Event Management_SBC2010 Presentation

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Event Management_SBC2010 Presentation

  1. 1. Event Management Muhammad Mustafa Region8 Student Branch Coordinator
  2. 2. Introduction Tell us about Your: •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? 2 IEEE Region 8 Student Branch and GOLD Congress 2010 – IEEE SB Leuven
  3. 3. Outline •Branch Planning •Branch in action •Exercise 3 IEEE Region 8 Student Branch and GOLD Congress 2010 – IEEE SB Leuven
  4. 4. Branch Planning Goals Events Evaluate The Brainstorm! Plan! Consider constraints Your Annual Branch Plan is the result! 4 IEEE Region 8 Student Branch and GOLD Congress 2010 – IEEE SB Leuven
  5. 5. 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’t be afraid if everyone is silent 5 IEEE Region 8 Student Branch and GOLD Congress 2010 – IEEE SB Leuven
  6. 6. 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)! 6 IEEE Region 8 Student Branch and GOLD Congress 2010 – IEEE SB Leuven
  7. 7. DEFINE WORK SCOPE •Constrains •Limits you can’t cross (Boundaries) •Take in consideration how many days, number of attendees, potential, money .. •Define your Audience 7 IEEE Region 8 Student Branch and GOLD Congress 2010 – IEEE SB Leuven
  8. 8. Work Breakdown Structure (WBS) •Divide/breaking a complex project into individual tasks in hierarchal structure. • Each Institution uses its own terminology for classifying it’s WBS components. •More details will add more Accurecy. 8 IEEE Region 8 Student Branch and GOLD Congress 2010 – IEEE SB Leuven
  9. 9. 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 -9 Event’s place preparation Congress 2010 IEEE Region 8 Student Branch and GOLD – IEEE SB Leuven
  10. 10. 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 10 IEEE Region 8 Student Branch and GOLD Congress 2010 – IEEE SB Leuven
  11. 11. •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! 11 IEEE Region 8 Student Branch and GOLD Congress 2010 – IEEE SB Leuven
  12. 12. 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 12 IEEE Region 8 Student Branch and GOLD Congress 2010 – IEEE SB Leuven
  13. 13. FOLLOW UP •Updates •Meetings •Communication procedures (reports) 13 IEEE Region 8 Student Branch and GOLD Congress 2010 – IEEE SB Leuven
  14. 14. 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, ..) • IEEE Local Section, Region, S-PACs and S-PAVes • Local Industry 14 IEEE Region 8 Student Branch and GOLD Congress 2010 – IEEE SB Leuven
  15. 15. Workshop Exercise •Develop a plan for an event to be organized in your Branch Select a scribe - record ideas Brainstorm ideas for an activity Decide on an activity based on ranked ideas Develop an action plan & WBS (Who does what by when?) 15 IEEE Region 8 Student Branch and GOLD Congress 2010 – IEEE SB Leuven
  16. 16. ¿Questions? Thanks for your attention… Contact me on Email: mu.kh.mustafa@ieee.org Facebook: mukhmustafa Twitter: @mukhmustafa 16 IEEE Region 8 Student Branch and GOLD Congress 2010 – IEEE SB Leuven

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