Running IET Communities events

Events are a great way to facilitate face-to-face engagement with members of the Science, Engineering and Technology (SET) community. They provide a great opportunity for the community to come together to gain unique insights and knowledge, share ideas and best practice and network with like-minded people.

Whether you are a first time event organiser or you have run events before, this page is designed to provide a little direction, advice and guidance to assist with delivering the ideal event to meet your objectives.

Deciding upon the aim, objective and audience for the event

This briefing contains some basic initial questions to consider when organising your event – the who, what, when, where, why and how?
If you are planning to run a Lifeskills course then take a look at our specific briefing around these types of events.
If you are arranging an event for Young Professionals the YPCC have produced the following booklet that details which of their events have been successful in attracting YPs in their regions:

If you are planning to run a Present Around The World competition then visit the organisers area of the website to find out everything you need to know.    


Selecting the correct event format

Deciding on your event style will depend on the aims and objectives of your event. This briefing takes you through some of the options.

Whichever format you choose, it is usually possible for delegates to receive CPD hours for attending communities events. This briefing tells you how.
If you are making CPD hours available you may wish to provide certificates on the day. If you are an active volunteer on our database you will be able download the certificate below. If you are a volunteer and can't access this file then please contact your Community Manager.
Image of a lecture taking place       

Budgeting and keeping an eye on your costs

An event budget is a great way to map out all the areas of income and expenditure. The budget will ensure that the event is viable to organise and execute. This briefing takes you through this process.  
We have also created an event budget template to assist you with your planning which can be found below.


Date and venue selection

This briefing takes you through some of the areas to think about when selecting a date and venue for your event.


Inviting speakers and gathering content

This briefing takes you through what you need to think about when approaching speakers and ensuring you can use their content.

Delegate registration & the Plus! for Events Tool

It’s important that you are using a registration system for your events. This briefing provides the basics.

We strongly recommend that you use the Plus! for Events Tool to manage online registration. It’s easy to use and has many benefits as explained in this briefing.

If you would like access to Plus! for Events please contact the Community Support team.

Marketing your event

Build it and they will come… Well not always. It’s important that you tell people about your event and to help we have a dedicated section of the Volunteer Gateway that tells you about how we can help and some other ideas.  The first thing you should do though is ensure your event is entered onto the IET Events Calendar. This briefing tells you about the tool and how to access it.
We know not all volunteers will have experience in marketing so this Gold standard event calendar page shows you how the experts sell an event online.

Hosting your event

If your delegates have a good experience then this will have a positive impact on the reputation of your network and the IET. Read this briefing to find out how to leave your delegates with the right impression.

If you are planning to take photographs at your event for promotional purposes then please use this sign to let delegates know, in case there are any concerns.

We advise that volunteers conduct a risk assessment on the day of the event and this template highlights the areas you should review at the venue.

Post event analysis and output

Phew! The event is over but there is still more you could do, including asking for delegate feedback and promoting the content. This briefing takes you through some ideas.

It’s crucial that you let us know how many delegates attended your event for the future funding of your network. Go to the Metrics page for more information on what you need to submit.

Join the conversation!

If you want to ask other IET Communities Volunteers about running events go to the IET Volunteer Community today and start a discussion.

If you need more information, training or help with any of the above then please contact the Communities Team.