Planning to Succeed
- By Marie Hunter, Head of IEEE Global Meetings, Conferences and Events
Stay in the Know
- Revised Travel Guidance for IEEE Volunteers from IEEE Treasurer
Organize Like a Pro
- Press Play for Tips on Managing Your Conference Finances
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MCE Trendspotting: Attendee-to-Sponsor Engagement
Meet the MCE Team
- Lea Provost, Senior Program Manager, Audience Development Strategy Services
Available Resources
- Find Insightful Resources on the New IEEE Diversity, Equity, & Inclusion Website
- Get to Know the IEEE Conferences Community Website
- Featured Course: 2020 PLAYBACK – Strategic Approach to Plagiarism Screening
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As we begin to set our sights on the outlook for 2022, one important consideration is how much contracted risk your conference budget can accommodate. One way to think about planning is to ask, For my conference - will we be able to expect the same numbers as pre-pandemic?
Examine where the attendees typically travel from and see what stage of recovery these countries are in. Consider that some registrants may not be willing to travel due to medical, familial, or governmental restrictions, etc. Some companies may not pay for any non-essential travel.
A good rule of thumb is to contract for 70% of your pre-pandemic in-person attendance with room to increase or reduce your footprint. If making contractual arrangements now, ensure you specify that the pandemic conditions would be a trigger for a force majeure event. Our legal department will help.
If you already have a contract in place for 2022 and worry that you won't need all the space, but want to continue with a smaller footprint, work with your venue to re-negotiate and allow them to resell some space. This could mean changing your preferred footprint or number of breakout rooms.
Take a look at the registration fees and adjust as needed to cover your expenses. Be flexible and you should be able to succeed in any scenario.
If you have questions or want to talk it over, please reach out to MCE.
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Revised Travel Guidance for IEEE Volunteers from IEEE Treasurer |
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Please review the following message sent on behalf of Mary Ellen Randall, IEEE Treasurer.
With some nations and regions seeing increased domestic travel as efforts to control and contain the COVID-19 pandemic progress, we recognize that IEEE volunteers may see an increased need to travel in support of IEEE activities. The intent of this guidance is to promote safe travel for all IEEE volunteers, including conference volunteers.
This memo modifies the IEEE travel guidance last communicated on 13 January with the following items:
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1. All IEEE volunteer travel and associated meetings must adhere to appropriate guidance from cognizant local public health authorities.
2. Volunteers engaged in IEEE travel at this time voluntarily elect to participate in the activity with knowledge of the dangers involved. Volunteers should understand that IEEE will not indemnify them for any health risk or economic or other loss resulting from exposure to COVID-19 during travel.
3. IEEE will not reimburse costs associated with mandatory or self-quarantine or isolation associated with IEEE volunteer travel. If there is a risk of quarantine on entering or departing an area, IEEE volunteers should instead plan to participate virtually using IEEE video and teleconferencing tools.
4. IEEE continues to provide videoconferencing, tele-conferencing, and online meeting tools to provide alternatives to travel.
5. At this time, we will no longer require pre-approval of reimbursable IEEE volunteer travel at the IEEE volunteer OU President/Vice-President level.
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Please stay safe and thank you for your continued support for IEEE’s mission to advance technology for the benefit of humanity.
If you have any questions about IEEE event-related travel, please reach out to the MCE team at ieee-mce@ieee.org.
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Press Play for Tips on Managing Your Conference Finances |
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Good financial management is one of the hallmarks of a successful conference. Did you know that MCE offers a collection of short animated conference finance videos to help you stay in the know and sharpen your skills?
Check out our newest video for a tour of the NextGen financial management platform, a review of current processes, and updates on what’s changing.
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MCE Conference Finance Video Library |
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The IEEE Conference Treasurer Role and NextGen - Learn everything you need to know about using this new tool for your conference finances.
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Supporting Documentation for Payments - Get a walkthrough of the most common payment types requested by organizers, the documentation required to submit those payments, and how to go about submitting payments.
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Cash Management - Learn how organizers should be managing the collection of cash onsite for their events and how to properly document the collection of cash.
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Tracking Your Transactions - Understand the importance of updating financial reports throughout the conference lifecycle and learn how to use the comparison of different reports to track financial activity.
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Audit Documentation - Get a complete walkthrough of the conference audit process and learn what is required for the audit.
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Registration Reconciliation - Learn how to reconcile revenue between conference financial reports and the actuals received in the conference bank account.
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Explore the collection today for tips on payments, audits, transactions, and more! |
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MCE Trendspotting: Attendee-to-Sponsor Engagement
Check out our latest blog post for tips on how to encourage meaningful interactions between participants, exhibitors, and sponsors at your virtual or hybrid event.
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Lea Provost, Senior Program Manager, Audience Development Strategy Services
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As a Senior Program Manager of Audience Development Strategy Services, Lea is tasked with helping to grow attendance and awareness for IEEE conferences and events. Lea was recently promoted to a more strategic role, where her expertise focuses on identifying new opportunities for growth specific to each event’s unique objectives.
In addition to providing services to IEEE conferences across societies and technical interests, Lea also develops and provides resources and best practices to empower conference organizers. Through resources such as the Audience Development Toolkit and complimentary brainstorm sessions, organizers can learn marketing tips & tricks from an expert’s perspective.
Lea has been with IEEE Meetings, Conferences & Events for more than six years, continuously growing the Audience Development program to enhance the international portfolio of conferences and attendee experiences. She has a passion for innovation and data-driven approaches to position IEEE as a best-in-class host for events. She enjoys working with and meeting the dedicated volunteers and looks forward to continuing to build these relationships in the future.
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Find Insightful Resources on the New IEEE Diversity, Equity, & Inclusion Website |
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IEEE has launched a new online hub for diversity, inclusion, and equity (DEI) resources. Visit the site for the latest information and best practices that you can apply at your event. Find inspiration on how we can all do our part to create welcoming spaces across IEEE. |
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- Read the IEEE Diversity Statement
- Dive into aspirational case studies
- Read profiles of IEEE Members making a difference
- Discover DEI resources
- View informational videos
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Explore DEI training modules
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Get to Know the IEEE Conferences Community Website |
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The IEEE Conferences Community website is your go-to destination for the latest news, updates, and best practices for your IEEE Event.
A video tour of the site is now available to help you navigate and find all the best organizing resources. As always, if you have questions, don't hesitate to reach out to us at ieee-mce@ieee.org.
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Featured Course: 2020 PLAYBACK – Strategic Approach to Plagiarism Screening |
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Learn more about strategically implementing plagiarism screening using Similarity Check (formerly CrossCheck) for your IEEE conference. Understand the various workflow options and learn the difference between similarity and plagiarism.
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IEEE Meetings, Conferences & Events (MCE)
445 Hoes Lane, Piscataway, NJ 08854 USA
Phone: +1 855 340 4333 (Toll-free US & Canada)
+1 732 562 3878 (Worldwide)
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