Planning Meeting – Student Meet & Greet Event

#planning #management #logistics #networking #collaboration

Objective: Brainstorm and outline a student-centered networking event to foster collaboration, exchange ideas, and increase society membership.

Agenda

1. Welcome & Goal Setting (5 min)

• Opening remarks

• Review event objectives:

  • Encourage student networking & idea exchange

  • Promote IEEE VTS & ComSoc membership benefits

  • Plan a collaborative, engaging format

2. Target Audience & Event Format Ideas (15 min)

• Brainstorm: Who are we trying to reach? (grad/undergrad, specific majors?)

• Discuss possible formats:

  • Speed networking + themed tables (research, careers, student chapters)

  • “Idea pitch” corner for collaboration starters

  • Panel or lightning talks by student leaders

  • Social mixer with guided discussion prompts

3. Membership Engagement Strategies (15 min)

• How to highlight VTS & ComSoc value to students

• Ideas for on-site membership drives (QR codes, exclusive follow-up workshops)

• Peer-to-peer recruitment: ambassador role for students

• Raffle/prize incentive for current members bringing guests

4. Logistics & Action Items Brainstorm (15 min)

• Venue (on-campus, hybrid, virtual?)

• Date/time for max student attendance

• Promotion channels (social media, department emails, class announcements)

• Food/beverage (budget-friendly options)

• Registration vs. drop-in

5. Next Steps & Role Assignment (10 min)

• Summarize top 3 ideas for the event

• Assign leads: logistics, promotions, membership table, speaker coordination

• Set next check-in date

• Action item recap