Step 1: Prepare an activity proposal including objective, date options, location, organizing committee, and potential speakers. Invite your section PA speaker to be one of the potential speakers.
Step 2: Contact Your IEEE Section chair and PA officer to present and discuss the activity’s details you would like to organize, budget, and sources of funding.
Step 3: Confirm the Speakers Selection and budget.
- Expense Considerations: Location Rental, Audio/Visual, Speaker Fee, Traveling Expenses, etc., Food, Publicity, Handouts (might be provided by speaker), Miscellaneous Items (nametags, pens, pads, etc)
- Funding Sources: Local Sections, The Region, Societies/Divisions, Ticket Sales, Local Companies and Universities
Step 4: Publicize the Conference and Initiate Ticket Sales (using for exampleEventbrite)
- Advertise at least 30 days in advance
- Use Section Newsletter, Section Email, Flyer/brochure, professional organizations, Social networks (Facebook, Google+, LinkedIn, twitter, etc.)
Step 5: Before Seminar: Finalize Agenda, Confirm Reservation (Food, Location, A/V Equipment, etc.), Confirm Speakers (confirm presentation needs), Invite Press Media (TV, Radio, etc.), and prepare Speaker Gift.
Step 6: Day of Seminar: Add IEEE flyers and banners in the room, Start on time, Follow the Agenda, Take Photos, and Recognize the Speakers, Committee and Attendees.
Step 7: After the Seminar: submit a report with photos to your section, Region 8 Professional Activities subcommittee, R8 newsletter, send thank you letters to speakers and to participants (with an evaluation form), and write experienced failing and successful stories.