Networking with other local societies or organizations is a powerful way to grow IEEE’s reach, attract new members, and foster professional relationships beyond our existing circles.

This step-by-step guide is designed to help IEEE volunteers plan and execute a successful joint networking event with a non-IEEE partner — whether that’s a professional association, community group, startup hub, or educational organization.

1. Define the Objective & Scope: Start by answering two key questions: Why are we hosting this event? and What should success look like?

• Primary Goals
  • Foster relationships between IEEE members and the partner organization’s members.
  • Share knowledge and experiences between communities.
  • Identify opportunities for collaboration (joint projects, mentorships, technical talks).
• Success Indicators
  • Attendance balance (participants from both organizations).
  • Engagement level during the event (conversations, questions, follow-ups).
  • New contacts/volunteers/members exchanged, new initiatives launched.

2. Identify and Select the Right Partner: Choosing the right partner organization is essential for ensuring mutual benefit.

• Potential Partner Types
  • Other engineering/professional societies (ASME, Cigre, AIAA, etc.)
  • Local startups, incubators, and makerspaces.
  • Non-profit innovation groups.
• Evaluation Criteria
  • Mission and values align with IEEE’s focus on technology, innovation, and service.
  • The organization shows willingness to co-host and promote the event.
• Approach Strategy
  • Identify a contact point (chapter president, program coordinator, etc.).
  • Send a short introduction email explaining IEEE and the event concept.
  • Offer a 15–20 minute meeting to explore collaboration ideas.

3. Co-Design the Event Format: This is where both organizations’ needs and cultures should shape the event.

• Format Options
  • Networking Mixer: Informal mingling with light refreshments.
  • Panel + Networking: Expert discussion followed by open interaction.
  • Mini-Workshop: A short, interactive skill-building session.
  • Joint Social: A fun, low-pressure environment (e.g., trivia, game night).
• Key Format Decisions
  • Will there be a technical focus, purely social aspect, or a mix?
  • How much time should be structured vs. open networking?
  • Will there be speakers from both organizations?

4. Secure Venue, Date, and Budget: The logistics phase determines attendance potential and could also be a decision factor for collaboration.

• Venue Selection
  • Neutral ground can encourage equal turnout (e.g., library meeting room, community center, co-working space).
  • Ensure accessibility (parking, transit, ADA compliance).
  • For hybrid events, verify audiovisual setup.
• Date & Time
  • Avoid clashes with major holidays or industry conferences.
  • Early weekday evenings often attract working professionals; weekends may work better for students.
• Budget Considerations
  • Co-share costs (venue, catering, printed materials).
  • Seek sponsorship from local businesses or employers.
  • Look for sponsorships at various IEEE levels (section, region, MGA, etc.)
  • Keep it simple — you can have a great event without a big budget.

5. Define Roles & Responsibilities: Clarity prevents last-minute stress.

• Shared Leadership Structure
  • IEEE Event Lead — oversees planning from our side.
  • Partner Event Lead — their counterpart.
  • Logistics Coordinator — venue, catering, setup.
  • Promotion Coordinator — graphics, social media, announcements.
  • On-site Lead — keeps the event on schedule.
• Communication Tools
  • Use a shared Google Doc to track progress.
  • Schedule bi-weekly check-ins until event week, then increase as needed.

6. Build the Program Flow: Design a run-of-show so the event runs smoothly.

• Example Agenda for a 2-Hour Event
  • Check-in & Welcome Table – Name tags, event handouts (15 min)
  • Opening Remarks – Leaders from each organization introduce themselves and give quick background on their organization (10 min)
  • Icebreaker Activity – Quick game or prompt to get people talking (15 min)
  • Main Segment – Panel, mini-talks, or collaborative challenge (45 min)
  • Open Networking – Refreshments, free conversation (30 min)
  • Closing Remarks & Next Steps (5 min)

      7. Promote the Event Jointly: Double the reach by leveraging both organizations’ communication channels.

• Promotion Timeline
  • 4–6 Weeks Before: Save-the-date notice.
  • 3 Weeks Before: Main invitation with registration link.
  • 1 Week Before: Reminder email and social posts.
• Channels to Use
  • IEEE section newsletters, mailing lists, LinkedIn, Meetup.
  • Partner’s social media and email lists.
  • Local community boards and event calendars.

8. Enhance Engagement: Make sure the event is memorable and participants feel they got value.

• Use networking games or “conversation cards” on tables.
• Have volunteers introduce guests to new people like mix and mingle.

9. Execute Smoothly On-Site: Day-of operations make the difference between a good event and a great one.

• Use joint branding (both logos on materials and slides).
• Assign volunteers to guide new arrivals.
• Keep someone in charge of troubleshooting (A/V, late arrivals, catering).

10. Follow Up Post-Event: Relationships grow after the event.

• Send thank-you emails within 48 hours.
• Make a volunteers sign up list.
• Include a brief recap, link to photos, and future opportunities.
• Share highlights on social media and tag the partner organization.
• Collect feedback via a short survey (what worked, what to improve).

11. Sustain the Partnership: Keep the momentum going.

• Hold a follow-up call to discuss lessons learned.
• Identify at least one possible future collaboration.
• Share this event as a “success story” in IEEE Region 3 channels.

Collaborating with a local non-IEEE organization for a networking event is more than just a chance to meet new people — it’s an investment in shared growth, community building, and long-term partnerships. By following these steps, focusing on mutual value, and drawing inspiration from successful examples like the TEDxUNCC and Charlotte Young Professionals collaboration (https://events.vtools.ieee.org/m/468935), IEEE volunteers can create events that leave a lasting impression. Every handshake, shared idea, and exchanged contact has the potential to spark future projects and strengthen IEEE’s role as both a technical leader and a community connector.