a great way to learn about other events across the world, and maybe even spark an idea for future events.
• #14: After IEEE Day, the meaningful connections you made through your event should grow throughout the year! If you worked with an event team, it’s important to recognize them through your Sections social media, newsletters and other communications channels.