Ex-Com Meeting

Induction Drive 2024 Planning

The Executive Committee (ExCom) reviewed the strategy for the upcoming Induction Drive 2024, targeting first-year students of the 2024 session. The goal is to introduce new students to IEEE and encourage them to join the chapter.

• Key Points:
  • Target Audience: First-year students of the 2024 academic session.
  • Event Structure:
    • Overview of IEEE, its global network, and chapter activities.
    • Explanation of membership benefits and upcoming opportunities.
    • A dedicated Q&A session to engage attendees.
  • Responsibilities:
    • Chairperson and Vice-Chairperson: Manage overall event execution and coordination.
    • General Secretary: Lead the promotion campaign (social media, posters, and email announcements) and coordinate with the Hosting Team.
    • Web Master: Set up and manage the online registration system.
    • Event Planner: Handle event logistics including venue booking, equipment setup, and attendee coordination.
    • Treasurer: Allocate budget for refreshments and promotional materials.
  • Timeline: Event to be held in the third week of [Specify Month]. Preparations to begin immediately.

2. Upcoming Event Planning

ExCom discussed and outlined the structure for upcoming events designed to engage students and promote technical and professional development.

• Event List:

  • Workshops: Focused on technical skill development, such as programming, robotics, and electronics.
  • Seminars: Topics include career growth, networking, and leadership in the technology sector.
  • Competitions: Technical challenges like hackathons, coding competitions, and project showcases.
  • Social Events: Informal networking events to strengthen relationships among members.

• Roles Assigned:

  • Event Planner: Create timelines and handle the logistics for each event.
  • General Secretary: Lead promotions and student engagement efforts.
  • Treasurer: Ensure budget allocation and tracking for all events.

3. IEEE Day 2024 Planning

The ExCom initiated discussions regarding the upcoming IEEE Day 2024 celebration, which is a global event celebrating the first time IEEE members gathered to share ideas in 1884.

• Proposed Activities:

  • Keynote Speaker: Invite a prominent figure in the tech industry to give a talk.
  • Workshops and Demonstrations: Organize hands-on technical sessions to showcase innovative technologies or projects.
  • Networking Session: Provide opportunities for students and professionals to interact and exchange ideas.
  • Social Media Campaign: Run a campaign to increase awareness about IEEE Day and promote the chapter.

• Responsibilities:

  • Chairperson and Vice-Chairperson: Oversee the planning and execution of the event.
  • Event Planner: Manage the logistics, including venue, speaker invitations, and scheduling.
  • General Secretary: Coordinate the event promotion across all platforms and ensure student participation.
  • Web Master: Ensure all event details and registration are available on the chapter’s website.
  • Treasurer: Handle the budget for the event, including refreshments and materials.

• Timeline: IEEE Day is set for [Specify Date], and preparations will be coordinated with regular check-ins.

4. Recall of IEEE Material Order

The committee revisited the order for IEEE-branded materials, which is crucial for the upcoming events.

• Action Items:

  • Chairperson: Will finalize and place the order for IEEE promotional materials (banners, merchandise, etc.) by mid-month, ensuring they arrive in time for the Induction Drive and IEEE Day.
  • Treasurer: Ensure the necessary funds are allocated for the order.

• Follow-up: Chairperson to provide an update on the order in the next meeting