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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
IEEE Policies:
10.1.16 - Naming of IEEE Conferences
10.1.17 - Use of the IEEE Logo
10.1.21 - IEEE Services and Publicity

 

Timeline and quick links

 
 

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How do I publicize 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.

 
 

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Why use publicity?

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.

light bulb"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.

 
 

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Create a communications plan

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.
 
 

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Manage media and attendee lists

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.
 
 

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Publicize your conference

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.

 
 

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Follow IEEE branding

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.

Required Task for Conference OrganizersReview and follow IEEE guidelines for the use of the IEEE brand, logos, trademarks, and copyrights.

 

Required Task for Conference OrganizersReview 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.

 
 

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Communicating in a crisis

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.

light bulb"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.

 
 

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Who do you talk to at IEEE?

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.

Do you have feedback on the information on this page?

  • Is there missing or incorrect information?
  • Do you have a tip to share?

Please send your feedback to the Customer Relationship Management team.

 
 

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Contact Information

IEEE Meetings, Conferences and Events Customer Relationship Management is available to assist you with any questions.

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Meet MCE!

E-mail ieee-mce@ieee.org with questions or concerns, or call:
Toll-Free: +1 855 340 4333 (US & Canada)
Toll: +1 732 562 3878 (worldwide)

Conference resources

Conferences provide an opportunity for technical professionals to share information and connect with each other.

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