Technical Seminar Coordinator’s Checklist
1.
Contact speaker and confirm attendance. If event is joint with NCS confirm the speaker can present in both Calgary and Edmonton.
2.
Apply for DLP funding if applicable. a.
Details for PES: http://ieee-pes.org/chapters/resources/distinguished-lecturer-program b.
Details for IAS: http://ias.ieee.org/distinguished-lecturer-program.html
3.
Prepare event budget and work with PES/IAS committee to procure sponsorship.
4.
Begin promotion approx. 2 – 3 months before event. a.
Get abstract and bio from speaker. b.
Prepare meeting notice from speaker information. Use samples from previous events.
Mention that a light meal is provided for attendees. Need to contact Edmonton chapter to verify their time and location information if applicable. c.
Post to V-tools – Richard Loiselle can assist. When Vtools is set up, add Vtools link to meeting notice. d.
Send to eNotice list – Dale Tardiff will assist with this. Typically 3 Emails will be sent out to promote event. e.
Advertisement for APEGA, etc. – forward to Matt Eskandar to assist with this.
5.
Contact Shawn Barrie to confirm room booking. (U of C downtown campus)
6.
Arrange for catering. Menu is a mix of hot and cold food. Check with coordinator of previous event for sample menu.
7.
Approximately 1 month prior to event – work with speaker to confirm travel and hotel arrangements, if required.
8.
Approximately 2 weeks to event – provide preliminary attendance numbers to caterers and U of
C. Monitor V-tools regularly to track attendance and any special concerns brought up by registrants. Also watch for multiple registrations (1 person registered several times by mistake).
Extra registrations will give a false quantity of how many are attending. This is particular important for tutorials where attendance is limited.
9.
Arrange to get thank you plaque for speaker.
10.
Arrange for 5 to 6 volunteers to man the registration table(s) and place evaluation forms on the seats. Suggest using 4 volunteers for registration and divide list of attendee names into four groups
11.
48 hours prior to event – provide latest estimate of attendance for U of C and caterers. Estimate about 5 – 10% walkup attendance.
12.
Get information for chapter slides to be shown before presentation. 1 slide for sponsor acknowledgement and 1 slide for upcoming events.
13.
Day of event: a.
Verify catering is in place and final attendance and menu is verified b.
Prepare attendance sheet and print name tags. c.
Discuss with speaker details of introduction.

d.
Be sure to bring name tags, registration list and evaluation forms to the meeting. e.
Bring receipts book for ‘at the door’ check payments f.
Bring boxes for completed evaluation forms g.
Work with caterers and U of C staff to layout registration tables and food tables etc. h.
Organize registration tables with signs A-H, I-N etc. i.
Work with speaker to ensure AV system in presentation hall is working.
14.
Immediate prior to presentation: a.
Welcome attendees. b.
IEEE SAS, PES or IAS announcements c.
Upcoming events d.
Acknowledge the event sponsor. e.
Introduce speaker.
15.
After presentation a.
Thank speaker and present plaque. b.
Inform audience slides will be available on website (sas.ieee.ca/pesias), if applicable. c.
Encourage audience to complete evaluation forms.
16.
Follow up a.
File L31 report for meeting. b.
Tabulate results of evaluations for PES/IAS committee. c.
Complete SAS budget spreadsheet and forward to treasurer (Tim) d.
Complete any paperwork for DLP program if necessary.
Table 1: Contact List
Responsibility Name
V-tools set up Richard Loiselle or
Doug Brooks
Dale Tardiff Email notifications
NCS (Edmonton) contact
Peter Rothwell
Shawn Barrie U of C Event contact
Great Events
Catering
APEGA advertisement
MacEwan
Events Center
Walter Tomandl
Matt Eskander
Joan Cuevas
Phone
(403) 210-7311
(403) 256-3801
(403) 256-7150
(403) 220-5141
Email rloiselle@suncor.com dougbrooks@shaw.ca
dale@innovativepower.ca prothwell@igbtech.com sbarrie@ucalgary.ca walter@greateventsgroup.com matt.eskandar@mrcsi.com joan@macewancentre.com