10.1.26 Summary of Requirements
for Solely Sponsored/Co-Sponsored Conferences
During
the course of the conference preparation,
implementation and closing, IEEE members will
be involved in preparing the conference
budget, monitoring the financial affairs, managing
hotel logistics, managing the technical
conference program, preparing the final financial
report, arranging for a professional audit, etc.
Below is a quick reference summary of the
items relating to the management of a
conference:
- Seek organizational unit and other IEEE
approvals.
- Seek needed cross endorsements.
- Define a Memorandum of Understanding
(MoU) amongst participating
organizational units, for co-sponsored
conferences (Policy 10.1.5).
- Seek needed budget approvals (Policy
10.1.6).
- The Conference Information Schedule and
other supporting conference information
must be submitted to IEEE Conference Services
for use in the IEEE Meetings Database,
which facilitates the online distribution
of conference information and for archival
purposes.
- Use the IEEE Logo as defined in Policy
10.1.17.
- Assure proper conference naming, as
indicated in Policy 10.1.16.
- Submit the IEEE Conference Publication
Form to IEEE Conference Services (Policy
10.1.20).
- Submit IEEE Conference Insurance form
with or prior to submitting the budget
to IEEE Conference Services, (IEEE Finance
Operations Manual).
- Open conference bank accounts under the
stipulations in Policy 10.1.8.
- Request Loans from sponsoring
organizational units, assuring their
repayment within 30 days of the conference date
(Policy 10.1.7.).
- Manage technical/professional aspects
of the conference such as planning the
scope of the program, organize panel
discussions, invite special speakers,
review and select contributed papers, assure
hotel logistics, etc.
- Arrange for any needed services.
- Arrange for publicity and
advertisements.
- Complete Surplus distribution when
closing the conference bank account
(Policy 10.1.8 and 10.1.9).
- Submit Final financial reports within
six months of the conference to
sponsoring organizational unit and to IEEE
Conference Services (Policy 10.1.11).
- Arrange for the implementation of a
Professional audit, submitting results
to IEEE Conference Services (Policy 10.1.10).
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