Publicizing a Conference

The Publicity & Public Relations Chair is responsible for publicity and public relations for the conference. Conferences planning to publicize their conference should: 

• create a communications plan;
• manage lists of media contacts;
• manage lists of past and potential attendees;
• create key messages, press releases, and other written material;
• work with journalists and news outlets to publicize the conference;
• manage conference use of social media;
• follow IEEE branding guidelines;
• manage crisis communications.

The publicity chair may also manage the Web site.

For general information about publicity and IEEE, refer to the IEEE Publicity Guide (DOC, 170 KB)

Publicity will:

• help build awareness and interest in a conference;
• increase paid attendance;
• generate interest in presenting;
• increase the number of advertisers and exhibitors;
• promote a wider exchange of significance.

A communications plan is essential to define your targeted audience, develop your strategy, and meet your goals. A communication plan includes:

• master list of news organizations and media targets;
• a schedule for contacting media and sharing information;
• key messages and important points about the conference;
• expected media coverage;
• a conference spokesperson and media contact.

To reach the right audience, you need to gather and maintain your contact lists. Start with contact lists from the previous year, if available.

• Media contacts frequently change. Be sure to update the lists, as many of the contacts' names may no longer be valid.
• Attendee lists are the base for your conference announcement mailings. Add new attendees to the list as they register or request more information.
• IEEE conferences that have been approved can use the IEEE e-Notice service to send e-mails to the entire IEEE membership database.

Learn more about the IEEE eNotice service

Learn more about the IEEE mailing services and postal rates for conferences (PDF, 90 KB)

Learn more about using Technical Interest Profile Codes (TIPS) to identify IEEE members interested in your conference topic

You can promote your conference through placements in IEEE and non-IEEE publications and news media. Social media, such as Twitter and Facebook, is a great way to publicize your conference. The type of media you use will depend on your industry, geographic area, and size of your conference.

Be sure that your communications with the media are clear and to the point. You can increase the chance of them publishing your news by knowing their interests and deadlines.

Learn more about using publicity and social media for your conference

IEEE maintains a consistent global identity through the use of the IEEE Master Brand. By using the IEEE brand on your Web site and conference materials, your conference will be identified with IEEE. It is important that you protect the IEEE name and brand through the proper use of the brand, trademarks, and copyright.

Review and follow IEEE guidelines for the use of the IEEE brand, logos, trademarks, and copyrights.

Review the IEEE Visual Identity Quick Reference Guide (PDF, 1.4 MB) or the IEEE Visual Identity Guidelines (PDF, 4.8 MB) for detailed information on how to maintain the IEEE brand.

Before the conference begins, create an emergency response plan that defines who is responsible and what should be done if a crisis occurs. Always respond to the immediate situation, and then contact IEEE. Some immediate crisis situations that you may have to handle include:

• natural disasters;
• death of an attendee or speaker;
• issues with potential negative impact, such as financial improprieties, plagiarism, and inappropriate behavior.

IEEE is ready to help. If you have questions about how to publicize your conference, please contact Conference Services.

Do you have other questions about organizing a conference? Please see IEEE Conference Organizer Contacts.

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