Boston Section Chapter Chairs Meeting

1. Boston Section Chapter Chairs Meeting Dr. Karen Panetta IEEE Boston Section Chair Karen@ieee.org IEEE Fellow January 31, 2011

2. Outline • IEEE Boston Section, who are we? • Meet your IEEE Boston Excom. • Chapter Chair Quick Start-Guide. • Responses to survey.

4. Resources • Full time office staff • Bob Alongi, Business manager • Email: r.alongi@ieee.org • Linda Scott, Administrative assistant • Email: l.scott@ieee.org • www.ieeeboston.org • Chapter Chairs Handbook: http://www.ieeeboston.org/tools/Officer%20Handbook_2009.pdf

6. Who are we? • Over 8,500 members • 29 chapters and affinity groups • 2 – 3 topical conferences organized each year • Over 45 short courses each year • Reflector, e-reflector and website for publicity of local IEEE activity • Over 150 volunteers of the Boston Section

7. The Boston Section Societies and Affinity Groups • IEEE societies are technical interest groups. • Affinity Groups (AG) • Similar to a society but without a technical affiliation. • Two meetings per year required. • Technical, Professional, Social

8. Chapter Chair Quick-Start Guide • Find a speaker • Find a venue • Send your event announcement in for publication in the Reflector and e-reflector. • Receive your free speaker gift. • After your event, fill out the online meeting report (L31) form

9. Find a speaker • Read the reflector, find someone you like and contact them • Hold a planning/networking meeting to get your members’ ideas on events and speakers. • Get in touch with new volunteers via the volunteer coordinator. • Ask the Excom or other Chapter Chairs. • Access the past meetings database.

10. Find a venue • Universities and companies offer free space. • Ask your own company for space. • Ask the Excom members for help. • Networking events at restaurants.

11. Advertise your IEEE meeting to all 8500 members! • The Reflector is printed and mailed to all IEEE Boston Members and sent to all Boston Student Branches. • E-reflector is published 2 times a month • Do not try to use your own local email distribution lists to reach your members! • Join the IEEE Boston Facebook group. • Contact c.downer@ieee.org to get free IEEE goodies for your event.

12. Template Sample Reflector announcement • Society/AG names hosting the meeting- Time, Date • Title of talk • Name of speaker or speakers, speaker affiliation • Abstract of talk and speaker bio & picture. • Location: venue address where the meeting will be held and a link to directions or parking. • Note , if there is a fee or pre-registration required or if the event is free and open to the public. • Supply Contact information: Name & email of a person hosting the meeting to contact in case of questions. • Email off this information to Bob Alongi or Linda Scott • r.alongi@ieee.org, or l.scott@ieee.org

13. Joint Meetings • Any society or AG can hold a joint meeting with any other IEEE society or AG. • Both fill out an L31 form to report the meeting under their society/AG • Both receive credit towards meeting the 2 meetings per year requirement.

14. Report you meeting! • Online L31 reporting form. • http://meetings.vtools.ieee.org/main • Log into your account or create one. • Know your society/AG organizational code. (see Chapter Chairs Handbook) • Fill in date, title, speaker, attendance, your email and you are DONE! • Send any presentation slides to Bob or Linda.

18. Why are reports useful? • Must submit a report to get credit towards the 2 meetings per year requirement. • $$$$ • Can access reports and see what other speakers people have used and invite them to your events! • See the database of past meetings Link?: publications

19. The Boston Section Societies and Affinity Groups • IEEE societies are technical interest groups. • Affinity Groups (AG) • Similar to a society but without a technical affiliation. • Two meetings per year required. • Technical, Professional, Social

20. Joint Meetings • Any society or AG can hold a joint meeting with any other IEEE society or AG. • Both fill out an L31 form to report the meeting under their society/AG • Both receive credit towards meeting the 2 meetings per year requirement.

21. Volunteers • We have identified capable, motivated, experiencedvolunteers willing to serve.  • As June 14, 2010: received 28 New Volunteers applications • All have been contacted (Welcome and Introduction) • 21 New Volunteers from 2009 added to 2010 list. • We provide a Training Session (2 Hours) for New Volunteers • Contact them and begin a dialog!

22. Summary of Responses to the Survey Questions • Support of Member elevation. • Checklists for best practices for organizing events and conferences.

23. Thank You!