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![Page 1: Running Conferences – Quick Guide for Sections Ed Perkins, R6 Conference and Events Chair David Koehler, R4 Conferences Co-chair Bernie Sander, R4 Conferences.](https://reader035.fdocuments.in/reader035/viewer/2022070605/5a4d1b3e7f8b9ab05999ff61/html5/thumbnails/1.jpg)
Running Conferences – Quick Guide for Sections
Ed Perkins, R6 Conference and Events ChairDavid Koehler, R4 Conferences Co-chairBernie Sander, R4 Conferences Co-chairMike Siok, R5 Conferences ChairFrancis Grosz, R5 DirectorCharles Rubenstein, IEEE-USA Conferences ChairR4-R5-R6 Joint Meeting30-Jan-2016
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Agenda
Conference Concepts– Key Steps– Rules and More Rules– Financial Modeling and Pricing
“Big C” conferences (papers)Venues & ContractsRegistrationPublicity, Exhibits & MarketingSponsorshipsWorking with SocietiesTrainingPanel Q+A
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Why Conferences?
"The prime objective of IEEE conferences is to provide IEEE members, other individuals and organizations with information and exhibits to assist in the advancement of electrical and electronics engineering and the related arts and sciences."
(IEEE Policy 10.1.1)
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Concepts – Types of Meetings
IEEE Policy 10IEEE conducts three basic types of meetings: – Conferences, Symposia, Workshops,
Tutorials, Short Courses, Expositions, Conventions.
– Standards Meetings. – Other: administrative meetings and small
technical, professional, educational and social meetings. [Section/Chapter meetings]
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Concepts - Terminology
SponsorshipConference Organizing Committee Memorandum of Understanding/Agreement (MoU/MoA) Approvals – from all sponsoring organizationsCross endorsement (not sponsorship)Conference Filing / ICXClosing
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Concepts: What is a Conference?
MGA Ops Manual 10.3:technical or professional meetings that have a budgeted income/expense of greater than $25K USD. Symposia, Workshops, Short courses, Expositions, Conventions, and/or Tutorials. Conferences are sponsored by one or more IEEE organizational units and/or other not-for-profit organizations.Both members and non-members of the IEEE generally attend conferences. Attendees generally pay to attend. Conferences are typically self-supporting and frequently generate a surplus.
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Types of Conferences
• ‘No papers’ Industry Conferences & Workshops• ‘Talking Heads’ small academic conferences• Section Chapter ‘DL’ conferences• PACE Events:
• Career Development Workshops• S-PAx
• Financial vs. Technical Co-Sponsorships (FCS vs. TCS)
• The future of IEEE Technical Co-Sponsorships
7Slide Courtesy Charles Rubenstein
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New IEEE Policy 10 Rules for TCSIn the past, an IEEE MGA Organizational Unit (OU) such as a region, section or section chapter, could technically co-sponsor (TCS) a non-IEEE conference presented by not-for-profit organizations and universities without any cost to MGA or the OU.Beginning in 2016, any MGA OU that technically co-sponsors a non-IEEE conference is subject to a ‘registration’ fee calculated 3% of the average registration fee times the number of papers going into the Xplore database. This charge is not to be taken lightly as we are talking about hundreds of dollars per conference that has no IEEE financial co-sponsorship.
For MGA OUs, unless otherwise provided for in the MOU, any post-conference IP income from papers, etc., goes to the MGA.
As of this writing, MGA has not yet created the process for collecting these charges from the conference or OU.
Slide Courtesy Charles Rubenstein
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Organizing an IEEE Conferencehttp://www.ieee.org/conferences_events/conferences/organizers
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Key Steps to Conference Setup
Determine Conference Topic, Scope and DatesSelection of General ChairSetup Conference Committee (get help)Obtain Sponsorships ($$, help)Obtain Cooperation of Technical/Professional OUsCreate Memorandum of Understanding (MOU)Submit your Information Schedule to IEEE Conference Services (to be “official”) (req. to publish in Xplore)Establish Financial Responsibility (bank account, etc.)Setup Conference Publications (CD, handout, Xplore, ?)Contract Review & Execution (venue, papers, etc.)Call for Papers/Speakers/…
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Key Things to Know About
MGA rulesIEEE Conferences rulesSponsorships and MOUsContractsInsurancePapers review process rulesRegistration fee rulesProper use of IEEE logoUse of the IEEE Conferences web site
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RulesMGA – MGA Ops Manual Section 10http://www.ieee.org/documents/section_10_november_2013.pdf
IEEE – Policy Manual Section 10 https://www.ieee.org/documents/ieee_policies.pdfConferences Portalhttp://www.ieee.org/conferences
Insurance http://www.ieee.org/web/conferences/organizers/insurance_info.htmlMOUs http://www.ieee.org/conferences_events/conferences/organizers/memorandum_of_understanding.htmlTimeline http://www.ieee.org/conferences_events/conferences/
organizers/high_level_conference_timeline.pdf
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More Rules
Conference Chair and Treasurer must complete and submit a Principles of Business Conduct and Conflict of Interest (POBC/COI) form (good practice)General Chair must be a member of IEEE Published papers must conform to IEEE Peer Review policy (quality)Published paper authors cannot “no show”Member/non-member fee differential requiredStudent/Life Member fee differential required
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Financial Modeling
The most critical aspect of your conferenceUse Spreadsheet – include costs and revenue projectionsCosts: Fixed and VariableRevenue: Attendees by Fee type(s)Can easily alter amounts and see effect
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Pricing – Simple ModelDetermine Fixed Costs– Room– A/V– Speaker Fee(s)– Publicity expense
Determine Variable Costs (include speakers!)– Food– Handouts– Misc: Nametags, pens, pads
Set Break-even at 50% of anticipated audience
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Example Seminar Budget Financial Model
Send email for copy
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IEEE “Big C” Conference Timeline
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https://www.ieee.org/conferences_events/conferences/organizers/high_level_conference_timeline.pdf
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“Big C” Conference Setup
Determine sponsors, co-sponsorsNegotiate MOU, date(s)Conference Organizing CommitteeProgram CommitteeFile conference (ICX)Venue & contract approvalBudget & bank accountPublications – LOA, PDFXpressWebsiteRegistration
Program Development– Tracks– Call for Papers – Session planning– Manuscript templates– Paper management– Copyright– Reviewers
Quality: Reviews, Plagiarism, Prohibited AuthorsProceedings & programConference Presentation PublicationClosing
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After the Conference
Pay all bills, loansDetermine surplus/loss– no shows/not paid?– need actuals – costs and revenue
Distribute fundsClose bank account (if any)Create final accounting report for Section TreasurerPerform audit if required by IEEE
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Selecting the VenueMeeting Location– Hotel ($$$)
All Day meeting packages, room rental fees, F&B minimums, hotel room nights.
– Meeting Center ($$) Room rental fees, catering charges.
– University ($) Room rental fees, catering charges.
– Company ($) Catering charges
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Selecting the Venue
Consider Parking Consider Ease of AccessKnow local area special event datesKnow your target audienceVendor expo, career fair, awards, etc.Tour perspective venues prior to booking
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Contracts
Contracts valued over US $25K must be forwarded to IEEE Conferences for review & execution. IEEE Conferences staff review hotel/convention center contracts to ensure that your conference is receiving the best possible services and rates. You will still negotiate contracts based on your needs, provide initial approval but shall not give final approval or "execute" these contracts. All Conference Contracts with a value of less than US $25K shall be maintained in a readily accessible file at IEEE Conference Services. It is the responsibility of the conference chair to promptly send a copy of the contract, when executed, to IEEE Conference Services for retention.
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Registration Options
vTools (lightweight, PayPal based, deposits to Section CB account)IEEE RegOnline (DIY, transaction fees, deposits into CB account)IEEE Cvent (development fee, transaction fees)RegOnline (DIY, need merchant account)
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Value-added Features
IEEE CEUs/PDHs (1 CEU = 10 PDH)Available from EAB– Online application form– Instructor bio, syllabus/agenda, learning
objectives, evaluation processEAB determines CEUsEvaluation form for participantsReport roster and evaluations to EABEAB sends certificates
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http://www.ieee.org/education_careers/education/ceus/application.html
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Publicity, Exhibits & Marketing
Publicity– IEEE enotice– Dedicated IEEE listserv– Region news– Sponsor mailings– Press releases
Exhibits– Exhibitor Prospectus– Exhibitor Packages– Sales & Marketing
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Publicity, Exhibits & Marketing
Marketing– Flyers at meetings– Emails– Press releases– Networking events– Use Social Media (LinkedIN/FB/Twitter)
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Sponsorship TypesSponsorship relates to the responsibilities and accountabilities with respect to the financial, technical, publicity, and administrative aspects of a conference.
Determine type of sponsorship• Sole sponsorship
100% Financial• Co-sponsorship*
Less than 100% Financial• Technical co-sponsorship/Technical cooperation*
0% Financial involvement* Requires Memorandum of Understanding (MOU)
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Motivation for Region sponsoring Conferences within Region
Provide Technical and Professional Training – Region Members– Potential Members (Use to recruit)
Generate Revenue – Support Programs in sections and
chapters– Support Programs in region
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Region 4 Value Proposition(Why Partner with the Region?)
Provide region wide marketing Provide Region 4 committee support
(technical, PACE, MD, WIE, YP, etc.) Seed money Contract review and vetting process.
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Sponsorship Alternatives Grow/modify existing conference (like EIT) -
– Risk to Program That Works for some members? Partner with Societies on existing and potential
conferences– Society Interest?, Value of personal relationships– Some Societies More Receptive to Partnering –PES, PSE,
IAS, IEMS– Create Region and Section Value Propostion and
Viewbook (Venue history and Hotel Information) Partner With Affinity Groups on Forums in Region?
– WIE Forum? New Conference Owned by Region with Section
Partnership– Smart Grid Conference with PES Chapter – Chicago
Section
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Items to consider in planning Topic or Focus of Conference
– Of Interest to members– Fills a niche or need – members willing to pay registration fee? Does it
compete with existing conferences (technical area or calendar proximity) or learning opportunities
– Opportunity/interest on the part of exhibitors for product display and job opportunities.
Resources Required to Implement– Strong leadership in Conference Chair- not necessarily a part of the
Region conference committee, may be a local section member assisting with coordinating local logistics, etc.
– Chapter and Section support (IAS and SEM example of what works)– Don’t overcommit available resources – perhaps get one conference done
before adding additional.– Include IEEE-USA as co-sponsor for region owned or supported
conferences? – May limit to one day at start, could grow to a two day multi-track event..
Division of Revenue assumes successful conference– Use MOU models from other conferences for conferences owned by region
– like GreenTech or SusTech as model of revenue division - ~40% Region, ~50% Section(s) and Chapters, 10% IEEE-USA
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IEEE Brand & Logo Use
Sole sponsorship conferences, the rights to the conference name, slogan, copyright for publications, and/or logo are owned by IEEE and not conference committees. The conference title must include IEEE for identification purposes. IEEE logo must appear on all promotional material and publications along with the organizational unit logo(s).
Co-sponsored conferences, (min 25%) recommended the IEEE logo be used in all conference publications and announcements.
Technical co-sponsored, IEEE name may not be used in the conference title; brand/logo may be used in conference publications and promotional materials
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Obtaining Approvalshttp://www.ieee.org/conferences_events/conferences/organizers/getting_approval.html
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Memorandum of Understanding (MoU)http://www.ieee.org/conferences_events/conferences/organizers/memorandum_of_understanding.html
For sponsors, Memorandum of Understanding (MoU) sets forth the relationship and obligations of all involved parties. Now handled via ICX.
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IEEE Conference Application (ICX)http://www.ieee.org/conferences_events/conferences/organize
rs/conference_application_form.html
http://www.ieee.org/conferences_events/conferences/organizers/icx_required_information_checklist.pdf
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Conference Application
• 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
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IEEE Conference Search
Allows potential attendees to search and find more information about your conference. Listing validates your conference as an IEEE conference.
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Best Practices for Working with IEEE Society Conferences
New Orleans TBD
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We’re Here to help…The IEEE-USA Conferences CommitteeVoting:Charles Rubenstein, Chair ([email protected])Five Voting Members (appointments in process):
Dave Green, Mike Andrews, Felecia Harlow, Steve Bourg,Scott Tomashiro,* Guru Madhavan (VP Prof Activities)
Non-Voting:The six (6) Regional Conference Coordinators:Region 1: Charles Rubenstein Region 2: Bob RassaRegion 3: Sean Haynes Region 4: Bernie SandersRegion 5: Mike Siok Region 6: Ed PerkinsChair/Reps of FCS and TCS conferences
* Re: Virtual Conferences
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IEEE-USA Conference Calendar with link to IEEE-USA ConferenceBrief
http://ieeeusa.org/conferences
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Traininghttp://www.ieee.org/conferences_events/conferences/organizers/conference_organizer_education.html
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Panel Q+A
Panelists• Ed Perkins, R6 Conference and Events Chair• David Koehler, R4 Conferences Co-chair• Bernie Sander, R4 Conferences Co-chair• Mike Siok, R5 Conferences Chair• Francis Grosz, R5 Director• Charles Rubenstein IEEE-USA Conferences Chair
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Resources Conference Application
http://www.ieee.org/conferences_events/conferences/organizers/conf_app.html Conference Financial Management and Reporting
http://www.ieee.org/conferences_events/conferences/organizers/managing_conference_finances.html Technical Program
http://www.ieee.org/conferences_events/conferences/organizers/planning_technical_program.html Conference Publications
http://www.ieee.org/conferences_events/conferences/organizers/publishing_conference_papers.html Registration
http://www.ieee.org/conferences_events/conferences/organizers/managing_registration.htmlPanel of Conference Organizers (POCO)http://www.ieee.org/conferences_events/conferences/organizers/poco/index.htmlConference Organizers Toolkithttp://www.ieee.org/conferences_events/conferences/organizers/conference_organizer_toolkit.html
Required Documentationhttp://www.ieee.org/conferences_events/conference_organizer_quick_links.html
Conference Education Programhttp://www.ieee.org/conferences_events/conferences/organizers/conference_organizer_education.html
Contactshttp://www.ieee.org/conferences_events/conferences/organizers/conference_organizer_contacts.htmlBrowse back issues of the Conference Organizers' Newsletterhttp://www.ieee.org/conferences_events/conferences/organizers/conf_app.html
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Thank You!