What’s Inside - March/April 2023

Planning to Succeed

  • By Marie Hunter, Head of IEEE Global Meetings, Conferences and Events

Stay in the Know

  • Learn the Benefits of the IEEE Conference Application
  • Guidance for IEEE Publications Regarding AI-Generated Text

Organize Like a Pro

  • Planning Inclusive Conference Menus
  • Insights from the Hospitality Industry’s Road to Recovery
  • MCE Trendspotting: Mitigating Food Waste at Events

The MCE Team in the News

  • David Stankiewicz Earns Virtual and Hybrid Event Leaders Skills Program Certification

Available Resources

  • Let the MCE Digital Events Team Inspire Excellence at Your Next Event
Planning to Succeed

When organizing your event, it can be impactful to take a step back and consider how you might personally drive change and innovation. Are there some top priorities for your conference or for your sponsors that you can contribute to through the event? Some common themes that organizers are working on today include ensuring a diverse lineup on the organizing committee and in the program, connecting with industry through job fairs or special sessions, as well as a focus on sustainability. What are the key drivers you want to implement for your upcoming event? Connect with your IEEE event liaison to discover more resources and possibilities and explore the IEEE event knowledge base to learn more.

How can we help?

Stay in the Know

Learn the Benefits of the IEEE Conference Application

The IEEE Conference Application is one of the first steps along the IEEE conference organizing journey. More than just an administrative milestone, the IEEE Conference Application unlocks approvals and prevents future obstacles. Here are the benefits of submitting the IEEE Conference Application at least 18-24 months before your conference.

The IEEE Conference Application:

  1. Requests sponsorship approval from IEEE. Sponsorship enables IEEE organizational units (OUs) to contribute to the conference’s technical program or through financial investment.
  2. Requests permission for your conference name. Vetting of the conference name creates a unique brand that will resonate with prospective attendees and avoids confusion or infringement on other events.
  3. Requests permission to use the IEEE Logo and Brand Name. IEEE's name and logo signal quality and authenticity for potential speakers, authors, and participants. 
  4. Feeds your conference information into the IEEE Conference Search. The Conference Search enables your event to be discovered by over 275K users each year. 
  5. Provides information used to produce the Memorandum of Understanding (MOU) if there is more than one conference sponsor. The MOU defines the roles and responsibilities of all conference partners. 
  6. Enables the IEEE MCE team to support you. From best practices to tips to tools, the MCE team can offer guidance on designing a successful event.

The MCE team is available to assist you throughout the IEEE Conference Application process.

Contact MCE

Guidance for IEEE Publications Regarding AI-Generated Text

At its February 2023 meeting the IEEE Publication Services and Products Board passed the following motion, to be used as initial guidance by IEEE Publications:

“The use of artificial intelligence (AI)–generated text in an article shall be disclosed in the acknowledgements section of any paper submitted to an IEEE Conference or Periodical. The sections of the paper that use AI-generated text shall have a citation to the AI system used to generate the text.”

Effective immediately, Editors-in-Chief should take steps to ensure that relevant author-facing communications, such as author instructions on the sponsoring Society/council website, are updated and editors and reviewers are aware of the guidance.

Contact the IEEE Editor Help Desk at editor-help@ieee.org with any questions.

Get Assistance
Organize Like a Pro

Planning Inclusive Conference Menus

Meal breaks offer time for conference participants to relax, network, and collaborate. For participants with dietary restrictions, however, meals can be a source of uncertainty and anxiety. Fortunately, there are ways that you can ensure everyone feels included at the table.

What are common dietary restrictions? 

Conference participants may have dietary restrictions for many reasons, such as:

  • Food allergies and intolerances to certain ingredients like milk, eggs, or peanuts.
  • Health-related diets for conditions like celiac disease or diabetes.
  • Religious diets like Kosher or Halal.
  • Eco or health-conscious diets such as vegan or vegetarian.

How can I create a welcoming menu for all participants? 

  • Begin planning several months ahead to have the most options available.
  • Include questions about dietary restrictions in your event registration.
  • Partner closely with your venue and encourage them to be bold.
  • Be ready with alternate options in case of surprise requests onsite.
  • Incorporate variety so participants can find options that meet their needs.
  • Consider including both gluten-free and dairy-free selections in your menu. Feature gluten or dairy-based options as toppings or sides.
  • Include fully vegan options to accommodate all plant-based eaters.
  • Keep meat dishes separate to make it easier for guests to navigate.
  • Clearly label all menu items, and note any common allergens, such as tree nuts.
  • Consider offering non-alcoholic choices or mocktails at social events and happy hours.
  • Strive for options that will meet the needs of participants with restrictions and satisfy a range of palettes.

Sources: BizBash; IACC

If you need inspiration on planning your next conference menu, please contact MCE.

Get Ideas

Insights from the Hospitality Industry's Road to Recovery

The pandemic took a significant toll on the hospitality industry. Recent reports from data analytics company, STR, offer insights into the recovery progress and what to expect when planning your next conference.

INSIGHT: In 2022, the hospitality industry recovered most of the revenue and profit losses incurred during the pandemic. High demand and growth continue to fuel the recovery.

TAKEAWAY: As corporate and leisure travel resumes, the hospitality industry is getting back to business. Expect to see the return of many pre-pandemic hospitality services and experiences. Heightened demand can limit booking availability, so begin planning your event early. 

INSIGHT: Catering and banquet lines of business are experiencing a slower recovery

TAKEAWAY: Higher food and beverage and staffing costs can impact your options and budget. Be flexible when planning menus, consider alternative options, and don’t be afraid to try new things.

INSIGHT: The hospitality industry is dealing with higher wage costs due to unemployment and the need for contract labor. 

TAKEAWAY: Expect higher staffing costs reflected in your venue and hotel contracts. Staffing shortages, high turnover, and contract labor may affect the availability and quality of services. 

Although recovery within the hospitality industry is good news, conditions are not the same as before the pandemic. Organizers should remain attuned to changes in the planning environment and adapt accordingly to ensure that their events remain successful.

MCE has dedicated event planning specialists standing by to support you.

Contact MCE

MCE Trendspotting

Mitigating Food Waste at Events

As IEEE continues to prioritize sustainability across organizational efforts, we are continuously identifying ways to improve our collective footprint. One area that is being addressed across the event industry is food waste.

Per Net Zero Carbon Events, emissions relating to the growth, production, and disposal of food account for almost a third of all carbon emissions in the world. By being mindful of this throughout the event planning process, we can take efforts to reduce this impact.

Learn tips

The MCE Team in the News

David Stankiewicz Earns Virtual and Hybrid Event Leaders Skills Program Certification

David Stankiewicz, already a certified Digital Events Strategist (DES) through PCMA, recently completed the Virtual Events Institute (VEI) Virtual and Hybrid Event Leaders Skills Program. This course increases and develops one’s skill set within the events industry to ensure virtual and hybrid producers are fully trained to develop in the new normal of events and to keep a competitive edge as meeting and conference formats evolve.

The VEI fully certified events leader pathway provides an overview of the key parts of marketing, selling, delivering, producing, and analyzing a virtual event. David benefited from the knowledge of 17+ leading global subject matter experts, from across many event models, sectors, and types of virtual and hybrid events, in areas such as attracting new audiences, increasing audience engagement, strategic content design, live-day virtual event production and execution, building online communities, and measuring post-event success metrics.

David completed the 11-module, 15-hour course and passed the VEI Final Exam on 19 March. Now, he can take his newly gained expertise and market, sell, monetize, run, deliver, and produce top-notch virtual and hybrid events for his clients. Congratulations, David! 

Available Resources

Let the MCE Digital Events Team Inspire Excellence at Your Next Event

Whether adding new event formats to your portfolio, expanding access to participants, or quickly pivoting, virtual events can play a role in your strategy. The MCE Digital Events Team offers consultation on event priorities and virtual or hybrid options to suit your event needs. Options may vary based on the conference size, attendees, number of authors, presenters, posters, sponsors, etc. For smaller events, many event organizers find that they can effectively plan and run their events using our Self-Service Digital Events Toolkit.

Customized Services for Your Virtual or Hybrid Event

The MCE Digital Events Team provides virtual or hybrid event guidance and support in the following areas:

  • Virtual/hybrid event models (live, pre-recorded, hybrid)
  • Technical program modification
  • Virtual/hybrid event platforms & technology solutions
  • Virtual/hybrid event scheduling
  • Resources and training for presenters & authors
  • Roles & responsibilities of session/track chairs
  • Options for event sponsors & exhibitors
  • Communications guidelines
  • Live-day event production and support

If you have questions or would like to set up a call to discuss your event, kindly reach out to us at mce-digital@ieee.org. A member of our team will be in touch with you shortly.

Connect with the team



MCE Services








How can MCE help?

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)
Website: ieeemce.org
IEEE - Advancing Technology for Humanity www.ieee.org

Contact | IEEE Privacy Policy | Terms | IEEE Ethics Reporting | Nondiscrimination Policy | Sign Up


This newsletter provides information, news, services, updates, & requirements related to your IEEE conference role. You may unsubscribe using the link below. You can also manage your IEEE Communication preferences here.

© 2023 IEEE - All rights reserved. Use of this website signifies your agreement to the terms and conditions.

A not-for-profit organization, IEEE is the world's largest technical professional organization dedicated to advancing technology for the benefit of humanity


{View as Webpage}