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The section below was designed as a do-it-yourself guide to planning and holding an IEEE Senior Member elevation event. 

The documents you need are found in this guide. Use this printable checklist (DOC, 36 KB) to keep track of each step in the guide. 

With everything you need right here, it’s easy to customize the event to suit your needs and resources. 

 

Five weeks prior to the event

  • Aides list:  Solicit volunteers GOLD members or students to assist; assign tasks.
     
  • Time:  Choose a date and time for the event.
     
  • Cost:  Set the budget, including hand-outs, posters, postage, refreshments, decorations, etc.
     
  • Place:  Secure a venue for the event that is large enough for recruits and invitees.  Make certain there are enough comfortable chairs and tables that are suitable for snacking, talking, and writing.  If you wish to have a computer at the event so applicants can fill out online forms, confirm that the room has an Internet connection.
     
  • Run the Report in SAMIeee Analytics:  Identify members who you wish to recruit for potential senior membership.  Gather their e-mail addresses.  If no e-mail is available, print postcard labels and use their home addresses.
     
    Those with access can find the following predefined queries in SAMIeee:
    - Senior Member Upgrade - 1st Level Requirements
    - Senior Member Toolkit Member List
    - Aides List - Invitees List
     
  • Invitees List:  Gather list of senior members and fellows of various technical backgrounds who you wish to attend the event. Their job will be to interview applying senior members and serve as references. 

 
 

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Four weeks prior to the event

  • Publicize event: Submit General Flyer (DOC, 36 KB) the general flyer, which publicizes your event and attracts applicants wherever you want it to appear: in your newsletter, in e-mail alerts, in your forum or online community, in the social media, or post it on bulletin boards. You may also use this Short Newsletter Article (DOC, 28 KB).
     
  • Call or send Personal Invitations (DOC, 28 KB): Using the list from the report you ran, send an e-mail to those who you would like to invite to apply for senior membership. This e-mail will contain a link or URL to the documents they need:

 
 

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Three weeks prior to the event

 
 

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Two weeks prior to the event

  • Resend the same or a revised Personal Invitation (DOC, 28 KB) to the potential Senior Members (there may be new names).  Encourage that they bring four copies of their resume or CV, which should contain clear employment dates and descriptions - see Requirements for Senior Member Grade.
     
  • Meet with your volunteers for the event to confirm their tasks and commitment. Set-up/clean-up, computer, food shopping and ordering, calling reminders (if necessary) to those you’ve invited (if appropriate). 

 
 

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One week prior to the event

  • Arrange food delivery for the event.
     
  • Remind (call or write) the senior members and fellows you invited as references about their attendance commitment.
     
  • Buy decorations, accessories, and beverages, etc.  If you’re having a large group, prepare your food list for delivery or pick-up.  
     
  • Print the benefits brochure and the application, reference, and requirements for senior member grade for those who might need them at the event
     
  • Confirm with staff at the venue to meet an hour or more before the event to arrange the room, prepare for the refreshments, welcome the members, and organize the event.

 
 

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Day of the Event

  • Meet your helpers and set up the room – chairs and tables suitable for interviewing, computer (if used) handouts, etc.
     
  • Confirm food delivery or pick-up.
     
  • Greet guests as they arrive and check their name off your list. Double-check that they have brought a few copies of their resume or CV.  If not, arrange with them to send it to you or the appropriate person.
     
  • Clean up after the event with your helpers.

 
 

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The day after the event

  • Send a thank you note via e-mail or regular mail to everyone who attended IEEE Members, Senior Members, Fellows, Honorary Members, and volunteers.

 
 

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After Acceptance – for those who are accepted as Senior Members

  • Send a press release to each regional or local newspaper, regional Web site, newsletter, etc.

 
 

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Volunteer Resources

Visit the Volunteers section for the following:

  • Senior member initiative;
  • Section and Society benefits;
  • best practices for Sections and Societies;
  • schedule of review panels;
  • Senior member statistics;
  • Admission & Advancement Committee.

 

Senior Membership & Event Documents