The Institution of Engineering and Technology Event Process

1
Committee Member to contact
1 speaker and arrange a convenient
Event Topic agreed by date and time. Speakers are
committee requested to provide their time free
of charge as IET is a charitable
organisation.

2
2a Contact the recommended speaker
Contact Speaker and and arrange a time & date &
arrange Date and Yes Do you have a
No confirm the venue making sure that
Time speaker?
all travel arrangement are
organised. Send speaker expense
claim form to complete, which the
Chairman must approve & send
3 2b into HQ for reimbursement.
2a Confirm Date, Time
Contact RC.
Send speaker and Venue with If you have not managed to find a
RC to forward CM 2b
expense claim form Speaker, Committee speaker but you have an idea as to
recommended speakers
Members the topic for the event, contact your
Regional Co-ordinator (RC).
The RC will contact the relative TPN
4
or search the database for
Organise & confirm recommended Speakers & forward
Venue booking & you a speakers name & contact
Refreashments details.

5
3 Confirm date, time, venue &
Confirm Budget refreshments with committee
members. Establish who is
responsible for what action i.e.
6 7 publicity , refreshments etc.
Advertise Event on
Send RC synopsis and Confirm all bookings for venue,
Programme Card, How are you
event details – RC will 4
Events Calendar, going to notify refreshments so that these details
book mailshot to all
Network News, & members? will not change once you have
memebers
Network Website started to advertise the event to
members.

8 5
Contact local RDM
with the event details
9 10
Make sure the venue
can manage a large No
number of delegates
11
12
Make sure that the cost of the
event is within budget.
Ask RC to send Event Poster
to supplied poster list and all Advertise the event details on the
members who do not have
6 Programme Card, The IET Events
access to emails Calendar, in Network News, Network
OPTIONAL Website & in the Engineering &
Technology Diary.
7 Book mailshot with RC. Note: two
weeks notice is required. Send RC
CM to maintain event details and synopsis text for
Have you
registration, send pre-booked mailshot.
asked members to Yes
delegates confirmation
register?
of registration Send poster list and poster to RC
8
to dispatch to all members.
Request RC to send local Regional
Development Manager details of
event to circulate to all Business
CM to make sure Introduction Partners within the area.
prepared, Vote of thanks
arranged, First question 9
arranged before the event. Make sure that the venue can
accommodate the expected number
of attending delegates. If the venue
can only accommodate a restricted
number of delegate then make sure
CM to order Metric Feedback this is advertised so members are
forms from RC. aware of the possibility of being
Delegates to complete turned away.
feedback forms - CM to send
completed forms back to HQ 10 CM to maintain registration of
attending delegates & send
confirmation of their registration.

12 CM to order Metrics Feedback

forms from RC. CM to ask
delegates to complete the
feedback forms and return to HQ
in the envelope provided.