Upload
madeline-warner
View
218
Download
3
Tags:
Embed Size (px)
Citation preview
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
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
PHASE 2 – Pre-Conference
• 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
PHASE 2 – Pre-Conference
• 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.
PHASE 2 – Pre-Conference
• 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
PHASE 2 – Pre-Conference
• 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
PHASE 2 – Pre-Conference
• 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
PHASE 2 – Pre-Conference
• 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
PHASE 2 – Pre-Conference
• 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
Electronic IEEE Copyright Form (eCF)
• Register for Electronic IEEE Copyright Form (eCF) if proceedings are acquired by the IEEE
PHASE 2 – Pre-Conference
• 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
PHASE 2 – Pre-Conference
• 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
PHASE 2 – Pre-Conference
• 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
PHASE 2 – Pre-Conference
• 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)
PHASE 2 – Pre-Conference
• 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
Questions on PHASE 2?
PHASE 3 - Conference
PHASE 3 – Conference
• Confirm onsite logistics with venue/hotel
• Set-up registration area, exhibit space, information booth and office area
PHASE 3 - Conference
• Onsite Registration
• Monitor Budget
• Monitor daily activities
• Hold Post Conference Wrap Up Meeting with committee, venue/hotel and other vendors
PHASE 3 - Conference
• 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
Questions on PHASE 3?
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)
PHASE 4 – Post Conference
• 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
PHASE 4 – Post Conference
• 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
PHASE 4 – Post Conference
• 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
PHASE 4 – Post Conference
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
Questions on PHASE 4?
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