Conference
Organizer Basics:
Quick Start for Conference Organizers
IEEE Panel of Conference Organizers (POCO)
16 July 2009
Prague, Czech Republic
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 Conference
http://www.ieee.org/web/conferences/organizers/index.html
PHASE 1 - Start
PHASE 1 - Start
Policy 10.1.2 Sponsorship
Sponsorship 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
cooperation
0% 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
conference-services@ieee.org
•
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 required
ieeeinsurance@ieee.org
•
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 conference-finance@ieee.org
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 Department
tax-staff@ieee.org
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 submissions
Make 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 Account
Last statement showing zero balance
-University ledger account
Letter 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?
Conference Business Services
Jean Bae
Phone: +1 732 562 3878
conference-services@ieee.org
Conference Finance
Kevin Uherek
Phone: +1 732 562 3878
conference-finance@ieee.org
Conference Contracting
Vita Feuerstein, CMP
Phone: +1 732 562 6826
conference-contracts@ieee.org
Conference Publications
Kathy M. Burke
Phone: +1 732 562 5418
confpubs@ieee.org
IEEE Meeting & Conference
Management
Elsie Cabrera, CMP
Phone: +1 732 981 3428
mcm-info@ieee.org
Breakout Sessions and
Workshops
•
•
Friday, 17 July
Saturday, 18 July
3:15 pm
10:45 am & 1:30 pm
Planning Your Event
Communicating Your Conference
Conference Finances
Conference Contracts & MoUs
Conference Proceedings
Technical Program & Paper Quality
VAT Compliance and Service
Using Technology to Extend Your Conference
Thursday 16 July
15:00 – 17:00 Town Hall Strategic Discussions
18:30 – 20:00 Evening Welcome Reception
Friday 17 July
08:30 – 09:00 Welcome Coffee
09:00 - Opening Session