IEEE IES SYP Congress Organising committee meeting 4.0 : vTools Events

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IEEE IES SYP Congress Organising committee meeting 4.0

#upcoming #events #ieeervrjc #ies_chapter#IEEE #IES #SYP #Congress #2024

Time: 7:30 PM - 8:30 PM Location: Google Meet

Attendees:

Proceedings:

1. Increase of Participants Count:

Mr. Ala Chalghaf proposed increasing the participant count from 50 members to 70-80 members.

2. eNotice Content:

Mr. Ala Chalghaf discussed the content for the eNotice to be sent to all IEEE members regarding event registration. Mrs. Tripura P will handle this task.

3. Speaker Arrangements:

Several speakers have been finalized, including Mr. Ala Chalghaf, Mr. Aziz Ben Kbaier, and Mr. Lakshitha Gunasekara for sessions in the SYP Congress.
Dr. Tripura Pidikiti will send invitation mails to upcoming speakers, including the President of IES.

4. Funding and Sponsorship:

Dr. Tripura Pidikiti presented information about sponsorship and funding, including submitted applications.
Mr. Lakshitha Gunasekara suggested applying for funding opportunities provided by IEEE, such as SPAx and the Industry Engagement Committee.

5. Website Updates:

Mr. Pranay Kashyap discussed changes to the registration page of the website.
Mr. Lakshitha suggested changes to text regarding accommodation types and meal details before and after the SYP Congress, to be implemented within a week.

6. Social Media Strategy:

Mr. M. V. Krishna Vamsi presented the social media roadmap.
Mr. Ala Chalghaf suggested postponing certain posts to the first week of June for better participant engagement.
Mr. Lakshitha Gunasekara proposed collaborations and postings in IEEE IES Groups, among other suggestions.
Mr. Aziz Ben Kbaier recommended adding more introductory posts about the SYP Congress.

7. VISA Letters:

Dr. Tripura Pidikiti mentioned the need to share VISA Letters with international participants. Mr. Lakshitha will handle the documents.

Action Items:

Arrange for increased participant capacity.
Prepare content for eNotice.
Send invitations to speakers.
Collect message from the IES President for website inclusion.
Apply for funding/sponsorship through IEEE SPAx, and the IEEE Industry Engagement Committee.
Update website regarding premium and non-premium accommodation.
Post "Call for Workshops," "Call for Posters," and "Call for Projects" in the first week of June.
Finalize VISA Letters.