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Communicating Your Conference Sonny Barber, IEEE Corporate Communications Molly McCluskey, IEEE Conference Business Services POCO – Prague – July 2009.

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Presentation on theme: "Communicating Your Conference Sonny Barber, IEEE Corporate Communications Molly McCluskey, IEEE Conference Business Services POCO – Prague – July 2009."— Presentation transcript:

1 Communicating Your Conference Sonny Barber, IEEE Corporate Communications Molly McCluskey, IEEE Conference Business Services POCO – Prague – July 2009

2 Communicating Your Conference: Telling Your Story Why How Where Communicating In A Crisis Other Help For You 7-Feb-142

3 Why Tell Your Story Increase –Attendance –Number of papers –Advertisers, exhibits 7-Feb-143

4 How To Tell Your Story News release Web site Social Media –Facebook, MySpace –Blogs –Twitter 7-Feb-144

5 What Do Reporters Want? Newsworthy: of interest to your audience Timely: technology or applications being reported in the news and/or tech journals Problem solving: How can the technology create a better world

6 Understand Todays Media Journalists today Work on short deadlines Are short staffed and stretched thin Do not have the resources to cover the stories they used to cover Compete with social networks, blogs Appreciate relationship-building

7 How To Tell Your Story News release –Keep it short –Use lists rather than narrative –Tell facts, not hyperbole 7-Feb-147

8 Public Relations & Media Relations PR Builds relationships with publics Informs, educates, persuades to action MR (A Subset of PR) Communicating through a journalists report or story provides credibility and exposure 7-Feb-148

9 Use your Web site to Attract Members and the Media Are you using your website to your advantage? Or is it a missed opportunity? Is it up to date? useful? Is it interesting? Make it welcoming Keep it simple Tell who IEEE is and who you are

10 How to Get Journalists to Your Event Follow up with media to check interest event –Ask: news release, materials reviewed? Interest in the story? –Coordinate an interview via phone with spokesperson or offer interviews at conference with noteworthy presenters –Offer free conference attendance

11 Your PR Toolkit Language that can be used in a variety of ways: –Mission statement –Summary blurb –Key messages/talking points –Elevator pitch –Press Release –IEEE Boilerplate Photographs from last years conference A spokesperson on standby 7-Feb-1411

12 Mission Statement Many conferences do this as part of their planning process. Keep it concise; why this conference? What purpose does it serve? What are you hoping to accomplish? 7-Feb-1412

13 Summary Blurb This is often a full paragraph (or two) that provides more details of your conference. It includes: –What it is –Key speakers –Sponsors –Web site –Any special characteristics Provides statements which can be excerpted into other communications tools 7-Feb-1413

14 Summary Blurb: Example The International Test Conference (ITC), the cornerstone of TestWeek events, is the world's premier conference dedicated to the electronic test of devices, boards and systems-covering the complete cycle from design verification, test, diagnosis, failure analysis and back to process and design improvement. At ITC, test and design professionals can confront the challenges the industry faces, and learn how these challenges are being addressed by the combined efforts of academia, design tool and equipment suppliers, designers, and test engineers. TestWeek will take place 1-6 November 2009, which will include ITC on 3-5 November 2009 in Austin, Texas. The conference will focus on the following: Adaptive Test, Built-In Self-Test, Low-Cost ATE, RF Test, Test Data Analysis, and many more topics. This year's General Chair is Prof. Gordon Roberts, McGill University ITC is cosponsored by the IEEE Computer Society and the IEEE Philadelphia Section. 7-Feb-1414

15 News Brief IEEE Fellow Saifur Rahman to Speak at Energy Camp Conference 18 May 11 May – Saifur Rahman, IEEE Fellow and vice president for new initiatives and outreach, IEEE Power and Energy Society, will be a featured speaker at Energy Camp 2009,Energy Camp 2009 a conference that will address the reduction of IT-related carbon footprints. Rahman will participate on the "Public Resources: What Are Various Consortia and Government Organizations Up To? on 18 May. He will be joined by Andrew Fanara, ENERGY STAR product specifications development group, United States Environmental Protection Agency, and Jeff Omelchuck, executive director, EPEAT and Green Electronics Council. 7-Feb-1415

16 Key Messages The International Test Conference is: –the cornerstone of TestWeek events –the world's premier conference dedicated to the electronic test of devices, boards and systems –covers the complete cycle from design verification, test, diagnosis, failure analysis and back to process and design improvement. 7-Feb-1416

17 Elevator Pitch: ITC is the premiere conference dedicated to the electronic test of devices, boards and systems. Its celebrating its 40 th Anniversary November 3-5 in Austin TX as part of Test Week. 7-Feb-1417

18 Press Release Elements of a press release: Attention catching title, expanded subtitle Summary sentence or two (can be pulled from key messages. Quote from high- ranking volunteer/sponsor/or ganizer about the importance of event Boilerplate Contact information 7-Feb-1418

19 Boilerplate About IEEE IEEE is the world's largest technical professional association, with more than 375,000 members in 160 countries, and a leading authority on technology-related matters ranging from aerospace systems, computers and telecommunications to biomedical engineering, electric power and consumer electronics. IEEE publishes 30 percent of the world's literature in the electrical and electronics engineering and computer science fields, has developed nearly 900 active industry standards and annually sponsors more than 850 conferences worldwide. Learn how the IEEE fosters technological innovation and excellence for the benefit of humanity at 7-Feb-1419

20 Social Media Set up a Facebook page –For annual conferences –Build attendee base year over year Set up Twitter account –Develop following

21 Social Media - Twitter

22 Communications: Part of Conference Planning Create communications plan in early stages of conference planning –Designate PR contact, spokespersons –Media to contact with calendar –Key messages (important points about the conference)

23 Where To Tell Your Story IEEE journals/magazines Other professional society pubs Commercial technical publications News Wires –Distributes to many pubs 7-Feb-1423

24 Where To Tell Your Story Technology News Wires Computerworld | IDG.net | InternetNews.com | Reuters | TechWeb News | URLwire | Venturewire | Wired News | ZDNet ComputerworldIDG.net InternetNews.comReutersTechWeb NewsURLwireVenturewireWired NewsZDNet Science News Wires BioMedNet | Environment News Service | AP (Newsday) | Reuters | Space.com BioMedNet | Environment News Service | AP (Newsday) | Reuters | Space.com 7-Feb-1424

25 Communicating In A Crisis Crisis: Situation which may harm the reputation of IEEE Immediate Crisis Situations –Death of attendee/other, natural disaster Lesser crisis or issue with potential negative impact –Financial improprieties revealed, plagiarism, inappropriate behavior 7-Feb-1425

26 Communicating In A Crisis First: ADDRESS THE CRISIS Next: Communicate situation to IEEE What to communicate –What, Where, When –Injuries, business losses, etc. –What steps taken to respond to crisis –Media inquiries, authorities involved 7-Feb-1426

27 Communicating In A Crisis Only designated, approved spokespersons may speak on behalf of IEEE The IEEE Crisis and Issues Communications Team (CICT) –Clearinghouse for communications –Comprised of IEEE Corporate staff members 7-Feb-1427

28 Communicating In A Crisis When confronted by media –Refer to Corp. Communications – – –Or send us an Web site for Contact Information s/news/resources/index.html 7-Feb-1428

29 OTHER HELP

30 IEEE Visual Identity Using IEEE brand consistently builds instant recognition over time should be prominent in all communications Horizontal format is approved use With 125 th anniversary tagline for 2009 Always use letters I-E-E-E in communications. Use the full name on legal documents only.

31 Where Can You Find the Most Up-to-date IEEE Information? About IEEE –Quick Facts: Year end data; some midyear updates –Annual Statistics, annual report, others Volunteer Resources vols


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