The OCEANS Conference Operational Policy (OCOP) Manual was initiated by René Garello and a first version, developed within the Joint OCEANS Administrative Board (JOAB) with OES and MTS members. The approved version is dated 2008, but was started in 2006. The subtitle of the document is “How to propose, host and conduct an OCEANS conference”, which is self explanatory. We felt the need to update and upgrade the OCOP Manual and we gathered some of the JOAB members for a working meeting in Palmer House, Falmouth, MA from July, 22 to July, 24 2009. The members were: Rene Garello, John Flory, Jim Barbera, Bob Wernli, Stan Chamberlain, Todd Morrison, Sandy Williams (and Ken Foote visiting).
     So far the Manual is made of nine chapters related to the preparation of the conference, to the Webtools and the abstract to CD/DVD mechanism, and to the main positions in a Local Organizing Committee (LOC): technical program, exhibit, finances, local arrangement, promotion, etc.
     We have specifically developed and detailed the main mechanism and time schedules concerning the abstract proposals, the reviewing operations, the paper upload and the final acceptance. Indeed once the paper is accepted and written, the authors have to comply with several requirements which are not always easy to enforce. First, the paper must be IEEE PDF compliant. This is quite easy to accomplish using the IEEE PDFExpress Website; a compliant pdf file and a certificate are returned to the author. Then, the paper must be uploaded to the OCEANS conference website. In order to be able to do so, the authors have three steps to fulfill: electronically sign a copyright form, prove that the paper is PDF compliant (the certificate) and pay a paper fee (one fee can cover up to three papers).
     Several improvements on the technical program were discussed during the meeting:

1. Request for a PDF only abstract (now called “paper proposal”) submission. Two pages with a short introductory abstract, text with equations and figures (if necessary) and references will be expected.
2. Inclusion of comments to rejected abstract authors for improvement
3. An anti-plagiarism (CrossCheck) algorithm will be run on every paper.
4. Student Poster handling is simplified and more straightforward. All Student poster “abstracts” will be reviewed with the “regular” ones. Only the ones accepted will be considered for the competition. The ones not accepted for the competition (due to space reasons) will be offered the possibility to participate as regular papers (if all the above listed conditions are met). No benefit will result from the delegate being a student.
   

   JOAB meeting in July 2009. (L to R) John Flory, Sandy Williams, Todd Morrison, Bob Wernli, Rene Garello, Jim Barbera (photo by Stan Chamberlain)

     Then, we spent quite a bit of time on the Exhibit section. The Exhibit is a very large component of an OCEANS conference and it should be recognized as so. Setting the prices for exhibits, attracting local exhibitors, soliciting past exhibitors to return, stroking the exhibitors, follow up with the exhibitors afterwards is partly the LOC and partly the contracted PCO (Professional Conference Organizer) task and the description of these functions will be included in the OCOP Manual as a JOAB guidance option. The benefits of an OCEANS conference for exhibitors are stressed: the attendees are not buyers but are influencers, and the technical program introduces the technologies of the future, and opportunities to influence sales can be found outside the booths such as at the luncheons and social functions where clients can be met while they eat.
     Some existing ways of handling the exhibitors were reinforced and added in the Manual as mandatory:

• A complimentary full registration comes with a booth (one registration) and permits attendance at the luncheons and Gala etc.
• An exhibitor badge allows entrance to Technical Sessions.
• Exhibitors can invite guests to obtain an Exhibits Only registration at no charge.

     Indeed, exhibitors like to show their display to certain clients during the conference. To support this need there is an Exhibit Only registration that is free. The new registration on-line tool for exhibitors, includes one full conference registration (Exhibitor Full Registration) and some number of booth only registration (Exhibitor Booth Only). The Exhibitor Reception is open to Booth Only also.
     An exhibit schedule chart has been added to the Manual in order to synchronize the conference flyer information in a timely manner including events such as: Call for exhibitors put up on the website, call for exhibitors distributed to the past exhibitors list, exhibit floor plan available at previous OCEANS conferences at the OCEANS booth, etc.
     Finally we went through the guidance for the financial aspects of the conference and the increased interweaving with our Webtools. The description of the Webtools is now complete in the Manual and a HD video is available for further training. This meeting was very fruitful and we will continue our effort towards an increased quality of the document. The Manual will be available on-line on the OES Website (www.ieeeoes.org) as soon as possible.