NEW
MEMBERS
EVENING
The Toolkit
Issue 3
Feb 12
Contents
1.
Page
What is a New Members Evening?
1.1
1.2
1.3
1.4
Aim
Background
Why this event?
Who organises it?
2
2
2
2
3
2.
Event Format
4
3.
Organisation and Logistics
5
3.1 Before the Event
3.1.1
3.1.2
3.1.3
3.1.4
3.1.5
3.1.6
3.1.7
Defining the criteria for attendees
Invitations
Venues
Staffing
Logistics
Action List
Event Agenda
3.2 On the Day
3.2.1 Tasks for completion
3.3 After the Event
3.3.1 Welcome from Regional Chairman
3.3.2 PR
3.3.3 Evaluation
5
5
6
6
7
8
8
9
9
10
10
10
11
4.
Budget and Costs
12
5.
Checklist: Things to remember
14
6.
Appendices
16
A.
B.
C.
D.
E.
F.
G.
H.
I.
J.
K.
L.
Example of Invite Letter
Example of Reply Form
Example of Confirmation Letter
Example of Event Agenda
List of required staff and responsibilities
Example of Certificate
Example of Member/Fellow biography
Example of Action List
Example of Speech Notes
Example of Group Photo
Example of Chairman’s Welcome Letter
Example of Local Press Publicity
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20
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28
29
30
1
1
What is a New Members Evening?
A New Members Evening (NME) is an annual event held locally to celebrate the
achievement of gaining Chartered, Incorporated or Engineering Technician status
at Member or Fellow grade with the Institution of Mechanical Engineers (IMechE).
1.1 Aim
The principal aim is to recognise the hard work, dedication and accomplishment of
becoming a Member or Fellow of the IMechE. The event also exists to introduce
the various active volunteer networks in place to support members in their
locality. A further aim is to highlight the range of resources and benefits available
as a corporate Member or Fellow of the Institution.
1.2 Background
New Members Evenings in the format described in this toolkit have been running
around the 16 UK Regions since 2000. These member recognition evenings have
in the past formed part of a Presidential Visit or annual dinner while others have
become multi-regional events, combining up to three Regions together in a single
ceremony. One such example is the annual New Members Evening held for the
Greater London, South Eastern and Eastern Regions which takes place at IMechE
Headquarters, One Birdcage Walk. Examples and supporting documents appearing
in this toolkit are taken from that particular event.
1.3 Why this event?
Holding a New Members Evening can help a committee introduce and promote
their activities to a captive audience. It provides an opportunity to recruit new
members into vacant committee roles and offers a chance to generate some PR
for the local area. The event can also increase links with industry by forging a
relationship with a new member’s company. At the heart of this event however, is
the chance to introduce new members to the various benefits and support
mechanisms available to them in their new grade, be these locally or institution
wide.
2
1.4 Who organises it?
A New Members Evening operates as a committee event and therefore the
primary organisation should come from volunteer network resources. Support
from the Business Development Manager, Regional and International Operations
team, Marketing and Communications team and President’s Office is available
from HQ and should be utilised to ensure the framework of the event is adhered
to. Various literature and tools needed to run a successful new members evening
are included throughout this toolkit.
3
2
Event Format
Below is a summary of a New Members Evening to give you an understanding of
what happens at the event:

Registration
Each new Member or Fellow registers their attendance and receives a name
badge. Refreshments are served.

Welcome and Introduction to the evening
The main presenter for the evening (senior representative from IMechE)
welcomes the attendees and their guests and gives a short introduction and
description of the evening’s schedule.

Presentation of Certificates
Each new Member or Fellow will be presented with a certificate from the main
presenter whilst a brief biography of their career history is read out. A
photograph should be taken as each certificate is presented.

Concluding remarks
The main presenter thanks those in attendance for coming and mentions the
many and varied features and benefits they have access to as members of the
Institution of Mechanical Engineers.

Group Photo
Following the certificate presentation, a group shot should be taken for
publicity purposes.

Tour/Point of Interest
A form of engagement (such as a tour or discussion regarding the venue) is
often included in the schedule; it is important to consider hiring a suitable
venue with this in mind.

Networking
Refreshments/drinks reception offering the chance for committee volunteers to
meet and network with their new members, discuss the benefits and
opportunities of ‘active’ membership and promote the events and activities
coming up in their local area.
4
3
Organisation & Logistics
3.1 Before the Event
Preparation is essential. Before the day you’ll need to look at the following:
3.1.1 Defining the criteria for attendees
New Members and Fellows in your Region need to be identified through the
Institution’s corporate database in order to ensure that there is no duplication of
invitees year after year. The usual criteria to generate a list of potential attendees
will be one calendar year, therefore including all those that have become a
Member or Fellow at Chartered, Incorporated or Engineering Technician level in
your Region in the last 12 months. If this is your first NME, it may be appropriate
to backdate the search of new Members or Fellows beyond the usual ‘year’
criteria.
TOP TIP
Get an up to date list of new Members or Fellows in your Region
by contacting the Member Engagement Department regions@imeche.org
3.1.2 Invitations
A letter should be sent out to all new Members or Fellows from the generated list
inviting them to the awards evening. The letter should come from the relevant
Chair or Business Development Manager and ideally be sent three months before
the event takes place. See Appendix ‘A’
Included with the letter should be a reply form which the potential attendee needs
to complete with details of a brief career biography, their guest’s name (if
applicable), any dietary requirements and whether they would like a tour of the
venue/exhibition etc (if applicable). You might also want to mention the dress
code in your letter, which is usually business attire. See Appendix ‘B’
Once all positive responses have been received by the deadline date a
confirmation letter needs to be sent (see Appendix ‘C’) with final details of the
date, an agenda of the evening with relevant timings (see Appendix ‘D’) and a
map of the venue.
5
3.1.3 Venues
Ideally, venues should be sourced with access to or links with engineering. A good
example of this is the Midlands Region NME in 2008 which was held at the
National Motorcycle Museum in Solihull. Venues should be considered that can
accommodate the appropriate amount of new Members and Fellows (anything
between 30 – 70 dependent on the size of region, area etc), their guests and
relevant volunteer and HQ staff (generally around 10 in total). However, with
large or multi-region events there could be as many as 100+ people at the event.
These figures can, of course, be restricted by not inviting guests or setting a limit
and making sure the invitees are aware it is a first come first served event.
Essential requirements when choosing a venue:

Easily accessible location – event will usually fall on a weeknight.

Good car parking facilities

Close to rail / bus links

Good sized meeting rooms

Option for tour / exhibition / area of interest

Catering facilities available

Space for pop-up banners and registration desk
TOP TIP
Check the numbers before confirming your booking with a venue as these may
fluctuate depending on size of region and the number of new members in a year.
3.1.4 Staffing
Much of the work to ensure the evening runs smoothly is completed prior to the
event. It is imperative that an individual takes ownership of the management of
the event as a whole. Other staff are required on the day in the form of a senior
figure whose role it is to ‘host’ the evening and present the certificates (e.g.
President or Vice President) and another HQ representative to read out
biographies (e.g. Director or Business Development Manager, local Chair). Other
support on the day will be required to man the registration desk, help put up
banners and various literature points and to aid the general running of the event.
Support is also required from the relevant local committees who should play an
active role and help out where needed. They should take the opportunity to
promote their activities and the benefits of becoming a volunteer to a captive and
6
galvanised audience. See Appendix ‘E’ for a breakdown of staff required and
their main responsibilities.
A professional photographer should be contacted before the event and briefed on
the format of the evening. Each member receiving a certificate should have a
photograph taken, along with a group shot following the certificate ceremony. It
may also be applicable to have some networking shots taken during the evening,
budget permitting.
TOP TIP
Agree staff support and duties at the earliest opportunity prior
to the event, particularly attendance of the senior IMechE
representative who will present certificates and other HQ staff.
3.1.5 Logistics
Certificates
Before the event you’ll need to ensure that a certificate has been produced for
each member confirmed in attendance. The certificate should include the date of
the NME, the region name and their new membership grade status. Their name
should be followed by their class of membership (e.g. CEng, IEng or EngTech)
only and should not include MIMechE or FIMechE in this instance. See Appendix
‘F’ for example certificate
TOP TIP
Have a spare blank certificate to hand in case an
unexpected attendee turns up on the night.
NB Please note the certificate is not meant to replace the official IMechE membership
certificate and although the new Member or Fellow can keep this copy, it is in place as a
‘one off’ for those that attend an NME event.
Speech Notes
It is worth sending the speech notes to the main IMechE presenter of the evening
in order that they can make any changes they feel are appropriate and
‘personalise’ the speech. See Appendix ‘I’ for example speech notes
7
Biographies
The same goes for the list of biographies which should be forwarded to the
nominated reader in good time for them to go through the list. Please note that
the list of biographies may need to be re-written to ensure they are all in the
correct person and format for the reader. See Appendix ‘G’ for example
biography
Catering
You’ll also need to arrange catering requirements with the venue. It’s usually
appropriate to have tea or coffee during the registration followed by a light buffet
or canapés with wine following the presentations. Timings and catering can, of
course, be modified in respect to practicality, budget and venue limitations. You
may, for example, wish to have a buffet prior to the introductory speeches and
presentations.
3.1.6 Action List
An action list should be created to ensure all tasks are in place and ‘owned’ in the
lead up to the event. Please note this is not an all encompassing list of tasks and
each individual event is liable to need changes or additions. See appendix ‘H’
TOP TIP
Identify actions to individuals and circulate the list to them before the event in
order that everyone involved knows what is required and by which deadline.
3.1.7 Event Agenda
An agenda should be drafted in order that members in attendance are aware of
the schedule of the evening (included with the confirmation letter as mentioned
earlier) and so that any staff who are supporting the event have a clear indication
of timings. There is a strong possibility that the presentation of certificates will
either over or under run depending on the length of biographies and so on. It’s
vital that an agenda is flexible enough to allow for this.
It’s likely that you will need to change the timings dependent on how many people
are attending, your catering choices and venue limitations so the example
appendix shows guide timings only. See Appendix ‘D’
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3.2 On the Day
Once the preparation is done, you’ll need to make sure the event runs as
smoothly as possible, the tasks below will ensure your event goes exactly to plan.
3.2.1 Tasks for completion

Organisers arrive at the venue and set up the registration desk, stands, popup banners and literature points. Contact should be made with the venue
representative to ensure all arrangements are in place with regard to catering.

Organisers arrange seating and ‘reserve’ seats for members in alphabetical
order as appropriate. (Members should be seated together with guests seated
elsewhere ideally for the event to run to time, e.g. New Members and Fellows
in front 4 rows with guests behind and committee members behind them.)

Other IMechE representatives supporting the event should be greeted and
reminded of their timings/roles on agenda etc.

Registration takes places. All new Members and Fellows receive a name badge.
Badges also need to be produced prior to event for any committee volunteers
and HQ staff in attendance. Badges are not needed for guests.
Refreshments are served during Registration.

Opening speech by main IMechE presenter.
(Example speech notes can be seen in Appendix ‘I’)
Event host hands over to other IMechE member of staff who is reading out the

biographies. Each new member’s name is called with their short biography
read out as they collect their certificate (These will be in alphabetical order).
An impromptu round of applause often occurs after each biography is read.

A photo should be taken of each member collecting their certificate from the
main presenter. (Professional photographer required)

After the final member has been up to collect their certificate, the main
presenter of the evening makes a closing speech and invites members to pose
for a group photograph. (See Appendix ‘J’)

Opportunity for all new Members and Fellows to network with each other and
their committee members.

Clear down stands etc.

Event closes
TOP TIP
Organise some IMechE pop-up stands and have relevant literature
9
available to showcase our vision, publications and activities.
3.3 After the Event
By following up the event you can ensure your messages from the evening are
comprehensively communicated. This also gives you the opportunity to fully
establish a relationship with the new Members and Fellows in your local area:
3.3.1 Welcome letter from Regional Chair
Following the event, a letter should be sent to all members who attended the
evening to remind them of the vast range of benefits and support they can now
access as a full Member or Fellow of the Institution of Mechanical Engineers. The
letter should underline the message of the New Members Evening which is to
encourage them to become active and possibly include the volunteer opportunities
available to them in their relevant Area, Region, Panel, Branch, Division or Group
(if applicable). Within the letter should be links to your Near You pages and any
other appropriate links to upcoming events and activities, such as an annual
dinner or prestige lecture. See Appendix ‘K’
Each attendee should also receive a complimentary photograph of themselves
receiving their certificate with the letter, taken by the professional photographer.
There will be a charge for these but to keep costs down it is best to ask for a
CD/DVD of all photographs for future, promotional use.
TOP TIP
Print the photographs of each individual Member or Fellow yourself
rather than via the photographer. This will keep costs to a minimum.
3.3.2 PR & Publicity
Although major, national PR coverage may not be generated from this event,
organisers need to be aware of the value of positive PR in relation to celebrating
member successes. On a regional level there is certainly scope for local PR
opportunities, such as trade press or local newspapers, as well as within an
attendee’s company. The likelihood is that there will be a number of new Members
or Fellows attending an individual event from the same company sites. This offers
the chance to promote IMechE ‘from within’ to other potential members and
interested parties within these companies – some of which will be large, multinational organisations.
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There is also the chance for PR via the Near You webpages and IMechE’s own
Agenda publication. Promotion in the lead up to the event should be minimal as
this is an ‘invitation only’ event.
See Appendix ‘L’ for local press example
TOP TIP
Get the photographer to take group shots of those new Members and Fellows from the
same company. These can be used to promote IMechE within a company’s own
newsletter or intranet, giving a valuable PR opportunity and raising the profile of IMechE.
3.3.3 Evaluation
Vital to any event is identifying what can be done to improve it in the future.
There is no formal feedback so it’s important to sit down with those involved to
understand where improvements could be made and how the event could move
forward. Liaise with colleagues from your committees and with IMechE HQ Staff
who attended or supported the NME to see where best to focus the efforts of
improvement for future events. You may also find some positive feedback comes
in from those in attendance which could be used to justify support for the event, if
needed, in the future. You may wish to go one step further here and use an
evaluation or feedback form on the night to find out those who have a particular
interest in becoming an active volunteer.
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4
Budget & Costs
The budget of a typical NME will fluctuate depending on the number of attendees
and the venue/catering choices. It’s important to ensure the event is seen as a
high profile, celebratory event and should therefore be aimed as a prestigious
awards ceremony for professional engineers and their guests.
You may wish to explore the possibility of sponsorship in connection to the event
in order to keep costs as low as possible. Sponsorship could take a number of
forms and could include free venue hire or display of pop up banners but could go
as far as joint branding depending on how much of the event you are prepared to
give up for sponsorship. You might consider giving a company the chance to
discuss their organisation in place of a tour if it works within the remit of the
event (e.g. the company talks about its history or future developments).
Examples of costs for previous New Members Evening:
Region ‘X’ – 148 Attendees
(80 Members, 57 Guests, 11 Staff & Committee Members)
Cost
Venue
Catering
Photographer
Mailings and Certificates
Breakdown
Room Hire
Audio/Visual
Wine
Tea. Coffee & Biscuits
Water
Finger Buffet
Fruit
Hire & DVD of photos
Prints
£
No Charge
No Charge
£507.50
£160.00
£38.50
£1,435.00
£63.00
£300.00
£50.00
£133.80
£2,687.80
(Costs exclusive of VAT)
Organising committees may wish to cut back on certain aspects of the evening
but it’s imperative that the evening retains its core elements of being a
celebration and recognition event for new Members and Fellows. By changing the
format slightly it may be possible to decrease costs. For example, having a drinks
reception only may be an option if there are lower numbers as the evening will be
shorter with less onus on ensuring people are catered for.
12
Although any New Members Evening should follow a fairly stringent format,
budget will always be a key aspect of any event so it is accepted that certain
aspects of the evening may not always be replicated from Region to Region.
TOP TIP
By ensuring your event takes place at an engineering related venue, your event will
have a prestigious feel and an interesting setting without busting your budget!
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5
Checklist: Things to remember
Planning
 Get an up to date list of new Members and Fellows in your
local area from the last 12 months.
 Contact senior IMechE personnel to support and attend
event.
 Send invitation with reply form approximately 3 months
before event.
 Book photographer.
 Notify your Regional, Area and Young Member committees
of the date.
 Produce name badges for all attendees, committee
members and staff (Please note: guests do not require
badges).
 Once confirmed, make sure each member has a certificate
signed by the CEO and President for presentation at the
event.
 Make sure a biography is received for each member and
that they have been put into one document in the same
format. Forward these on to the relevant presenter.
Venue
 Do your research – make sure the venue is suitable for
the amount of people you expect to attend.
 Choose a venue with good transport links.
 Choose a venue with a point of interest or link with
engineering.
 Ensure venue has catering available.
 Get map and directions to send with the confirmation
letter.
Staff
 Confirm actions and tasks before and during the event.
 Ensure there are enough people to run the event
efficiently.
 Brief those coming and circulate the agenda.
 Confirm your senior IMechE representative as the principal
presenter and the staff member who will read the member
biographies.
14
On the day
 Arrange pop-ups and literature to arrive in good time for
the event. A background (such as the pop-up stand) is
essential for photographing each member receiving their
certificate.
 Make sure a registration desk is set up with name badges,
attendee list and copy of agenda.
 Start the event on time as much as possible and stick to
the timings on your agenda.
 Make sure there is ample opportunity for members to
network with each other and their local volunteer
colleagues. This is an essential aspect of the event.
 Enjoy it! This event is very much a celebration of a great
achievement and it intended to be an informal and inclusive
evening to showcase the range of activities, benefits and
services available as an IMechE Member or Fellow.
 Try to convey an enthusiastic and supportive tone for the
evening.
 Let your new Members and Fellows know they’ve become
part of something special.
Follow Up
 Make sure the members receive a complimentary copy of
their photograph.
 Included in their welcome letter should be ways in which
they can become active: a call to action.
 Make time for an evaluation of the event, particularly if
this is the first time it has been run. Consider whether a
change of venue, speaker or timings would improve the
event.
 Give us your feedback – Let us know what worked at your
event and what you would do differently next time. This will
help us improve the event and help other committees run a
successful New Members Evening.
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6
Appendices
16
APPENDIX ‘A’
<DAY> <MONTH> <YEAR>
Dear <MEMBER NAME>,
<??th> Annual Awards Ceremony
<ADD REGION>
<ADD DATE>
On behalf of the Institution we are delighted to invite you and a guest to attend
our <ADD AWARDS NUMBER> Annual Awards Ceremony. It will be held at
<ADD VENUE> on <ADD DATE> from <XXpm – XXpm>. Last year’s event was a
great success and this year we hope it will be even better.
The evening will begin at <XX>pm with refreshments served in the <ADD VENUE
DETAILS>. We will then assemble in the <ADD VENUE DETAILS> where each
newly elected member will receive a certificate presented by the < ADD NAME>.
These certificates recognise your achievement in becoming a Member or Fellow of
the Institution. Following the certificate presentations, members will be given the
opportunity to attend a <ADD TOUR/EXHIBIT/TALK DETAIL> followed by the
chance to meet their Regional Chairmen in the <ADD VENUE DETAILS> where a
light buffet and wine will be served.
Please do accept our invitation and complete and return the attached sheet by
<ADD DATE> at the latest, indicating whether you will be bringing a guest and
their name if appropriate and whether you would like to attend the <ADD
TOUR/EXHIBIT/TALK DETAIL> . Please also tell us a little about yourself (approx
50 words). If you have any questions please do not hesitate to contact one of us,
or our colleague, <ADD EVENT ORGANISERS NAME>.
We look forward to meeting you at this important event.
With kind regards,
< ADD NAME >
Business Development Manager
< ADD REGIONS >
Mobile: < ADD NUMBER >
Email:
< ADD EMAIL >
17
Appendix ‘B’
<XXXX REGION>
<XXth> ANNUAL AWARDS CEREMONY
<ADD DATE HERE>
Name:…………………………………………………………………………………….
I will / will not * be attending the <XXth> Annual Awards Ceremony.
I will / will not * be accompanied by one guest
Name of Guest: ………………………………………………………………………..
I would / would not * be interested in a <Tour/Exhibit/Talk detail>
(Due to venue restrictions only one guest per
member can be invited)
* please delete as applicable
Brief career history (approx 50 words):
…………………………………………………………………………………………………………………………
…………………………………………………………………………………………………………………………
…………………………………………………………………………………………………………………………
…………………………………………………………………………………………………………………………
…………………………………………………………………………………………………………………………
………………………………………………………………………………………………………………………..
Any special dietary requirements:
…………………………………………………………………………………………………………
…………………………………………………………………………………………………………
Please post, fax or email this form back to < ADD EVENT ORGANISERS
NAME >:
< ADD ADRESS >
Fax:
e-mail:
< ADD FAX NUMBER >
< ADD EMAIL ADDRESS >
PLEASE SEND THIS REPLY FORM BACK BY < DAY MONTH YEAR >
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Appendix ‘C’
<DAY> <MONTH> <YEAR>
Dear <MEMBER NAME>,
<XX> Annual Awards Ceremony
<REGION NAME>
Thank you for accepting our invitation to the above awards ceremony,
which is to be held on <DATE OF EVENT> at <VENUE NAME>.
The evening will begin at 6.30pm with refreshments served in the <ADD
ROOM NAME>. We will then assemble in the <ADD ROOM NAME> where
each newly elected Member or Fellow will be presented with their
certificate. Following the certificate presentations, <ADD DETAIL OF TOUR
OR EXHIBITION IF APPROPRIATE> will take place if you selected this
option on the reply form, followed by the opportunity to meet your
Regional Chairman and other committee members in the <ADD ROOM
NAME> where wine and a light buffet will be served.
I have attached a programme which details the running order of the
evening and location details for your information.
My colleagues and I look forward to meeting you on the evening.
Kind regards,
<ADD COORDINATORS NAME>
<ADD COORDINATORS ROLE>
Mobile: < ADD NUMBER >
Email:
< ADD EMAIL >
Enclosure
19
Appendix ’D’
<XXXX REGION>
<XX> ANNUAL AWARDS CEREMONY
PROGRAMME OF EVENTS
<ADD DATE>
<ADD VENUE NAME & ADDRESS>
An evening reception has been organised on behalf of the <ADD
REGION(S)> to recognise the newly elected status of Members and Fellows
in these Regions.
Programme:
6.30 – 7.00pm
<ADD ROOM>
Registration
Refreshments will be served
7.00 – 7.05pm
<ADD ROOM>
Brief welcome and introduction
7.05 – 8.15pm
<ADD ROOM>
Presentation of certificates to newly
elected Members and Fellows
8.15 – 8:20pm
<ADD ROOM>
Closing remarks
8.20 – 8.30pm
Group photo of all newly elected Members
and Fellows in the Lecture Theatre
8.30 – 8.45pm
<ADD ROOM>
Tour (if applicable)
8.45 – 9.30pm
<ADD ROOM>
Opportunity for new Members, Fellows
and guests to meet Regional Committee
Members
Drinks and a light buffet will be served.
20
Appendix ‘E’
List of Staff required and their responsibilities
Role
Main Presenter
Biography Reader / Supporting
Presenter

Responsibilities
‘Host’ the event

Opening introduction and speech

Presentation of certificates

Closing speech

Read our biographies for each
new Member and Fellow

Support main presenter

Network with new Members and
Fellows in effort to promote links
between their companies and
IMechE.
Event co-ordinator

Overall responsibility for event

Venue liaison

Logistics on the day

Networking with committee
members and attendees
Event Assistant

Liaison of presenters

Ad hoc coordination

Registration and set up of
stands/literature

Ad hoc tasks on the day

Venue requirements/catering

Networking with committee
members and attendees
* NB These descriptions are not exhaustive and other staff/volunteers may be on
hand to help throughout the duration of the evening so responsibilities may be
gained/lost as appropriate.
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Appendix F
IN RECOGNITION OF THE ELECTION OF
<NAME>
TO THE STATUS OF
<MEMBER/FELLOW>
WITHIN THE <XXXX >
<REGION/BRANCH>ON
<DATE>
_____________________________
President
___________________________
Chief Executive
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Appendix ‘G’
A N Engineer
After graduating from Bath University ‘A’ began her career on a graduate scheme at a
nuclear consultancy near Liverpool where she developed an interest in building
services. This interest grew and developed into building sustainability which is the field
she currently works in at ANY Engineering Ltd in London. ‘A’ manages a team of 8
mechanical and electrical engineers and architects working to reduce the carbon
footprint of new and existing buildings.
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Appendix ‘H’
New Members Awards Ceremony
Action List
Task
Date to be
Completed by
Confirm date for Annual Awards Ceremony
and Book Venue
As soon as possible
following previous
years event
Approach Main Presenter with regard to
availability to present certificates on the night
(If President cannot attend, approach Deputy
President, Vice Presidents and so on).
3 months before
ceremony
Person
Responsible
Actioned
(date)
Approach Other Presenter with regard to
availability to read out biographies
Contact photographer
Update letter to new Members and Fellows
2 months before
ceremony
3 months before
ceremony
Update reply form
Update agenda/programme of the evening
(Dependent on Venue) Contact
Manager/venue coordinator with regard to
availability to conduct tours/talk at ceremony
2 months before
ceremony
Run database list for all newly chartered
Members/Fellows in relevant Region
(Ensure list is run following any prof. review
committee if appropriate)
6 weeks before
ceremony
Merge letter and post with fax back reply form 6 weeks before
ceremony
Collate responses
3-4 weeks before
ceremony
Send confirmation with copy of
agenda/programme
3 weeks before
ceremony
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Create certificates and get signed off by
President and Chief Executive
2 weeks before
ceremony
Confirm catering and room requirements with
Venue/ Room Bookings
Type up biographies and forward to person
who will be calling these out.
2 weeks before
ceremony
Update speech notes for President/Vice
President/Senior IMechE Official and forward
Organise Attendees into tour groups (if
applicable)
1 week before
ceremony
Do badges for Members and Fellows and
other attendees from committees (No badges
for guests required)
Do name plates for seats
Distribute agenda/final actions to staff who
will be present
Thank you note to IMechE personnel in
attendance
2 days after
ceremony
Write publicity article for newsletters, Near
You webpages etc and forward to editor with
group photo
1 week after
ceremony
Update letters from Regional Chair and
distribute to newly elected Members and
Fellows with complimentary photographs.
2-3 weeks after
ceremony
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Appendix ‘I’
Ninth Annual Awards Ceremony - Newly Elected Members & Fellows
WELCOME
It is with great pleasure that I welcome you all to this the <XX> Annual Awards
Ceremony here at <ADD VENUE NAME>. I’m delighted to see so many people here
to celebrate their new Member and Fellow status. These Awards have now been
running since <XXXX> and have steadily grown in attendance each year. This year
we have a record number of attendees which proves that this Institution is the
institution of choice for professional mechanical engineers.
This evening we’re here to congratulate the newly elected Members and Fellows from
the <ADD REGION NAME>. As well as celebrating this fantastic achievement we’re
also here to show you how being a Member or Fellow benefits you and to give you the
opportunity to meet some of your Regional Committee Members over refreshments
later in the evening.
We are committed to supporting all of our new Members and Fellows as you progress
in your careers and your achievements tonight are testimony to your commitment to
your own development. We at the Institution are always here to advise and assist you
and the range of benefits and support service available to you are many and varied.
The next part of the evening is all about you. I will invite each of you to come up when
called to receive your certificate and have your photograph taken.
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Once again we’re delighted to welcome you and your guests here tonight and we
hope you have a very enjoyable evening.
CLOSING COMMENTS
That brings to an end the certificate presentations. In a moment I shall invite all our
new Members and Fellows to congregate together for a group photograph.
(If applicable:) Following this there’s a chance for you to have a brief tour of <ADD
VENUE NAME> if you have requested it, followed by refreshments in the <ADD
ROOM NAME>.
May I take this opportunity to thank you all for coming tonight, and once again to
congratulate you on becoming a Member or a Fellow of the Institution of Mechanical
Engineers.
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Appendix ‘J’
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Appendix ‘K’
<DAY> <MONTH> <YEAR>
Dear <MEMBER NAME>,
I’m delighted to take this opportunity to formally welcome you and
congratulate you on becoming a Corporate <Member/Fellow>of the
Institution of Mechanical Engineers. This is indeed a great achievement and
testimony to your hard work and dedication over the years.
However, please do not think that this is where our relationship ends. You
are very welcome to come along to the numerous events, meetings and
activities taking place regularly throughout the <XXXXX> Region. Further
information about these upcoming IMechE dates can be found by visiting:
http://nearyou.imeche.org
We do hope you will continue to progress within your profession and as a
learned society, the IMechE and specifically your local Regional and Area
Committees, are here to support you in every step of your career.
Finally, please find enclosed your photograph from the New Members
Awards Ceremony. May I take this opportunity to wish you the best of luck
for the future.
I look forward to seeing you at a forthcoming IMechE event.
Yours sincerely,
<Regional Chairman Name>
Chair – <XXXXX> Region
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Appendix ‘L’
Article from Coventry Evening Telegraph promoting Midlands New Members Evening.
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