IEEE Sections Congress Quebec City, Quebec, Canada19 – 22 September 2008

Celebrating Volunteer Achievements Worldwide

25 April 2008

SC08 Steering Committee

Paul Fortier Steering Committee ChairAndre Morin Vice ChairYves de Villers Local Org. Committee ChairXavier Maldague Program Committee Co-ChairMohamed El-Hawary Program Committee Co-ChairFerial El-Hawary 2008-09 R7 Director Luiz Pilotto VC – Geographic Unit ActivitiesJoseph Lillie MGA Board ChairCecelia Jankowski MGA Secretary

SC08 Track Chairs

Section ManagementLee Stogner: Region 3 - Taylors, SCChristopher James: Region 8 – Southampton, UK

MembershipBill Kennedy: Region 7 - Calgary, CanadaRon Tabroff: Region 1 - Peabody, MA

Section/Chapter ActivitiesKalyan Sen: Region 2 - Monroeville, PA YW Liu: Region 10 – Hong Kong

What is Sections Congress?

Held every three years since 1984Provides IEEE Section leadership with an opportunity to impact the future of the IEEE. It is a triennial gathering of IEEE grassroots leadership to: – network with other Section leaders – attend training programs – develop recommendations to guide the future of the IEEE

The event includes four days of working sessions and networking opportunities for hundreds of delegates from all ten Regions. Congress attendees learn how to utilize IEEE resources to maximize their effectiveness as IEEE volunteer leaders. Expect to have over 1,000 attendees in Quebec City

Registration is Open

Individuals are encouraged to register for SC08 as soon as possible

Individuals who require a letter of invitation should visit the SC08 web site and submit a request to sc2008-visa@ieee.org

http://www.ieee.org/sc2008

IEEE Sections Congress 2008Facility Summary

3 Hotels – Hilton Quebec Hotel (Primary Hotel)

Sleeping Rooms/Region Meetings Will assign delegates to this hotel

– Chateau Laurier Sleeping Rooms

– Loews LeConcorde Sleeping Rooms/Region Meetings

Quebec City Convention Center– Sections Congress Events– Region Meetings

Registration RatePrimary Delegate/Other Attendees– $400 USD

Covers all meals & Congress events, including Honors Ceremony.

– Section Primary Delegate Registration Waived

Partners/Children– $225 USD – Adults – $125 USD/children ages 6-12– Children ages 5 and under - complimentary

Covers breakfast (Saturday, Sunday, Monday) & evening events (Friday, Saturday).

Sleeping Room Rates

Hilton Quebec Hotel (Primary) - $235 (CN)

Chateau Laurier - $229 (CN)

Lowes Le Concorde - $199 (CN)

Section delegates will be assigned to the Hilton Quebec hotel

Schedule of Events

Preliminary Schedule of Events

Friday, 19 September– Opening Ceremony, Dinner for all delegates

Saturday, 20 September– Core Track (AM) and Breakout Sessions (PM)– IEEE Honors Ceremony

Sunday, 21 September– Breakout Sessions– Open Evening – allow delegates to explore the city

Monday, 22 September– Closing Ceremony– Voting/Results of SC’08 Recommendations

IEEE Honors Ceremony

The IEEE Board of Directors has agreed to conduct the 2008 IEEE Honors Ceremony with IEEE Sections Congress.

The ceremony highlights the accomplishments of each year's IEEE Award and Medal recipients.

All SC’08 participants are invited to attend the ceremony on Saturday, 20 September 2008.

Program

SC08 Speakers

Sections Congress budget does not include funding for speakers travel. Speakers' attendance needs to be supported either by their IEEE organizational unit (Region, Section, Society, MGA, TAB, EAB, etc.), their employer, or be self-funded. No monetary compensation speakers.Unless the speaker is also a primary delegate, the speaker (or sponsoring unit) will also be responsible for the registration fee (which covers meals at Congress).

Speaker Selection

Speaker selectionThe first round of speaker selection is concluded. Track chairs have issued invitations to speakers and are getting responsesCurrently reviewing responses and will be reaching out to additional individuals as appropriateThe list is designed to assure regional balance.Have established strict deadlines regarding submission of material:

– Friday, 9 May - Finalize Breakout session description– Tuesday, 1 July - Deadline for speaker biographies and any specific audio/visual

requirements– Tuesday, 15 July - Deadline for SC08 Breakout session presentations

Keynote speakerThe SC08 Steering Committee is currently working to identify opening and closing speakers.

Breakout Sessions

Program Tracks– Section Management– Membership– Section/Chapter Activities

Each session will last 1hr 15 minutes.

In each session, up to 10 individual breakout sessions will be conducted.

These are elective sessions that the attendees can attend based on their interest.

Most of the sessions will be held multiple times during the 2 days to ensure that individuals are able to attend as many sessions as possible

Membership

Membership is a core value of IEEE.

This track focuses on how Geographic Units can engage the member at the local level promoting the benefits of IEEE membership, with a focus on the recruitment of and retention of IEEE members.

Membership Track (Preliminary Titles)

1. Benefits of Membership

2. Grades & Elevation

3. Increasing membership value through enhanced communications between Section and Members

4. Increasing Society Membership

5. Membership Development Assistance Available from IEEE Operations Center

6. Member Engagement & Career Management

7. Member Segmentation

8. Program for Membership Growth (Lead Generation & Making the Sale)

Section Management

A Section is the basis of the focus of all local activities.

The sessions will provide information on obtaining support and resources from the IEEE organization and the best practices for having a successful section.

Section Management (Preliminary Titles)

1. Affinity Group Management (Life Members, WIE, GOLD and Consultants Network)

2. Communication to IEEE Members and the public via - Newsletters, Web page, Marketing & Public Relations

3. Conference Management

4. Electronic Services for Geographic Unit Volunteers

5. Financial Management

6. Leadership Development

7. Planning Successful Meetings for Sections & Chapters

8. Resources available for Program Planning - Educational, Professional, Standards

9. Strategic Planning on the local level

10. Volunteer Recruitment

Section/Chapter Activities

The success of IEEE depends on the continued cooperation between Geographic Units on the local level.

This track focuses on how to promote and facilitate the delivery of technical, professional and educational material.

Section/Chapter Activities (Preliminary Titles)

1. Awards & Recognition

2. Engagement of Members through Affinity Group Activities

3. Enhancing Your Section through Community Activities

4. Establishing Successful Relationships with Industry

5. IEEE Members in a Global Workforce

6. Improving Section/Chapter/Society Relationships

7. Leveraging Standards and Publications Activities in Sections

8. Making the IEEE Code of Ethics Real at the Section Level

9. Organizing successful Teacher-In-Service Activity within your Section

10. Successful Partnerships with non-IEEE Technical and Professional Groups

11. Working with Students & Student Branches

Core Track Training

Current plans are for a plenary session to cover the Transition from RAB to MGA and the thought process behind it, and how can the Section Volunteer Leadership make full use of it.

This will be followed by parallel sessions on which cover areas of common interest such as strategic planning, financial matters, and leadership.

How IEEE contributed to my professional career

Plenary Session to be held Sunday - 20 September

All attendees will be requested to attend

Joe Lillie, VP-MGA will facilitate a discussion which includes past, incoming and the current IEEE President on how their involvement with has contributed to their careers.

Primary Delegate

Primary Delegate

MGA will cover the registration fee for one primary delegate from each Section.

All other expenses are to be covered by the Region or Section

The following criteria has been established for a primary Section delegate

Primary Delegate Criteria1. A primary delegate is a member of the Section

designated by the Section Executive Committee to represent the Section at Sections Congress.

2. It is strongly encouraged that the individual be a first time Sections Congress attendee and the Sections should try to fund a younger member (i.e. GOLD).

3. The primary delegate must be of Graduate Student Member grade or higher in the Section. Associate and Student members are not eligible to serve in this capacity.

4. A Section must be current in all reporting requirements in order to send a primary delegate. A Region Director can approve an exemption to this requirement.

Recommendation Process

Recommendations Process

1. Pre-Congress preparations Identify critical issues Brainstorming/focus groups Spring/Summer 2008 Region Meetings

2. Region Caucuses Friday prior to Opening Ceremony

3. Identify issues4. Saturday morning distribute drafted

recommendations grouped by issue• Potential for discussions as congress continues• Delegates will be requested to identify which issue

caucus they will attend

Recommendations Process, p2

5. Issue caucuses Sunday

6. Distribute updated recommendations Monday morning

7. Voting at closing ceremony

8. Highlight “top ten”

9. All recommendations noted

Pre-Congress Activities

Present

Group into Limited Number

of Issues

Provide Information

Issue Caucus

Vote for top 10 Issues

(rest as pool)

Region Caucus

Publicity of Sections Congress 2008 Process.Informal or formal discussion of issues.

Region attendees finalize their recommendations and reducing them to a maximum of four recommendation if necessary.

A Region spokesperson presents the Region’s recommendations to the Congress.

Group the recommendations into ten issues(equal to number of issue caucuses)

Prior art (ongoing projects, information aboutwhat has been tried before, etc.) is prepared per issue area

Self-selected attendees attend specific caucus to create two focused recommendations for consideration by the congress

Vote to rank issues into a “top ten” issues to allow focused post-Congress attention to them. Keep the remaining issues as unranked pool so as to not lose them. Both sets will be published.

Sections Congress 2008

Friday

Saturday

Sunday

Monday

Post CongressActivities

Issue Flow for Sections Congress 2008

Regional Committee Meetings

Additional Meetings

Additional meetings may be held in conjunction with SC08 but may not be held during SC08 events.A meeting request form is available:

http://www.ieee.org/web/services/mps/sc08/meeting_request_form.html

Tentative Schedule – Non Congress EventsTuesday 16 September 20086:00pm - 9:00pm MGA Students Committee Mtg

Wednesday 17-September-20088:00am - 5:00pm MGA Students Committee Mtg7:00pm - 9:00pm Region 7 Reception

Thursday 18-September-20088:00am - 5:00pm Region 2 Committee Meeting8:00am - 5:00pm Region 3 Committee Meeting8:00am - 5:00pm Region 7 Committee Meeting8:00am - 5:00pm Region 8 Committee Meeting1:00pm - 5:00pm Region 4 Committee Meeting1:00pm – 10:00pm GOLD Summit

Meetings will be held at Convention Center or Delta & Hilton Hotels

Tentative Schedule – Non Congress Events

Friday 19-September-20088:00am – 12:00n Region 1 Executive Committee Meeting8:00am – 12:00n Region 2 Committee Meeting8:00am – 12:00n Region 4 Committee Meeting8:00am – 12:00n Region 5 Committee Meeting8:00am – 12:00n Region 6 Committee Meeting8:00am – 12:00n Region 7 Committee Meeting8:00am – 12:00n Region 8 Committee Meeting8:00am – 12:00n Region 9 Committee Meeting8:00am – 12:00n Region 10 Committee Meeting8:00am – 12:00n GOLD Summit

Meetings will be held at Convention Center or Hilton Hotel

Additional Information

Local ToursFriday, 19 September 2008Walking Tour of Historic Québec City

Time: 9:00am-12:00pm$37.00 US

Friday, 19 September 2008Flavor Trail of the Island of Orleans

Time: 1:00-5:00pm$73.00 US

Saturday, 20 September 2008 Québec City Tour w/Lunch on Top of the Fall

Time: 9:30am-3:00pm $97.00 US

Sunday, 21 September 2008 Canyon Ste. Anne Falls & Beaupré Coast Tour

w/ lunch box

Time: 9:00am-3:00pm $97.00 US

Monday, 22 September 2008 Art & Antiques Tour

Time: 9:00am-12:00pm $38.00 US

Traveling to Quebec City

Jean-Lesage International Aéroport – More than 10 airlines offer over 300 weekly flights

from/to many North American, South American and European destinations.

– Over 25 non-stop daily flights are offered to major hubs in Eastern Canada (Montreal, Toronto, Ottawa) and the USA (New York, Detroit, Cleveland, Boston).

– Approximately 20 Kilometers from SC08 Hotel

Electricity MattersIn Canada, electricity supply is 60 Hz, 120 V

Passports

All passengers including Canadian and U.S. citizens will be required to present a valid passport when traveling to/from Canada.

Section Chairs will be reminded to make sure that potential attendees have valid passport.

Visa Requirements

Many people do not require a visa to visit Canada. These include:

Citizens of Andorra, Antigua and Barbuda, Australia, Austria, Bahamas, Barbados, Belgium, Botswana, Brunei, Cyprus, Denmark, Estonia, Finland, France, Germany, Greece, Iceland, Ireland, Israel (National Passport holders only), Italy, Japan, Liechtenstein, Luxembourg, Malta, Mexico, Monaco, Namibia, Netherlands, New Zealand, Norway, Papua New Guinea, Portugal, Republic of Korea, St. Kitts and Nevis, St. Lucia, St. Vincent, San Marino, Singapore, Solomon Islands, Spain, Swaziland, Sweden, Slovenia, Switzerland, United States, and Western Samoa;

Visit http://www.cic.gc.ca/english/visit/visas.html for more information

Questions - Contact a Canadian embassy, high commission or consulate on what you will need before traveling to Canada.

Additional Information

Visit the following URL for updated information on SC’08

http://www.ieee.org/web/services/mps/sc08/index.html

Fundraising

IEEE Canada and its sections have committed about $ 75,000.00 to Sections Congress.

Initial contacts made to local companies in the Quebec and Montreal area; initial contact being followed up by phone calls.

The IEEE Foundation is being approached regarding a donation.

SC08 type-treatment/design

SC08 Program Cover