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Inside The March Issue:

"Any sufficiently advanced technology is indistinguishable from magic."
~ Arthur C. Clarke, British science fiction writer

Optimizing Registration for Your Conference
regikstration graphicAttendee registration for your conference is critically important; as it is likely the first real interaction participants will have with the organizing committee. If registering for the conference does not go smoothly, what impression will the participant have before they arrive?

A successful conference depends on accurate and reliable registration data to finalize contracts for room blocks, food and beverage, budgets and more. The key to a successful conference is having good, accurate information.

Registration is a multi-step process and goes far beyond choosing a service provider. The IEEE Meetings, Conferences & Events (MCE) team offers some top tips:

Conference Registration Website
The website serves as your main information portal for your participants. Use this to your advantage to build a website that will encourage potential participants to register. A few tips to keep in mind:
  • Organize information in an easy to read format with clear "calls to action".
  • Incorporate all conference related information: event date, venue location, social events, companion programs, visa letter information, and social media network links.
  • Ensure the registration website is mobile friendly.
On-Site
Remember, this is the first interaction your participants will have at the conference. As the registration desk is viewed as a general information desk, make sure everyone is fully trained on the conference logistics. A few keys to keep in mind:
  • Open registration at least one hour prior to the start of the morning sessions and keep staffed throughout the day.
  • Establish separate areas for pre-registered and on-site registration participants.
  • Be prepared with a schedule of responsibilities for all volunteers.
  • Stock extra registration materials: name badges, programs, proceedings, and giveaways.
IEEE MCE Registration Support
MCE can provide conferences with consultation and input on registration planning. In addition, MCE offers tiered registration services for events large or small, from self-managed to full support options.

Partnership with RegOnline: This self-managed tool takes on a do-it-yourself approach without the hassle of signing a contract or paying a licensing fee. The conference committee builds the registration website, manages attendee communications and badge printing responsibilities. This option is recommended for conferences that have less than 100 attendees. Leverage bulk pricing!

Basic to Robust registration offerings through MCE provide real-time IEEE membership validation and society campaigning as part of the experience. These options are recommended for conferences with more than 100 attendees.

Basic Service: An experienced MCE website builder will create a registration website for your conference. After site approval, the conference committee manages all attendee communications and logistics from the launch of the website through to the start of the event, including badge printing and onsite registration management.

Advanced Service: MCE will create the registration website, and manage all attendee communications and logistics on behalf of the conference committee. This includes responding to registration inquiries and printing badge materials. Along with this service, conferences have the ability to have a registration manager onsite to facilitate the attendee check in process. This meeting professional can help train volunteers and answer any registration questions.

To learn more about Conference Registration, MCE offers an eLearning course "Optimizing Registration for your Event/Conference".

If you would like more information about MCE Registration Services, please contact MCE Sales at mce-sales@ieee.org

Contact MCE MCE Sales
IEEE Panel of Conference Organizers: Open for Registration
POCO 2016 graphic

IEEE Panel of Conference Organizers (POCO) is now open for registration!
28-30 July 2016
Montréal, Québec, Canada

IEEE POCO convenes organizers, volunteer leaders and decision makers to address conference leadership practices, changes in policies, challenges in the conference landscape and new conference initiatives.

IEEE Volunteers involved in conferences can apply to attend as a hosted attendee and receive complimentary registration. Contact MCE for an invitation today as capacity is limited, or apply here.

Many IEEE Organizational Units (OU) will cover the cost of travel and lodging. Check with your OU as soon as possible for this can’t-miss event.

In addition, two online communities enable you to engage with your peers year-round. Join IEEE Conference Organizers on Facebook and LinkedIn to discover, discuss, and design innovations for your conference. Community members will have the opportunity to network, share ideas, and simply have fun!


facebook icon linkedin icon


Contact IEEE MCE
Conference Education Program: Updates

The MCE Conference Education Program provides learning opportunities for conference organizers of all experience levels, locations, organizational units and roles.

There are three learning options available:

  • Educational Webinar Series
  • eLearning Courses
  • Conference Leadership Workshops

Register for Educational Webinar Series

Register for eLearning Courses

You must register for these MCE educational offerings at the IEEE Center for Leadership Excellence (CLE) using your IEEE Account to access.

Contact MCE for more information on Conference Workshops.

Webinar

This month’s webinar topic will provide conference committees with a good understanding of the budget process. We are excited to have an IEEE Volunteer share their knowledge and some actual budget issues faced.

“How to Develop Your Conference Budget”

Wednesday 23 March 2016

Register Here-10:00 am, Eastern Standard Time (New York, GMT-05:00)

Register Here- 3:00 pm, Eastern Standard Time (New York, GMT-05:00)

In April, Conference Organizers and IEEE Organizational Unit (OU) leaders can learn how the Conference Education Program can assist conference and event organizing.

“MCE Conference Education Program Overview”

Thursday 21 April 2016

Register Here- 11:00 am, Eastern Standard Time (New York, GMT-05:00)

Register Here- 3:00 pm, Eastern Standard Time (New York, GMT-05:00)

Introducing the MCE Events Calendar
calendar search graphicIn response to user comments, MCE created the MCE Events Calendar, an advanced conference search tool providing users with visual representation of conference information.

New search capabilities allow users to view detailed information about a conference, select conferences by location via Google Maps, set GPS tracking from their mobile device, and find similar conferences in a selected area.

In addition, the enhanced search provides:
  1. A link to the conferences main page
  2. A link to the conference registration site
  3. Monthly calendar view of events, with the flexibility to view detailed information on selected conferences
  4. Option to add conference information directly to personal calendars
  5. Direct link to the Conference Application form
Contact MCE
QUICK TIPS

QuickTipDid you know? IEEE has selected NetSuite as the IEEE Enterprise (Conferences, MGA and Standards) financial reporting tool.


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Managing Editor: Kevin Hanft,k.hanft@ieee.org

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