Event Management

Muhammad MustafaRegion8 Student Branch Coordinator

IEEE Region 8 Student Branch and GOLD Congress 2010 – IEEE SB Leuven2

Introduction

•Name•Branch•IEEE Student Branch Position•What do you plan to do truly great for and with your Branch this year?•What is your number one goal this year?

Tell us about Your:

IEEE Region 8 Student Branch and GOLD Congress 2010 – IEEE SB Leuven3

Outline

•Branch Planning

•Branch in action

•Exercise

IEEE Region 8 Student Branch and GOLD Congress 2010 – IEEE SB Leuven

Branch Planning

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Your Annual Branch Plan is the result!

Goals Events Evaluate ThePlan!Brainstorm!

Considerconstraints

IEEE Region 8 Student Branch and GOLD Congress 2010 – IEEE SB Leuven

Branch Planning

Five Rules of Brainstorming:•1. Any ideas are valid (even wacky ones).•2. Write everything down.•3. Don’t criticize or evaluate.•4. Don’t be a salesperson.•5. Ideas form in molecules, so don’tbe afraid if everyone is silent

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IEEE Region 8 Student Branch and GOLD Congress 2010 – IEEE SB Leuven

Branch Planning

--- Evaluate the results before ---

• Is there enough interest? .. (Questionnaire ... )

• What resources are needed? ..

• Will it achieve goals? .. remember your main goals!

• What are the constraints of the Branch? (time, money, university, people)

• Take the attractive alternatives and ITERATE (WBS)!

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IEEE Region 8 Student Branch and GOLD Congress 2010 – IEEE SB Leuven

DEFINE WORK SCOPE

•Constrains•Limits you can’t cross (Boundaries)•Take in consideration how many days, number of attendees, potential, money ..•Define your Audience

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IEEE Region 8 Student Branch and GOLD Congress 2010 – IEEE SB Leuven

Work Breakdown Structure (WBS)

•Divide/breaking a complex project into individual tasks in hierarchal structure.• Each Institution uses its ownterminology for classifying it’sWBS components.•More details will add moreAccurecy.

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IEEE Region 8 Student Branch and GOLD Congress 2010 – IEEE SB Leuven

Recommended Structure

•Financial tasks–(e.g.)Income, outcome .. subtasks

•Marketing tasks–(e.g.) Online marketing campaign,

Inside university campaign subtasks•Technical tasks–(e.g) Website designing, event

video designing subtask•Operational tasks- Event’s place preparation

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IEEE Region 8 Student Branch and GOLD Congress 2010 – IEEE SB Leuven

Time to start the action

•Once you decide on a plan, put it into action!

• Assign people to duties

• Set a timeline, and milestones to be achieved

• Be REALISTIC!!

• Establish your financing and cash-flow

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IEEE Region 8 Student Branch and GOLD Congress 2010 – IEEE SB Leuven

•If you are coordinating some event, let people do their jobs.

• Keep people communicating with short status meetings

• Compliment people on accomplishments (a key to motivated

volunteers

• Plan for the unexpected! Murphy’s Law…

• Reward yourselves when it is all over

• Learn from your mistakes and leave documentation for future officers!

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IEEE Region 8 Student Branch and GOLD Congress 2010 – IEEE SB Leuven

Remember ...While event in action

•Always say WHY ?? .. To be goal oriented!•Work as team.. TEAM BUILDING is the base of successful events•TIMELINE AND DEADLINES

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IEEE Region 8 Student Branch and GOLD Congress 2010 – IEEE SB Leuven

FOLLOW UP

•Updates•Meetings•Communication procedures (reports)

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IEEE Region 8 Student Branch and GOLD Congress 2010 – IEEE SB Leuven

Fundraising

There are four main sources for $$:•Money from Branch Plan, and Rebate from Annual Report• Fundraising events or activities• University (Department Head, Dean, Student’s Association, Engineering Student’s Association, ..)• IEEELocal Section, Region, S-PACs and S-PAVes• Local Industry

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IEEE Region 8 Student Branch and GOLD Congress 2010 – IEEE SB Leuven

Workshop Exercise

•Develop a plan for an event to be organized in your BranchSelect a scribe - record ideasBrainstorm ideas for an activityDecide on an activity based on ranked ideasDevelop an action plan & WBS (Who does what by when?)

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IEEE Region 8 Student Branch and GOLD Congress 2010 – IEEE SB Leuven16

¿Questions?

Thanks for your attention…

Contact me on Email: mu.kh.mustafa@ieee.orgFacebook: mukhmustafaTwitter: @mukhmustafa