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

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

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

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

8. Chapter Chair Quick-Start Guide Find a speaker Find a speaker Find a venue Find a venue Send your event announcement in for publication in the Reflector and e- reflector. Send your event announcement in for publication in the Reflector and e- reflector. Receive your free speaker gift. Receive your free speaker gift. After your event, fill out the online meeting report (L31) form 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. Universities and companies offer free space. Ask your own company for space. Ask your own company for space. Ask the Excom members for help. Ask the Excom members for help. Networking events at restaurants. 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. 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 E-reflector is published 2 times a month Do not try to use your own local email distribution lists to reach your members! Do not try to use your own local email distribution lists to reach your members! Join the IEEE Boston Facebook group. Join the IEEE Boston Facebook group. Contact c.downer@ieee.org to get free IEEE goodies for your event. Contact c.downer@ieee.org to get free IEEE goodies for your event.c.downer@ieee.org

12. Template Sample Reflector announcement Society/AG names hosting the meeting- Time, Date Society/AG names hosting the meeting- Time, Date Title of talk Title of talk Name of speaker or speakers, speaker affiliation Name of speaker or speakers, speaker affiliation Abstract of talk and speaker bio & picture. Abstract of talk and speaker bio & picture. Location: venue address where the meeting will be held and a link to directions or parking. 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. 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. 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 Email off this information to Bob Alongi or Linda Scott –r.alongi@ieee.org, or l.scott@ieee.org r.alongi@ieee.orgl.scott@ieee.orgr.alongi@ieee.orgl.scott@ieee.org

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

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

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

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

21. Volunteers We have identified capable, motivated, experienced volunteers willing to serve. We have identified capable, motivated, experienced volunteers 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. Support of Member elevation. Checklists for best practices for organizing events and conferences. Checklists for best practices for organizing events and conferences.

23. Thank You!