Action: Host a Technical Meeting for your Chapter

Each IEEE Chapter is required to host at least two technical meetings each year. If you haven’t already scheduled a meeting, now is the time! Here are a few steps for hosting your meeting:

• Contact a speaker and agree on a topic and date (take advantage of the SPS Distinguished Lecturer Program or SPS Distinguished Lecturer Program).
• Reserve the room/location (if applicable).
• Publish the announcement in the Section newsletter, website, and vTools (instructions to create your Event in vTools).
• If it is a virtual or hybrid meeting, it is recommended that you include the virtual access information in the announcement itself. The registration confirmation emails and calendar entries will then include the access information. 
• Send out reminder(s).
• Early on the day of the meeting, send an email to those who registered, thanking them for registering and reminding them of the meeting logistics. You can do this via eNotice (to the registrants) or you can download the registrants list and send a manual email. 
• Arrive early at the meeting location with your team members for setup. Warmly welcome each attendee and check them in. You can print sign-in sheets from vTools or electronically check them in via vTools. 
• Call for active participation from the attendees in hosting the next meeting or being a speaker.
• Submit your Event Report in vTools (instructions). Presentation files and/or links to recordings can be included under “Media” in the vTools Event.

You can also reach out to your Section officers and volunteers from other Chapters in your Section, as well as in neighboring Sections, to work together on the event. Check the IEEE Rosters for contact information.

Additional resources for membership outreach and engagement are available in the IEEE Membership Development (MD) portal, such as member recruitment brochures and outreach templates.

This year, you can also celebrate the 140th anniversary of IEEE during your events! Help spread the word about the outstanding contributions your IEEE members and volunteers have made, using the 140th IEEE Anniversary Toolkit.