Organizing Committees: Roles and
Responsibilities 会议组织：角色与责任
R10 Conference Organiser Workshop R10会议组织者会议
22 October 2013 2013年10月22日
Xian, China 中国 西安
1
10/24/2013
Agenda 议程
Roles and Responsibilities 角色与责任
Conference Chair 会议主席
Treasurer 财务负责人
Technical Program Chair 学术委员会主席
Publications Chair 出版主席
Publicity and Public Relations Chair 宣传与公共关系负责人
Recruiting 招聘培训
2
10/24/2013
Conference Chair 会议主席
Responsibilities 责任
Conference Chairs will often have oversight of a committee
that is charged with specific responsibilities.
委员会负责具体职责，会议主席统管委员会
General Chair is appointed/approved by the sponsoring
organization. Often responsible for selecting the conference
location. Identifying and appointing the chairs of the other
committees, who make up the Conference Committee.
大会主席由主办单位批准任命，负责选择会议地点，并指定其他
委员会的主席、该主席负责筹建委员会。
The Conference Chair has full fiduciary, legal, quality
& brand application responsibility. 会议主席充分被信任来承
担法律，质量与品牌应用的责任。
3
10/24/2013
Treasurer 财务负责人
The Finance Chair or Treasurer (depending on the size of the
conference) is the head of a committee that ensures all
financial, tax and audit requirements are met. 财务负责人需确
保会议所需所有财务、税务、和审计符合要求。
Some important requirements include: 其中包括
– Establishing conference bank accounts 建立会议的银行账户
– indirect tax 间接税
– insurance and bonding 保险及担保
– budget, accounting for all revenue, expenses and producing the
financial report (conference closing) 预算，所有收入的核算，费用和
财务报告（会议闭幕后）
The Treasurer is responsible for the final audit, if required.
如有需要，财务负责最后的审计工作。
4
10/24/2013
Technical Program Chair 技术程序委员会主席
The Technical Program Chair ensures that a well-balanced,
high-quality program is organized and presented at the
conference. 需确保协调的、高质量的会议程序
The TPC manages the Call for Papers through peer review
and ultimate selection of every accepted paper.
技术委员会管理文章征集并通过同行评议最终决定文章的选取
The TPC coordinates the scheduling of session rooms and
helping with local arrangements for the program.
技术委员会协调分会场房间并安排调度程序
The TPC is responsible for the overall quality of the technical
review process and the IP selected for potential inclusion into
Xplore. 技术委员会负责整体学术评审过程并选取文章放入数据库
5
10/24/2013
Publications Chair 出版主席
The Publication Chair is responsible for the production of all material
that is published in relation to the conference 负责所有会议材料的生产
– selecting production vendor and produce the conference program,
includes coordinating all production logistics 选择印刷商制作会议议程，
包括协调所有的生产行政工作
– inclusion of papers from special tutorial sessions or colloquia and
the exclusion of non-presented papers if conference policy dictates
根据会议政策加入特别分会或研讨会中的文章、剔除“未出现”文章
– summaries of conference papers 会议论文总结
– author management 作者管理
The Publications Chair is responsible for submitting the conference
proceedings to post-conference publishers such as IEEE
会后负责提交会议论文集给出版商，例如IEEE
6
– IEEE requests content to be sent within 30 days of the conference
end date IEEE要求在会议结束之日起30天内发送论文集
10/24/2013
Publicity and Public Relations Chair
宣传与公共关系负责人
Publicity or Public Relations Chair gathers, maintains and utilizes
lists of media contacts and past potential attendees for targeted
outreach
收集、维护并使用媒体联络方式，有针对性的对潜在参与者进行推广
The PR Chair promotes the conference through placements in
通过以下几点来推动会议发展
– various publications calendars 各种出版日志
– advertisements in IEEE and non-IEEE publications
的广告
IEEE或非IEEE出版物中
– news media 新闻媒体
– potentially industry trade magazines 行业杂志
7
The PR Chair may also manage the conference website, social
media applications and all marketing campaigns aimed at attracting
authors and attendees 管理会议网站、社交媒体应用程序和所有的营销活
动来吸引作者和观众
10/24/2013
Customize Your Structure
自定义会议结构
Depending on the size and complexity of your
conference you can institute additional committees or
additional resources if necessary to help support your
conference 如果必要的话，可根据会议的大小和复杂性另外增
加委员会或额外资源来支援会议工作
– Do you need more help in a specific area 在特殊领域需要其他帮助？
– Advertising 广告
– reaching new un-tapped target markets of potential attendees and authors
发掘未开发的潜力市场及潜在与会者
– social media integration 整合社会媒体
– targeting younger engineers 吸纳年轻工程师
– executing the technical program 执行技术方案
– the addition of track chairs 额外的分会场主席
8
10/24/2013
Potential Conference Committees
潜在会议委员会
Registration Committee 注册委员会: Plans and runs conference
registration (both advance and on-site) procedures and logistics, including
handling of credit card fees, cancellation policy and creation of name
badges. Or, manages a registration management company 计划、实行会议注
册（会前和现场）程序和后勤，包含信用卡、取消政策、名牌或管理注册系统
Exhibits Committee 展览委员会: Ensures proper handling of contracts,
floor space, exhibitor registration, security and other logistics. Or manages
an exhibits management company 确保合同、场地面积、展商注册、安保和后勤。
或找一个展览服务公司。
Local Arrangements Committee 地方组织委员会: Works with local
vendors, management companies, the conference and other committees in
the planning of the conference space, including: 与本地供应商联系、管理公司、
会议和其他委员会，包含：
– room set, audio and visual 会场布置、声频和视频
– hiring entertainment, tours, logistics 安排娱乐、旅游、后勤
– this committee also works with the local Convention & Visitors’ Bureau, if applicable
如适用，委员会可以和当地旅游会展局合作
9
10/24/2013
Recruiting Members Approaches
招募成员的方法
Recruiting peers in the appropriate field of interest is best
done though personal contact 通过个人联络方式招募对此领域
感兴趣的同行
Recruiting OU members with previous conference experience
is suggested 建议招募有会议经验的相关单位成员
New OU members who are looking to become more active
should also be strongly considered 相关单位表现积极活跃的新人
应被考虑
Look to recruit members from OUs that are conference
sponsors. This will provide the sponsors the opportunity to
be heard and have impact on key issues related to your
conference. They have a vested interest 从会议主办方单位招募
成员，这会大大增加会议主办方单位的参与度。
Recruiting local subject matter experts 本地专家
10
10/24/2013
Potential Committee Members
潜在的委员会成员
Colleagues in your institution (or other local institutions) 你所在机构同
事/或其他当地组织
Colleagues in your technical field 学术领域同事
Organizers of the previous iteration of this conference (or other
conferences in the same subject area) 之前的组织者（同领域的其他会议）
Colleagues in your IEEE OU
IEEE组织单位同事
Members from other OUs that sponsor the conference 其他主办单位成
员
New people who are looking to become more active 积极参与的新人
A balance of experienced members and ‘trainees’ 有经验的成员与学员
的搭配
11
People you can rely upon to get the work done! 可信赖的人
10/24/2013