Planning to Succeed
- By Marie Hunter, Head of IEEE Global Meetings, Conferences and Events
Stay in the Know
- Your Conference Relationship Manager is Ready to Assist You
- IEEE NextGen is Now Live
Organize Like a Pro
- Supercharge Engagement by Offering Content in Advance
- Finding Conference Education Courses is Now Easier Than Ever
Meet the MCE Team
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Samantha Capista, Sr. Business Analyst, Conference Business Operations
Available Resources
- New Toolkit Helps Authors Expand the Reach of Their Publications
- Customize Your Experience Through the IEEE App
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With rapidly changing public health conditions, there is no one set of protocols to follow if you are planning a face-to-face or hybrid event. The best course of action is to stay informed and be sure to follow the guidance of your venue and comply with all local, state, and federal authorities in your destination.
Some locations are still enduring lockdowns and quarantines, which limit their ability to host events and for participants to travel; other locations are opening up with a variety of public health requirements.
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Marie Hunter
Head of IEEE Global Meetings, Conferences and Events
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Things could shift at any time, so it is wise to take into account the changing conditions as agreements are reached with exhibitors and sponsors so that you can pivot to virtual and retain those important participants. Think through a variety of outcomes and needs as you make your plans to reduce the need for last-minute decision-making.
Work with your venues for contingency planning to accommodate various scenarios. If you have planned on an in-person event, you may well be able to re-negotiate the terms and cancellation fees to arrange for a smaller footprint.
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Your Conference Relationship Manager is Ready to Assist You
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Did you know that a member of the MCE team is available to assist you with questions, guidance, and best practices for your event? Your Conference Relationship Manager (CRM) is well-acquainted with the events in your Sponsoring OU’s portfolio. They understand your OU’s conference-related goals, technical interests, and the communities they serve.
Your CRM can help you navigate IEEE conference policies and processes. They can facilitate agreements, approvals, conference publications, and financial information. They can also set up and manage regular meetings with MCE sub-teams.
Your CRM can serve as a liaison with various stakeholders for your event. They can help you coordinate with IEEE Society co-sponsors and external co-sponsors to understand mutual processes and identify opportunities to streamline and collaborate. Your CRM is also available to support your conference committee.
When working with vendors and service providers, your CRM can coordinate account activity to ensure Service Level Agreements and anticipate and avoid any service breaks or issues. They can negotiate resolutions, resolve discrepancies, and escalate if necessary.
To help you achieve your conference goals, your CRM can research and propose metrics, analyses, tools, and process changes. They can also work with you to develop, analyze, and distribute relevant conference reports. They serve as your liaison with the MCE Business Operations team, making and monitoring change requests and communicating status to all relevant stakeholders.
Your CRM is ready to partner with you to make your next conference a success. To connect with your CRM, visit our new directory available on the MCE website.
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It's official – the first phase of IEEE NextGen is now live!
NextGen upgrades our financial systems and processes to streamline and save time while providing greater financial and contract visibility for volunteers and the staff members involved. IEEE volunteers can now enter the platform through the "My NextGen Experience" landing page (mynextgen.ieee.org), which recognizes volunteers according to their roles and offers tasks and training tools.
With this initial phase of the My NextGen Experience, volunteers can now access NextGen Banking and NextGen Expense Reimbursement. As the My NextGen Experience continues to be phased in, volunteers will be able to access NextGen Financials Cloud later this month, and then NextGen Contracts.
The My NextGen Experience is being made available in phases, with phase one having started on 3 May.
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Self-Guided Learning Tool
A self-guided learning tool is available for NextGen Banking, Financials Cloud, and Expense Reimbursement. Volunteers will need to download a browser extension to use the tool. Volunteers can also find the "Download" link on the ieee.org/nextgen website within the Education/Training/Resources sections.
More Helpful Resources
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The IEEE NextGen website at ieee.org/nextgen is a great place for volunteers to get details on project benefits, features, and how to get started.
- Although it might take time to get used to the new platform, the IEEE team is available to assist.
Questions?
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Self-service FAQs are available on the IEEE Support Center site.
- Contact Center service professionals are available 24 hours a day, five days a week, via web form, email, telephone, and live chat.
- Any questions they are unable to answer immediately will be routed to staff subject matter experts as needed and resolved with the volunteer.
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For volunteers who reach out directly to their OU employee contacts with NextGen questions, please copy the IEEE Contact Center on your email response at: [email protected] so we can better track volunteer interactions.
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Supercharge Engagement by Offering Content in Advance
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Offering content early is a win for your participants and your presenters. It’s a simple strategy that can help you maximize the impact of your event. IMBioC 2020, ISGT NA 2021, CICC 2021, and other IEEE events made their pre-recorded video presentations available up to two weeks in advance. Here are a few reasons to consider enabling participants to unlock your event content early.
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Benefits to Offering Content in Advance
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- Supports multiple learning styles
- Facilitates innovation by enabling participants to reflect on materials before the event
- Aids comprehension and retention through repeat viewing
- Enables participants to come well-prepared in advance for live Q&A sessions with authors
- Levels the playing field for non-native speakers
- Gives introverts time to process and prepare
- Facilitates more thoughtful and robust discussions
- Adds value for authors by offering more meaningful interactions with a wider range of participants
- Enables participants to consume as much content as possible
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Previewing your content is a great way to get participants primed and ready for a productive and inspiring event. If you have questions about offering content in advance, please reach out to the MCE team for additional guidance.
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Finding Conference Education Courses is Now Easier Than Ever
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The MCE Conference Education program offers a wide range of courses and webinars to help organizers and conference leaders excel in their roles. Now you can quickly and easily find courses that will meet your needs by using our handy new search tool.
Check out our new and featured courses for hot-off-the-press learnings.
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Expanding your conference organizing knowledge is just a click away. Get started today.
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Samantha Capista, Sr. Business Analyst, Conference Business Operations
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Samantha has been with IEEE MCE for four years. As Senior Business Analyst, of the Conference Business Operations Team, Samantha covers a portfolio of conferences for which she manages the communication of financial policies. In addition, she is the team external audit liaison and manages the insurance claim submission process.
Samantha also focuses on the data and graphics used to analyze the health of the conference business. Through the MCE Dashboard, Samantha can report metrics in real-time and illustrate data in a way that has not been done previously.
Samantha graduated from West Virginia University with an MBA and undergraduate degree in Finance. She worked at the university in the Office of Student Life as an Accounts Payable Analyst prior to joining IEEE.
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New Toolkit Helps Authors Expand the Reach of Their Publications
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The Social Media and Communications Author Toolkit — is now available on the IEEE Brand Experience site.
Authors whose research has been published in the IEEE Xplore® Digital Library can now gain additional visibility for their latest work by leveraging this toolkit. This new resource includes ready-to-use templates and copy that can be adapted by authors who would like to promote their work on their social media channels. The toolkit includes variations for both traditional and open access articles.
The content also includes links to news release and newsletter templates that the author’s academic institution or organization can use for internal and external communications about the newly published work.
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Customize Your Experience Through the IEEE App
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The IEEE App puts a world of resources at users' fingertips including the ability to customize their experiences!
The IEEE Power and Electronics Society, the IEEE Communications Society, and the IEEE Computer Society have added customizable “picker” experiences in the app, which allows their members to see their society content first.
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The IEEE App features an ever-growing selection of content in a variety of forms, including:
- Magazines
- IEEE News feeds
- Newsletters
- Videos and podcasts
As a reminder, the IEEE App enables users to:
- Search and find virtual events and conferences
- Find, schedule, and join virtual meetups
- Stay current with the latest news across IEEE technology topics
- Read and download your IEEE magazines
- Locate IEEE colleagues by location, interest, and affiliations
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The world of IEEE is waiting for your attendees. Visit the IEEE App marketing toolkit for access to a variety of ready-to-use resources to help you get your message out to your audiences.
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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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