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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 website
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


How do I publicize a conference?

The Publicity & Public Relations Chair is responsible for building awareness of a conference and increasing paid attendance. Typical tasks include: 

  • Communications plan creation
  • 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
  • Social media for conference
  • Follow IEEE branding guidelines
  • Manage crisis communications

The publicity chair may also manage the website.

For general information about publicity and IEEE, visit the Internal Publicity Toolkit.


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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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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 emails to the entire IEEE membership database.

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Follow IEEE branding

IEEE maintains a consistent global identity through the use of the IEEE Master Brand. 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.



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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
  • If you are faced with an event emergency, activate the IEEE Event Emergency Response Plan by emailing or calling Sherry Russ Sills at +1 732 562 3980 or +1 908 566 8167.

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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 IEEE Meetings, Conferences and Events at

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 IEEE MCE at (


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