In preparation:

• Work with Chapter Chairs to identify a representative(s) to participate from each existing chapter
• Use OU Analytics to determine Society memberships within the Section – if you have enough for a chapter but no chapter exists yet, identify someone who can represent that Society
• Hold a training / information Webex for the Chapter reps.
  1. Chapter reps will each give a brief (2-5 min depending on # of chapters and length of event) talk or presentation about their Society (the “big picture”), about what the chapter does or could do, about their needs, etc.
  2. After all presentations, the reps go to assigned “stations”
  3. Attendees are directed to circulate the room and chat with the different chapters.
  4. Based on space available, suggest Chapter Reps bring flyers to distribute, display posters with photos of events, etc.
• Select a location for the event; reserve the room as needed
• Determine if food/snacks will be provided and if a fee will be charged
• Enter the event in vTools Events; market as a way to learn about the technical activities of the Section and to help drive future activities
• Assign all tasks for day of the event

On day of event:

• Earlier in the day: Pick up snacks/food/drinks as needed
• Up to 2 hours before: Print out nametags from vTools
• 60 minutes before: ensure room is properly set up, and a greeting table is in place with name tags
• 30 minutes before: Meet briefly with chapter reps; describe agenda and address any questions
• When attendees arrive: welcome them, and provide name tag. Have a short basic slide show about IEEE playing, or (preferably) one of the IEEE videos
• At meeting time: Intro by Section Chair — brief overview of Section and the purpose of the meeting
• Chapter Reps provide their talks/presentations
• Section Chair thanks Chapter Reps, asks them to go to their stations, and then invites attendees to go around the room and talk with the Chapter Reps for the next N minutes. Chapter Reps should have a way to note who is interested in attending or volunteering as well as potential future Society members
• While attendees are walking around the room, display a single slide or a short video about the value of membership and how to join
• After N minutes, ask everyone to sit back down and close with a thank you, a summary of upcoming events, and an invitation to get involved
• As you dismiss everyone, as needed, ask for a few people to stay for a few minutes to help with cleanup (note who stays and helps – potential future volunteers)

Later – after talk:

• Send an email to all attendees with contact info / vTools links for each Chapter
• Report attendance in vTools