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December 2016
"I live my life in widening circles that reach out across         the world."

~ Rainer Maria Rilke, Austrian poet
Innovate Your Conference With Simple Ideas
IEEE has increased focus on attracting new audiences by enhancing conferences, trying new ideas and formats, and creating new methods for engagement.

Lack of time and funding for attendees, along with increased competition from for-profit events are creating new struggles for IEEE conferences.

Making your conference a "can't miss" event is more important than ever. Here are some simple ways that you can innovate and invigorate your event.

Tip 1.  Be Attendee-Focused
Provide information to make your attendees feel taken care of and special. Work with your local arrangements group to tell people where the best cup of coffee in town is; or the perfect place to buy souvenirs to bring back to the kids. 
It's little touches that start to put a human face on the conference, and make people feel like the conference is providing great service.

Tip 2. White Space
Attendees need a little bit of time for ideas to sink in, to reflect on what they just heard. You want your event to be the event where inspiration strikes them. In addition, we see that people are coming to events to network, just as much as they do for content.  
A little space between sessions allows time for those hallway conversations, for people to meet each other and find new collaborators. Try 15-minute transitions between sessions, to give people time to think and talk.

Tip 3. Keep People Moving
Early afternoon can be a tough time of day for attendees. People are digesting their lunch, may be sleepy and can find it hard to focus. This is the time for more interactive or shorter sessions that have the attendees moving every 20 minutes. It is a good opportunity for a debate, fishbowl, or more conversational session. 

Tip 4. Facilitated Networking
Facilitated networking means that you don't just create space for networking, but you also introduce tools to help start those conversations. These can be super simple, starting with the name badge. For meetups, add a line to your name badges that say "Ask me about" and a blank for people to fill in.  
Or try a bingo game on the back of the name badges.  Each square can be an action to complete with a person- like take a selfie or have lunch. This approach can be used with young professionals, women, or anyone that you want to feel welcome in your community.

Tip 5. Shared Experience
Create some immediate shared experience for people to talk about. Try a drink or dessert sampling with voting at the start of dinner. Or have attendees vote on a logo at the start of a conference. It doesn't really matter what the thing is, it is just the immediacy of having something to talk about and work together on.  
Skipping awkward small talk and introductions gives the event a different feel - they are all immediately part of a tribe. And, there is plenty of time for small talk as the evening goes on. 
It is important to think about the things that will draw attendees to your event, and keep them coming back. Realistically, a person can only go to one or two conferences a year. So think about what you could do to make them choose yours. It doesn't have to be a big flashy expensive thing; it just means paying attention to those details that can make your event stand out.
If you would like to think more about invigorating your event, contact IEEE MCE for a complimentary consultation session.  
    Contact MCE   
In This Issue
Quick Tips
Did you know? 
IEEE Xplore provides web access to more than four-million full-text documents from some of the world's most highly cited publications in electrical engineering, computer science and electronics.
    Learn More   
MCE Conference Education Program 
IEEE MCE Conference Education provides learning opportunities for conference organizers of all experience levels, IEEE units or role.
Learning options available:        
Resources are in the IEEE Center for Leadership Excellence (CLE), accessed with your  IEEE Account .       
   Contact  MCE   
Grow Your Conference with the NEW IEEE MCE Audience Development Toolkit
Reaching new audiences is essential to increase registration, participation and brand awareness for your event. 

Adding basic marketing techniques to a traditional approach to organizing an event can have a big impact both in building your community and in positive financial results. 

To help achieve these goals, IEEE Meetings, Conferences & Events is excited to announce the  IEEE MCE Audience Development Toolkit is now available for download.

The toolkit provides you with Best Practices, "How-To's" and resources to grow your IEEE conference or event with branding, email marketing, social media and top website tips. 

We hope the information provided will give you the confidence and guidance to promote your IEEE event.   
Conference Publication Program Welcome Kit Now Being Sent
IEEE Meetings, Conferences & Events (MCE) has released the first Conference Publication Program Welcome Kit, designed to enhance connection and service for conference publication chairs.
The kit is made of two separate communications sent to Publication Chairs, Conference Chairs, Information Contacts and Technical Program Chairs of qualifying conferences: 

# 1 - Sent upon approval of the conference application and reminds the Publication Chair to initiate the Conference Publication process
# 2 - Timed to target the next steps in creating the conference publication and highlights available tools and best practices

The toolkit also provides publication programs best tips, links to resources and useful contacts.
   Contact MCE   
CrossCheck Helps Conferences Meet Mandatory Plagiarism Screening Requirement
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All manuscript submissions to journals and conference proceedings intended for IEEE Xplore posting must be screened through a plagiarism detection process. 

IEEE offers CrossCheck to all publication volunteers and conference 
committees to fulfill this requirement, at no additional cost to authors or the conference.

CrossCheck compares submitted manuscripts against a database of millions of published scholarly articles and billions of web pages, and provides a detailed report that highlights any similarity to previously published content within the submission.

While CrossCheck does an excellent job of detecting similarities, the results must still be reviewed to determine if the similarities are legitimate, or if they require an even closer review. Despite this added responsibility, CrossCheck can save valuable reviewer time by detecting problem submissions before the review process.

CrossCheck is available to IEEE publications volunteers through the IEEE CrossCheck Portal and 
f ull service vendors who have integrated CrossCheck, including:

The IEEE Intellectual Property Rights (IPR) Office has prepared the CrossCheck Tip Sheet, a collection of useful tips on the plagiarism detection tool and guidelines on how best to use it.

The CrossCheck Tip Sheet is available in two formats:
Additional information is also available at the CrossCheck webpage.  "CrossCheck for Conferences - Plagiarism Detection Tool", eLearning course (English and Simplified Chinese), is available in the IEEE Center for Leadership Excellence .

Volunteers who have any questions, or wish to discuss CrossCheck results and possible actions to take, should contact the IPR Office or call +1 732 562 3966.
Conference Education Program: Updates 
Upcoming Webinar Topic:
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January 2017

Working with Organizations to Benefit Your Conference

Learn how partnering with organizations and the local organizing committee can make your conferences even more successful. 

IEEE Volunteer Tommy W. Mayne, IEEE PES - Vice President - Meetings will share his conference experience and best practices.
Date: Thursday, 19 January 2017 

Time:11:00 AM - 12:00 PM - Eastern Standard Time (New York, GMT-05:00)
Time:3:00 - 4:00 PM - Eastern Standard Time (New York, GMT-05:00)
Register - 3:00 PM
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