conference organizer basics: ieee panel of conference organizers (poco) 16 july 2009 prague, czech...
TRANSCRIPT
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Conference Organizer Basics:
IEEE Panel of Conference Organizers (POCO)16 July 2009
Prague, Czech Republic
Quick Start for Conference Organizers
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Purpose
• Provide a high overview of organizing a conference from start to finish
• Share best practices and recommendations
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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
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Organizing an IEEE Conferencehttp://www.ieee.org/web/conferences/organizers/index.html
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PHASE 1 - Start
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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.
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PHASE 1 - Start
Determine type of sponsorship• Sole sponsorship
100% Financial• Co-sponsorship
Less than 100% Financial• Technical co-sponsorship/Technical
cooperation0% Financial involvement
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PHASE 1 - Start
Apply for sponsorship from IEEE organizational units (OUs)
• Societies, Councils and Technical Communities
• Geographic Activities (Regions/Sections/Chapters)
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Societies, Councils and Technical Communities
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Societies, Councils and Technical Communities
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Geographic Activities (Regions/Sections/Chapters)
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Geographic Activities (Regions/Sections/Chapters)
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Memorandum of Understanding (MoU)
• Set forth the relationship and obligations of all involved parties in a Memorandum of Understanding (MoU), if applicable*
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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)
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IEEE Conference Information Schedule
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IEEE Conference Information Schedule
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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
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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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Browse Call for Papers Deadlines
Search tool allows potential authors to browse paper deadlines for upcoming conferences
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Questions on PHASE 1?
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PHASE 2 – Pre-Conference
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Templates of Contracts & Legal Documents
• Contact Conference Management Company and enter into contract negotiations• Select Site and enter into contract negotiations
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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
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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.
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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
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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
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PHASE 2 – Pre-Conference
• Submit conference budget using online web form
• Submit written approvals from all IEEE financial sponsoring OUs to [email protected]
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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
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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
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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]
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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
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IEEE PDF eXpress (Complimentary tool)
• Register for PDF eXpress which allows your authors to convert application formats to IEEE Xplore-compatible files
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Electronic IEEE Copyright Form (eCF)
• Register for Electronic IEEE Copyright Form (eCF) if proceedings are acquired by the IEEE
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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
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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
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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
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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
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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)
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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
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Questions on PHASE 2?
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PHASE 3 - Conference
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PHASE 3 – Conference
• Confirm onsite logistics with venue/hotel
• Set-up registration area, exhibit space, information booth and office area
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PHASE 3 - Conference
• Onsite Registration
• Monitor Budget
• Monitor daily activities
• Hold Post Conference Wrap Up Meeting with committee, venue/hotel and other vendors
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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
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Questions on PHASE 3?
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PHASE 4 – Post-Conference
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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)
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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
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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
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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
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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
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Questions on PHASE 4?
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Need Help?
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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
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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