2021 IEEE WIE International Leadership Summits Guidelines

Guidelines/Information

 

IEEE Women in Engineering (WIE) International Leadership Summits (ILS) will continue as a part of IEEE WIE’s portfolio of global initiatives that focuses on Empowerment, Entrepreneurship, Leadership, and Emerging/Future Technology. Summits provide regional opportunities for networking, mentorship, training, and collaboration. Up to ten (10) Summits will be conducted globally in 2020.

 

A. SUBMITTING A PROPOSAL:

Proposals for 2020 WIE Summits should be submitted by midnight (ET) on 4 November 2019. All IEEE WIE provided templates must be used when submitting a proposal, planning, and conducting an IEEE WIE ILS. Proof of endorsement from an IEEE Region and/or Section must be provided as part of your proposal. All events must be held no later than 15 December 2020.

B. PROGRAM

1. 2020 WIE Summits must follow one or more of the themes that are relevant to the tracks listed below. Adherence to these themes must be reflected in your proposal.

2. Types of tracks recommended, but not limited to the following: Innovation, Empowerment, Entrepreneurship, Leadership Skills, and Emerging/Future/Disruptive Technology.

3. Speakers from outside IEEE including industry, academia and government are encouraged.

4. Single presentations, panels, workshops and hands-on demonstrations are encouraged. 5. Conference proceedings and publications of presented papers are not permitted WIE Summits.

B. PROGRAM

1. 2020 WIE Summits must follow one or more of the themes that are relevant to the tracks listed below. Adherence to these themes must be reflected in your proposal.

2. Types of tracks recommended, but not limited to the following: Innovation, Empowerment, Entrepreneurship, Leadership Skills, and Emerging/Future/Disruptive Technology.

3. Speakers from outside IEEE including industry, academia and government are encouraged. 4. Single presentations, panels, workshops and hands-on demonstrations are encouraged.

5. Conference proceedings and publications of presented papers are not permitted WIE Summits.

 

C. ORGANIZING COMMITTEE

1. Organizing committee chairs must be IEEE WIE members and (at least one) must reside in the proposed Summit location.

2. Organizing committee members can be from multiple geographic locations but must include members from the proposed Summit location.

 

D. SELECTION CRITERIA The IEEE WIE Summits Subcommittee will evaluate and recommend approval of up to ten (10) Summit proposals based on the following criteria:

1. Alignment with IEEE WIE Mission and Business Plan objectives.

2. Alignment with WIE Summit program themes and tracks listed in section B above.

3. Availability of a Volunteer Organizing Committee, to include local section volunteers in the roles of Program Chair, Vice Chair, and Treasurer, at minimum.

4. Availability of a proposed venue. 5. Submission of a preliminary budget.

6. Quality of proposed session topics, sponsors, and speakers. In addition, the selection committee will take into account factors such as the geographic diversity of summit locations and previous summit locations. Past summit organizers are encouraged to present growth potential for their event. New organizers are equally encouraged to present ways in which their summit addresses WIE membership needs in their area.

 

E. FINANCIAL OBLIGATIONS

1. IEEE WIE Leadership Summits must follow all rules defined by IEEE Conference Standards Policy 10.0

2. The Organizing Entity will be responsible for all financial surplus and losses of the event. It is expected that any surplus from the program will be reinvested in local activities that support IEEE WIE members.

3. IEEE Women in Engineering Program headquarters will provide approved proposals with seed funding in the amount of $1,500 USD to be applied to the costs associated with the IEEE WIE ILS only. These contributions do not need to be repaid. Funding is contingent upon proper adherence to IEEE WIE Summit guidelines, templates, and IEEE and IEEE WIE branding guidelines. IEEE WIE reserves the right to rescind approval and/or funding should any requirements or deliverables are not met.

4. The organizer should submit a revised event budget within 2 months of the Summit start date.

5. The organizer shall submit a final event report, including a financial summary, on the report template provided, within 2 months after the Summit.

6. Summit registration rates should reflect discounts for IEEE and WIE members.

 

F. MARKETING & COMMUNICATIONS

1. IEEE & IEEE WIE branding guidelines, including use of logos, event title formats, colors, etc., must be adhered to at all times.

2. An IEEE WIE ILS website template will be provided to the organizer and must be utilized for promoting the event.

3. Copy IEEE WIE staff on event communications and marketing at wie-Summits@ieee.org. Please provide links for Summit social media accounts.

4. Marketing before, during, and after the Summit should include efforts to attract new members to IEEE and WIE.

 

G. SAMPLE SUMMIT TIMELINE

Below are some key dates to keep in mind when planning an IEEE WIE Summit. A detailed Summit Timeline template will be provided to all approved Summit organizers.

1. Upon Summit approval: a. Summit Organizer Toolkit & Templates will be sent via email. b. Approved Summits should begin local marketing.

2. 1 month after approval: a. Initial planning call with IEEE WIE staff must be scheduled. b. Summit planning committee list must be submitted to WIE staff. c. Preliminary Summit program must be submitted to WIE staff.

3. 6 months prior to Summit start date: a. Final Summit program must be submitted to WIE staff.

4. 4-6 months prior to Summit start date: a. Call for speakers recommended. b. Event website up and running. c. Summit registration open recommended.

5. 3 months prior to Summit start date: a. Summit pre-event call with IEEE WIE staff must be scheduled. b. Latest Summit registration should open.

6. No later than 14 days post Summit end date: a. Summit post-event survey must be sent to attendees, sponsors, speakers, exhibitors.

7. 60 days post Summit end date: a. Post-event report sent to WIE.

 

H. TO BE SUBMITTED AFTER THE SUMMIT

1. The IEEE WIE ILS Attendee Survey and a Sponsor Survey must be conducted within two (2) weeks after the Summit concludes. (a template will be provided)

2. Summit sponsors, registration and attendee lists must be sent to wie-Summits@ieee.org within two (2) weeks after the conclusion of the Summit.

3. The completed Summit survey results must be sent to wie-Summits@ieee.org no later than two (2) months after the Summit.

4. The final report (financials, program summary, event photos, sponsors, media partners, etc.) must be submitted within two (2) months after the Summit. (a template will be provided)