What: Manage publicity and public relations for the conference through placements in journals, magazines, newspapers, radio, television, and social media; manage the Web site
Who: Publicity & Public Relations Chair
When: Begin 15 to 18 months before the conference
10.1.16 - Naming of IEEE Conferences
10.1.17 - Use of the IEEE Logo
10.1.21 - IEEE Services and Publicity
The Publicity & Public Relations Chair is responsible for publicity and public relations for the conference. Conferences planning to publicize their conference should:
The publicity chair may also manage the Web site.
"Tools, Techniques, and Tips for Increasing Your Conference Visibility" (PDF, 1.4 MB), presented by Gailanne Barth, Director, IEEE Marketing Communications, at the 2010 Panel of Conference Organizers.
A communications plan is essential to define your targeted audience, develop your strategy, and meet your goals. A communication plan includes:
To reach the right audience, you need to gather and maintain your contact lists. Start with contact lists from the previous year, if available.
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.
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 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:
"Contingency/Emergency Planning for Your Event" (PDF, 622 KB) has an overview of conference emergencies and how to respond to them. This presentation by Mary Ward-Callahan, Managing Director, IEEE Technical Activities, is from POCO 2011 in Beijing, China.
IEEE is ready to help. If you have questions about publicizing your conference or have other questions about organizing a conference, please contact the IEEE Meetings, Conferences and Events Customer Relationship Management (CRM) team.
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