Conference Organizer Basics: IEEE Panel of Conference

Conference Organizer Basics:

IEEE Panel of Conference Organizers (POCO)16 July 2009

Prague, Czech Republic

Quick Start for Conference Organizers

Purpose

• Provide a high overview of organizing a conference from start to finish

• Share best practices and recommendations

Panel Speakers

• Vita Feuerstein, CMP Conference Contracting

• Jean Bae Conference Business Services

• Elsie Cabrera, CMP Meeting & Conference Mgmt.

• Kevin Uherek Conference Finance

• Kathy Burke Conference Publications

Organizing an IEEE Conferencehttp://www.ieee.org/web/conferences/organizers/index.html

PHASE 1 - Start

PHASE 1 - Start

Policy 10.1.2 SponsorshipSponsorship relates to the responsibilities and accountabilities of an organizational unit (OU) with respect to financial, technical, publicity, and administrative aspects of a conference. For a conference to be considered an IEEE conference, it must be sponsored by at least one IEEE OU.

PHASE 1 - Start

Determine type of sponsorship• Sole sponsorship

100% Financial• Co-sponsorship

Less than 100% Financial• Technical co-sponsorship/Technical

cooperation0% Financial involvement

PHASE 1 - Start

Apply for sponsorship from IEEE organizational units (OUs)

• Societies, Councils and Technical Communities

• Geographic Activities (Regions/Sections/Chapters)

Societies, Councils and Technical Communities

Societies, Councils and Technical Communities

Geographic Activities (Regions/Sections/Chapters)

Geographic Activities (Regions/Sections/Chapters)

Memorandum of Understanding (MoU)

• Set forth the relationship and obligations of all involved parties in a Memorandum of Understanding (MoU), if applicable*

PHASE 1 – START

• Appoint General Chair and Conference Committee

• Contact the local IEEE Section

• Complete and submit IEEE Conference Information Schedule, Committee List and Memorandum of Understanding (MoU)

IEEE Conference Information Schedule

IEEE Conference Information Schedule

Submitted Information Schedule

• Registers your conference with the IEEE

• Assigned a conference record number

• Initiates insurance, budget and publishing processes

• Updates/changes can be e-mailed to [email protected]

• Sponsorship confirmation with IEEE OUs

mailto:[email protected]

IEEE Conference Search

Allows potential attendees to search and find more information about your conference. Listing validates your conference as an IEEE conference.

Browse Call for Papers Deadlines

Search tool allows potential authors to browse paper deadlines for upcoming conferences

Questions on PHASE 1?

PHASE 2 – Pre-Conference

Templates of Contracts & Legal Documents

• Contact Conference Management Company and enter into contract negotiations• Select Site and enter into contract negotiations


• Review IEEE insurance coverage and determine if additional coverage is [email protected]

• Review tax information to ensure Internal Revenue Service (IRS) and international compliance – VAT (value added tax) and GST (goods and services tax)

• Develop communications plan, marketing materials and conference website



• Send Request for Proposal (RFP) to exhibit decorators and develop exhibitor prospectus

• Reach out to Educational Institutions, Corporations, Government and Industry for support

• Work with the IEEE Development Office to apply for grants, they provide assistance with editing/drafting grant proposals, obtaining necessary IEEE approvals and etc.


• Identify Paper Management System

• Determine Technical Program and Establish abstract/paper deadlines

• Establish and promote Call For Papers (CFP) and exhibit prospectus

• Update Conference Website with CFP


• Establish process for Visa assistance requests, post passport and visa reference information on your website and work with Registration to vet attendee requests

• Review and reconfirm hotel, meeting space and room block

• Continue to communicate with previous year’s conference committee to discuss best practices


• Submit conference budget using online web form

• Submit written approvals from all IEEE financial sponsoring OUs to [email protected]


Principles of Business Conduct and Conflict of Interest (POBC/COI)

• General Chair and Finance Chair/Treasurer must complete and submit POBC/COI Note: Select Conference-Finance from drop down box


• Submit updated committee list, if applicable

• Establish conference bank account for receipt and disbursement of conference funds

-Concentration Banking-Local Bank in Conference Name-University Ledger Account etc.

• Request and obtain loan from IEEE sponsoring organizational unit (OU), if needed


• Submit Pre-Conference forecast

• Secure W-8 and/or W-9 forms for tax compliance

• Submit 1099/1042 schedule of payment forms

• Submit annual report on foreign bank accounts to IEEE Tax [email protected]


IEEE Conference Publication Form

• Required for post-conference distribution (including IEEE Xplore), to obtain Letter of Acquisition (LOA) which includes the IEEE Catalog Number, ISBN and ISSN numbers if applicable

IEEE PDF eXpress (Complimentary tool)

• Register for PDF eXpress which allows your authors to convert application formats to IEEE Xplore-compatible files

http://www.ieee.org/web/publications/pubservices/confstandards/pdfexpress/index.html

Electronic IEEE Copyright Form (eCF)

• Register for Electronic IEEE Copyright Form (eCF) if proceedings are acquired by the IEEE


• Create website/link for paper submissionsMake sure to clearly publicize:

-Paper submission criteria and instructions

-Publication schedule and deadlines-Copyright Agreement-Frequently Asked Questions (FAQs)-Contact information


• Create Registration form and establish registration collection that is Payment Card Industry (PCI) compliant

• Request IEEE membership verification CD to confirm valid IEEE Members

• Plan social activities and tour program

• Send out Requests for Proposals (RFPs) for ground transportation


• Launch Registration Site

• Complete paper review process, finalize technical program and notify speakers

• Create and publish Advanced program

• Solicit bids from printers and/or CD manufacturers based on accepted papers

PHASE 2 – Pre-Conference• Organize and prepare for production of conference

publications per Letter of Acquisition (LOA)

• Order attendee giveaways, speaker gifts and/or other conference gift items

• Determine preliminary exhibitor space assignments, if applicable

• Request weekly reports from hotel(s) regarding rooms


• Review room block with hotel(s) against attendance and contract(s)

• Complete and print final program, advertising/publicity and registration reminders

• Develop and finalize volunteer job functions or onsite needs

• Deadline for early registration (predetermined date)


• Send preliminary specifications to conference site (i.e. set up, catering, audio visual, signage)

• Review and verify shipping dates to ensure conference materials will be delivered to venue (allow sufficient amount of time for Customs or carrier delays)

• Update/submit Pre-Conference forecast


PHASE 3 - Conference

PHASE 3 – Conference

• Confirm onsite logistics with venue/hotel

• Set-up registration area, exhibit space, information booth and office area


• Onsite Registration

• Monitor Budget

• Monitor daily activities

• Hold Post Conference Wrap Up Meeting with committee, venue/hotel and other vendors


• Recognize and thank all that contributed to the success of the conference including presenters, local arrangements committee, attendees and etc.

• Encourage attendees to provide conference feedback by completing comment cards and/or surveys


PHASE 4 – Post-Conference

PHASE 4 – Post Conference

• Submit conference content (Xplore compliant files) per Letter of Acquisition (LOA) within a month after conference end date

• Committee members submit a report, including lessons learned and final statistics to sponsoring IEEE OU

• Registration clean up (process refunds, issue receipts, balance dues)


• Process outstanding bills

• Submit Post-Conference forecast

• If applicable, follow grant agencies’ conference requirements for closing (i.e. submit technical report, proceedings, attendee list or expense report, varies with agencies)

• Repay all loans


• Distribute surplus

• Close conference bank account and submit proof of account closure

-Concentration Banking Destroy Check form- Local Bank AccountLast statement showing zero balance-University ledger accountLetter stating account is closed


• Prepare and submit all audit material to independent auditor [for revenue/expense greater than $100K and total IEEE financial percentage greater than 50%]

• Submit Final Financial report with Certification of Accuracy (also include copy of audit report if applicable)

• Send letters of appreciation and information for next year’s conference to vendors, sponsors and exhibitors


With next year’s committee: -Continue to share best practices and

lessons learned-Review feedback and survey results

• Establish social networking sites or online communities which will allow the conference discussion to continue into the following year


Need Help?

Breakout Sessions and Workshops

• Friday, 17 July 3:15 pm• Saturday, 18 July 10:45 am & 1:30 pm

Planning Your Event Communicating Your Conference

Conference FinancesConference Contracts & MoUs

Conference ProceedingsTechnical Program & Paper Quality

VAT Compliance and ServiceUsing Technology to Extend Your Conference

Thursday 16 July15:00 – 17:00 Town Hall Strategic Discussions18:30 – 20:00 Evening Welcome Reception

Friday 17 July08:30 – 09:00 Welcome Coffee09:00 - Opening Session