“So you’re interested in Organizing and Holding a Section/Chapter Conference…”
Charles Rubenstein <[email protected]>Region 1 Conferences Coordinator – Pratt Institute, NY
For Murty Polavarapu <[email protected]> Region 2 Conferences Coordinator
and Felicia Harlow <[email protected]>Region 2 Conferences Vice Coordinator
IEEE Region 2 Meeting4 May 2019 – Hershey Lodge - Hershey, PA (rev5)
Overview
• Section Conference Objectives• Why should your section be involved with local conferences?• Types of Conferences
• Financial vs. Technical Co-Sponsorships (FCS vs. TCS) • NEW MGA RULES: IEEE Technical Co-Sponsorships
• Conference Budgeting• Income: Registration Fees, Patronage and Exhibit Fees , Seed Money Loans• Expenses: Catering and BEOs; Wi-Fi Costs and other arrangements; Meeting Rooms• Sleeping Rooms vs. Meeting Rooms• Seed Money and Surpluses
• Conference Mechanics• Typical Conference Committees
• The Technical Program Committee• Call for Papers (CFP) and Peer Review Process (2 of 3 reviewers approve)• Preparing Papers for IEEE Xplore (Copyright transfer, Xplore CD)• Conference Technical Program: Track and Session Planning
• IEEE-USA Conference Services for Regions 1-6
Section Chapter Conference OBJECTIVES
Section Chapter Conferences raise awareness of the section and its leadership within the local academic and industrial community.
The core objectives of a conference are:
Local Dissemination of Latest Developments in Topics of IEEE’s Fields of Interest
Promotion of Member Engagement, Development, Networking
Creation of an alternate income stream for your section or chapter
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Why have local conferences?
• Networking with experts in your field
• Serving on the TPC as a Reviewer you’ll see how peer-review works and how to improve your papers
• The leadership, finance and catering techniques learned will give you the confidence to seek other conferences in your section
• Volunteering is fun!
• Oh, and you make make some MONEY for other projects!
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Types of Conferences
• ‘No papers’ Industry Conferences & Workshops
• ‘Talking Heads’ small academic conferences
• Section Chapter ‘DL’ conferences
• Professional Development events:• Career Development Workshops• S-PAx
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IEEE Conference Jargon
“Financial Sponsor” or Financial Cosponsor (shared responsibility)
–Has financial responsibility for the conference, ‘Risk/Reward’ including bank accounts, contracts, deficits, surplus, loss, and other financial obligations.
“Technical Sponsor” or Technical Cosponsor (shared responsibility)
– actively participate in the conference technical-program committee, but accepts no financial or legal liability for the conference
Other Support Roles– Partners, Contributors, Patrons, Supporters
NOTE: Approval at the Region level is required for ANY local conference: TCS or FCS!
https://www.ieee.org/conferences/organizers/conference-sponsorship.html
IEEE Policy 10 Rules for Technical Cosponsorship (TCS)
Any MGA OU that technically co-sponsors (TCS) a non-IEEE conference is subject to:1. A $1000 ‘registration’ fee 2. PLUS $15 per paper fee for all papers going into the Xplore database.
These fees do NOT apply to any IEEE conference nor to any conference where IEEE OUs have a financial co-sponsorship (FCS)
For MGA OUs, unless otherwise provided for in the MOU, any post-conference IP income from papers, etc., goes to the MGA.
Conference Mechanics
• Steering, Organizing and other Committees• Venue Selection • University (local conferences)• Hotels (where sleeping rooms required)
• Conference Contracts and IEEE Corporate Requirements: • review ≥$25K (not ‘high risk’); signature ≥ $25K
• ICX Application and MOU Approvals• Patronage and Exhibits• Basic Budgeting• Registration Fees• Technical Program• Call for Papers (CFP)• Review and Acceptance of papers
(See “Conference Timeline Document”)
Typical Conference Committees
• Steering Committee: Oversees Multiple events• Chair, Co-chairs, Executive and Honorary Chairs• Secretary/Registrar, Treasurer/Budget Chair• Co-sponsor Reps•Organizing Committee for EACH event includes:• Technical Program Committee• Venue Selection• Patronage (Fundraising)• Exhibits• Facilities & On-site Registration•Web and Public Relations
Conference Budgets
• Income• Registration Fees• Patronage and Exhibit Fees • Expenses• Catering and BEOs (What does “++” mean?)• Meeting Room, Wi-Fi and AV Costs • About IEEE’s Tax Exemption Status (next slide)•Registration Fee ‘rules of thumb’ •Sleeping Rooms vs. Meeting Rooms• Seed Money and Surpluses• Contracts: Over $25K REQUIRE Staff Approval (See “Conference Contracting” Document)
About IEEE’s Tax Exempt Statushttp://www.ieee.org/about/volunteers/tax-administration/exemptions.html
IEEE has been granted exemption from paying sales taxes on purchases made in the following 17 states:
• Missouri• Massachusetts• Michigan• New Mexico• New York• Tennessee• Texas• Vermont *• Wisconsin
• District of Columbia• Maryland• New Jersey• Ohio• Virginia (only for Food and Beverages)
• Colorado *• Florida• Kentucky
* NOT valid for conference meals, lodging, or meeting room rentals Questions? Contact IEEE Tax Department: [email protected]
Typical Budget INCOME Lines
REGISTRATION– See next slides for some guidelines…
PATRONAGE* & DONATION LEVELS (examples)– PLATINUM LEVEL $3000 – GOLD LEVEL $2000 – SILVER LEVEL $1000
EXHIBIT INCOME• Booth Cost $250 – 300
SEED MONEY LOANS FROM FCS (discussion…)
*NOTE: Patrons and Donors are NOT FCS!12
BASIC EXPENSE LINES ONE-DAY EVENT
DL Speaker Costs – as much as $1900 PER SPEAKER!:– Airfare: $600 – Meals and Lodging: $800– and/or Honoraria: $500 (AVOID: REQUIRES W-9 Forms!!!)
F&B (Food and Beverage)– AM & PM Breaks $500 – LUNCH $250
Meeting Room(s): TBD
Badges, Registration/CC fees, etc. TBD
Internet Access: TBD
Seed Money Loan and Surplus return – see next slide13
Calculating REGISTRATION Fees
Best Practice Rules of Thumb for Calculating Registration Fees
Gross Cost (GC): Add F&B + Facilities fees plus any known costs
BASE Cost PP (PP): divide GC by # attendees (A): PP = GC/A = $x00
Suggested MINIMUM Registration RatesIEEE Student/Life Member rate 10% higher ($x00 * 1.1)
IEEE Member rate 30% higher ($x00 * 1.3)
Non-Member rates at least 25% higher than member rates
Non-Member rate $(x00 * 1.3 * 1.25)
Student Non-Member rate $(x00 * 1.1 * 1.25)14
Registration FeesONE-DAY UNIVERSITY EVENT
TYPICAL UNIVERSITY CONFERENCE FEES ‘Base Per Person’ Rate = $45 (*)
IEEE MEMBER REGISTRATION FEES:
–IEEE Member: $125 min –IEEE Student/Life Member: $ 50 min
NON-MEMBER REGISTRATION FEES:
–Non-Member: $175 min–Student Non-Member: $ 75 min
(*) Typically lower base rates: AV costs included, lower F&B, AND rarely have “++” requirements, etc.
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Registration FeesONE-DAY HOTEL EVENT
Base Per Person Rate = $100 (*)IEEE MEMBER REGISTRATION FEES:
– IEEE Member: $130 min (typ = $150-175)– IEEE Student/Life Member:$110 min
NON-MEMBER REGISTRATION FEES:
–Non-Member: $162.50 min (typ = $190-225)– Student Non-Member: $137.50 min (typ = $150-
175)
(*) Typically higher base rates: AV costs, F&B, 21% Admin Fees, etc.16
BASIC SURPLUS CONCEPTS…
Concept: Expenses – Income = Some events are for member service only…– Chapter Technical Meetings
– Student Professional Awareness Conferences
Some events are revenue generators to support them!
IEEE Policy 10 Recommends that the surplus for all conference PRELIMINARY BUDGETS be at least 20%
As budgets are typically prepared months in advance, this 20% is to account for likely expense increases at the time of the event
Surpluses are often used to build a reserve to sustain a conference and provide local funding for special projects…17
What happens to the
1.All surplus from a conference belongs to the sponsors according to official IEEE policy and MOUs. So if R2 is a 10% FCS, it risks 10% of any deficit and will receive 10% of any surplus.
2.All surplus from any chapter or section level events goes back into the Section’s CBRS account, with any deficits coming from that account.
3.All surplus from any Region events returns to the Region CBRS account, with any deficits coming from that account.
4.BUT… ALL FUNDS BELONG TO IEEE.
Registration Management –Small/Midsize Conferences
These are IEEE MCE Offerings
NOTES: 1. The RegonLine ‘Do It Yourself‘ option has gone away; MCE working on a replacement
2. Eventbrite is not GDPR-compliant
vTools Events is also an option for one-day eventsMGA IT developing solutions for membership validation
The Technical Program Committee
• Composition of the TPC Committee• Call for Papers (CFP) • IEEE Peer Review Process • 2 of 3 reviewers approve• Plagiarism check
•Work with Registrar • assure authors are registered for conference
• Preparing Papers for IEEE Xplore • Plagiarism check, Copyright transfer, Xplore CD
• Create Program Sessions & Tracks•Manage Session/Track Chairs
Paper Management Process Options
Do not underestimate the requirements nor the mechanics of paper management!
Need to obtain quotes for services required and build into conference budget
Available solutions for small/mid-size conferences– EDAS (https://edas.info/doc/)– IEEE eXpress (http://ieee.org/conferencepublishing)
These vendors include a variety of PAID services including: paper submission portal, circulation to reviewers, paper selection, communication with authors, plagiarism check, camera ready paper generation, CDs/USB sticks, copyright transfer, and even Xplore submission – FOR A PRICE!
PROGRAM: Track and Session Planning
Best Practices Rules of Thumb:
Each Paper Presentation 15 minutes + 5 Minutes Q&A
Each 90 Minute SessionFour (4) papers plus 10 minutes of intro, etc.
Each Track of Three Sessions12 papers per track
ONE DAY = Three parallel tracks 36 papers per day
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TYPICAL ONE-DAY EVENT: PROGRAM
9:15 - 9:45AM Registration and Breakfast
9:45 -11:15AM Session one (one or more tracks)*
11:15 -11:45AM WELCOME & INTRODUCTIONS
11:45AM – 1:00PM LUNCH
1:00 - 2:30AM Session two (one or more tracks)*
2:30 - 3:00pm BREAK
3:00 - 4:30PM Session three (one or more tracks)*
4:30PM Conference Closes
(*Each 90 minute session = 4 papers of 15 Min + 5 Min Q&AThree parallel tracks = 36 papers)
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Conference Analytics
Upcoming Conferencesin your area
(www.ieee.org)
Conference Analytics are available from the OU Analytics page
(ieee.org/samieee)
Open 2017-2019 R2 GeoUnit FCS Conferences
Sl No.Conference Start Date
Finance Status
DescriptionConference
Number TitlePrimary IEEE Financial
Sponsor Name Sponsor Name Sponsor Percent.17 27-Jun-17 In Progress 40673 NAECON 2017 - IEEE National Aerospace and Electronics Conference Dayton Section Dayton Section 508 10-Aug-17 In Progress 43033 2017 IEEE 1st Workshop on Active Disturbance Rejection Control (ADRC) Cleveland Section Cleveland Section 50
9 10-Aug-17 In Progress 43033 2017 IEEE 1st Workshop on Active Disturbance Rejection Control (ADRC) Cleveland SectionCleveland Section CS
Chapter 50
6 8-Oct-17 In Progress 43090 2017 IEEE YP/WIE R2 RISE Region 02Region 02 - Eastern
USA 100
4 6-Apr-18 In Progress 43446 2018 IEEE Region 2 Student Activities Conference (SAC) Region 02Region 02 - Eastern
USA 100
5 6-Oct-18 In Progress 45517 2018 IEEE Region 2 Young Professionals and Women in Engingeering RISE Region 02Region 02 - Eastern
USA 10019 29-Oct-18 In Progress 41524 2018 IEEE International Test Conference (ITC) Philadelphia Section Philadelphia Section 100
18 29-Nov-18 In Progress 44672 2018 IEEE Women in Engineering (WIE) Forum USA East Women in EngineeringRegion 02 - Eastern
USA 101 1-Dec-18 In Progress 44029 2018 IEEE Signal Processing in Medicine and Biology Symposium (SPMB) IEEE USA Washington, DC Philadelphia Section 10
2 1-Dec-18 In Progress 44029 2018 IEEE Signal Processing in Medicine and Biology Symposium (SPMB) IEEE USA Washington, DCRegion 02 - Eastern
USA 10
3 5-Apr-19 In Progress 45483 2019 IEEE Region 2 Student Activities Conference (SAC) Region 02Region 02 - Eastern
USA 10014 23-Apr-19 In Progress 46212 2019 IEEE 37th VLSI Test Symposium (VTS) IEEE Computer Society Philadelphia Section 50
15 25-Jun-19 In Progress 46372 2019 IEEE Cognitive Communications for Aerospace Applications Workshop (CCAAW)
Cleveland Sec AP/MTT/ED/AES/COM Jt
Chpt
Cleveland Sec AP/MTT/ED/AES/CO
M Jt Chpt 50
16 25-Jun-19 In Progress 46372 2019 IEEE Cognitive Communications for Aerospace Applications Workshop (CCAAW)
Cleveland Sec AP/MTT/ED/AES/COM Jt
Chpt Cleveland Section 5010 15-Jul-19 In Progress 46414 NAECON 2019 - IEEE National Aerospace and Electronics Conference IEEE USA Washington, DC Dayton Section 507 9-Nov-19 In Progress 44170 2019 IEEE International Test Conference (ITC) Philadelphia Section Philadelphia Section 100
11 21-Nov-19 In Progress 47344 2019 IEEE Women in Engineering (WIE) Forum USA East Women in EngineeringNorthern Virginia
Section 5
12 21-Nov-19 In Progress 47344 2019 IEEE Women in Engineering (WIE) Forum USA East Women in EngineeringRegion 02 - Eastern
USA 3013 21-Nov-19 In Progress 47344 2019 IEEE Women in Engineering (WIE) Forum USA East Women in Engineering Washington Section 5
Murty will be following up with you to CLOSE these!
Society – Geounit Interactions
Geounits are informed of upcoming Society Conferences AFTER THE ICX form is approved– Reach out to the Conference to offer Local Arrangements
support, Young Professionals / WIE Meetups– Build relationships that can result in financial partnerships
Chapters are key in building relationships with Society Conferences. Work through your chapters to offer venues and volunteers to their Societies!
There is no one template– Each Society/Council acts differently
Reach out to Murty - your Region Conference Coordinator for help and advice.
Convene 2019 – Washington, DC1-2 August 2019
FOR Convene 2019: All R2 Section & Chapter Chairs will have registration fee waived! Reserve EARLY!BUT, You will have to pay for your travel and hotel…
https://ieeeconvene.org/2018 – Berlin2020 - Copenhagen
Questions? Need Help or Suggestions?
Please contact Us:Murty Polavarapu / Felicia HarlowRegion 2 Conferences Coordinator
<[email protected]> / <[email protected]>
And thanks for listening!Charles Rubenstein
Region 1 Conferences Coordinator<[email protected]>
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