Public Meeting Setup
At least one month before meeting
- Have final title, abstract, and speaker bio.
- Make sure the speaker knows about the venue details.
- Schedule meeting in IEEE vTools and Eventbrite.
- Send meeting information to newsletter editors.
Before meeting
- Contact Dan at La Reina to double-check on setup.
- Contact the speaker with a reminder of timing and venue details. Provide a cell phone number for emergency support if lost.
- Decide who will be ordering the food.
- Make sure someone can bring water, plates, and napkins.
- Make sure someone can bring a spare laptop just in case.
- Print door signs for meeting so folks do not get lost.
- Print certificates of appreciation.
- Print speaker bio for introduction.
Day before meeting
- Send reminder to IEEE-BV-CS list.
- Emphasize meeting location, especially Library vs. Cafeteria.
Afternoon of meeting (~3 PM)
- Print sign-in sheets from Eventbrite responses.
- Order pizza. Best value – CostCo food court: 805-578-3330 (Moorpark) or 818-597-3908 (Westlake Village).
- Pizzas are $10/each plus tax. Save the receipt!
- Heuristic is for every 6 RSVPs, order 1 pizza.
- Rough mix is 1/3 combo pizzas, 1/3 pepperoni, and 1/3 cheese.
- CostCo food court accepts cash or Visa.
- Order pizzas for pick-up ~6 PM. It takes at least 20 minutes to get to La Reina from either CostCo.
- Domino’s Pizza is also an option. We were eligible for a discount from them, but I believe the business has changed hands.
Meeting setup
- Put a slideshow on the screen, e.g.
- Greet guests and ask them to sign in.
- Greet speaker and get presentation up.
Meeting intro
- Computer Society pitch.
- Starting March 1, new members can join for half price. ($20 for student membership; $63 for affiliate membership) -or-
- Starting August 15, new members can join and receive benefits through end of next year ($40 for student membership; $126 for affiliate membership)
- Mention volunteer opportunities.
- Mention upcoming events.
- Introduce speaker.
Meeting close
- Thank speaker and present thank you certificate or gift.
- Mention the topic and date of the next meeting or two.
- Remind people to sign in before they leave (really).
Meeting teardown
- Turn off projector.
- Make sure the room is tidy.
- Take out trashcans.
- Take down signs.
After meeting
- Review the sign-in sheet, and write down anyone you know at the meeting who forgot to sign in (yes, really).
- Count the number of members and non-members who attended, and complete the IEEE “L31” meeting report.
- Submit expense report to Section Treasurer. You must include receipts.