Planning Successful Meetings

The subject and format are easy to establish.  You will usually have a good idea of the kinds of subjects that most interest your Section, Chapter, and Affinity Group members.  In addition, it is helpful to ask the members to submit suggestions.  Keep in mind that the subject matter need not be limited to electrical engineering - any related technical field is appropriate, as long as it interests the members.

Choosing the format for the meeting - seminar, tutorial, conference, or lecture - will largely depend on your objectives.  Do you wish to present diverse opinions on a current topic?  Will your members benefit most from the knowledge of several authorities or the expertise of a single individual?  How much time do you have available?  Answering questions like these will help determine the most appropriate format for your meeting.

You may also wish to investigate holding internet meetings for which members need only a web browser and telephone to attend.  IEEE Web Conferencing provides more information on this option.

An excellent tool available to facilitate the process of finding speakers is the IEEE Distinguished Lecturer Program.  This program lists the names, topics, and contact information for lecturers from participating IEEE Societies and Technical Councils.  You may also want to consider the following mechanisms for finding speakers:

• Survey recently published papers and contact authors of appropriate or interesting material.
• Consult other chapters or your society.
• Check with other professional associations in your area.
• Contact local colleges or universities.  Faculty members who are members of IEEE will be glad to recommend possible speakers.  Calling on the head of the Electrical Engineering Department could be a first step.  The Student Branch of IEEE is also a good resource for identifying speakers on campus.
• Corporations in your area are another possible source of speakers.  The Director of Engineering, who might also be an IEEE member, can probably tell you if the company has a suitable candidate on staff.  You may even discover that the company has a speaker referral service for just this purpose.

Location: Try to find locations for the meetings where the gathering will always be welcome.  Look for a place that is centrally located, conveniently accessible, and with adequate parking facilities.  Also consider things like handicap access, restroom access, and heating/air conditioning. 

In smaller sections, you may want to hold meetings in the same location each time.  In sections that are spread out geographically, you may want to alternate meeting sites in different areas of the section.

Schedule: Try to have a regular schedule for meetings (for example, the second Tuesday of every month).  It may be ambitious to consider, but if possible, schedule meetings for the entire upcoming year, and post that information on your Web page, in newsletters, and in e-mails.

Adding an element of socializing to meetings is likely to help keep attendance high and provides networking opportunities.  Dinner, or a speaker's reception with refreshments, can make a meeting pleasurable, as well as informative.

It is a good idea to try to keep costs low.  A faculty dining room at a college or a company cafeteria will generally be free or inexpensive, and may even be able to provide good meals at a low cost.  Some hotels and restaurants will provide the meeting space along with the cost of the meal.

A well-publicized meeting usually results in a well-attended meeting. Remember that there are likely to be many IEEE members outside a chapter or affinity group who would be interested in hearing a particular speaker. Other professional associations in your area would like to know about it as well.  Do not limit your publicity to your own members. Some easy and inexpensive ways to publicize your meeting can include:

• Bulletin boards: Print announcements describing the meeting and ask your members to post them where they work.  Recruit student branch members to help get your announcements posted at local colleges.
• Internal mail: Colleges and large companies have internal mail systems. Inquire about getting permission to do a postage free distribution to the faculty or professional staff.
• Newsletters: Sections and societies, as well as local colleges, companies, and professional associations, may have their own publications and newsletters.  Give them your information early enough, and they will be happy to give you free publicity. Try to supply meeting details to them about three months in advance of the meeting.
• Section communications: Chapter and affinity groups should take advantage of the regular section mailings and be certain to have upcoming meetings mentioned at every section meeting.
• Direct mail/e-mail: Mailing or e-mailing invitations or flyers directly to IEEE members in your area is one of the most effective publicity tools that you can use. You can use SAMIEEE or e-Notice to aid in distribution. Notices should also be posted on your unit's Web page.

Properly publicized, well-planned meetings will contribute to the personal and professional growth of IEEE members who attend and will help your Unit grow.

Sometimes it takes more than an interesting subject or convenient location to make a member feel comfortable.  For face-to-face meetings, it's a good idea to have a designated door greeter.  This should be someone familiar with the Section Officers and the regular meeting attendees.  He/she should welcome people as they arrive, and if there is time, introduce them to others.

Name tags are helpful for those meeting new people and can be a useful tool for networking.

What has worked for other IEEE units may be adaptable to your unit.  In no particular order, following are some "best practices":

• establish an Innovation Committee:  students and emerging technologists;
• mini-symposia across chapters - cutting edge topics;
• career days/planning;
• booths at college days to publicize IEEE (increase awareness at pre-university level);
• increase industry involvement - help to keep technologists in industry;
• identify "hot" topics and bring in speakers to address those subjects;
• list meetings on the section or chapter Web page;
• send meeting announcements via e-mail within corporations, universities, government agencies;
• consider networking lunches or receptions at local restaurants;
• offer free admission to lunch/dinner meetings to members who bring prospective members;
• offer free admission to lunch/dinner meetings to members who bring completed Senior membership applications;
• have joint meetings among chapters in related technologies or with related non-IEEE groups such as national societies;
• offer better leadership training for officers - how to stage a meeting;
• develop mentoring programs;
• publicize chapter meeting to all section members;
• leverage local industries and universities - support for membership;
• match members and non-members at technical conferences;
• encourage more joint chapter activities, particularly among chapters with common interests;
• expand (add new people to) Society Distinguished Lecturer list;
• encourage formation of chapters in areas where there are enough society members, but no chapter.