Conferences Organization Manual - Entire Manual

1.0 INTRODUCTION
There are a large number of meetings held each year under the auspices of the IEEE of sufficient magnitude to entail a significant organizational effort. For the purpose of this manual, the term "meetings" refer to conferences, symposia, workshops, tutorials, but does not include administrative or committee meetings, seminars with a few speakers, or meetings not requiring registration fees. The word conference is used interchangeably with the word meeting to refer generically to meetings. This effort is typically undertaken by a Conference Organizing, or Steering Committee, under the purview of a Society, a Council, a Region, a Section, a Chapter, or another IEEE Organizational Unit. Many of these conferences, especially the larger ones, are annual events of long standing, with certain routines, traditions, and organizations. Others are one-time, or infrequent affairs, with little or no organizational history to build on. In either case, virtually every conference committee is composed of new people, inexperienced in the business of running a conference, and eager for information, guidelines, and tips on running a conference smoothly and successfully. This manual has long been a most useful handbook providing just such assistance to conference planners, with special emphasis on the IEEE's conference planning services, and administrative policies and requirements.

Conferences requiring the degree of planning addressed by this manual may range from under 100 to a rather sizable number of attendees. This range in size, as well as the variety of styles and traditions developed by the established conferences, precludes one set of guidelines from having universal applicability. Nevertheless, all meetings share the common objective of providing a forum for the communication of advancements in the field of the conference, both through formal paper presentations and informal discussions. Many provide social programs and awards ceremonies within the conference structure, and some include industrial exhibitions as an integral part of the conference. This manual takes as its objective a generic conference of moderate-to-large size, which would include all of these elements. It provides the framework to include all of the elements of conference planning and administration, leaving it up to the individual committee to select and adapt as it sees fit.

Section 2 describes the various types of conference involvement recognized by the IEEE and discusses the special circumstances pertaining to those conferences. We must note that many conferences are joint efforts between two or more organizations, including other national and international societies. Section 3 provides the definition of the variety of meetings and their publications. In Section 4 we present a big picture view of the generic conference: its events, the time line, and the organization of the Conference Committee. This section also provides a concise manual for organizing a small conference, so that not all the detailed functions described in later sections need to be followed in detail. Site selection for the larger conferences is usually done 3 to 5 years in advance, often before the complete Conference Committee is formed. This information is covered in Section 5. Sections 6 through 14 go into the tasks and responsibilities of each of the Conference Committee's sub-committees in detail. We have attempted to make each section a stand-alone manual, such that the relevant sub-committee will have all the tools it needs in one place. After the conference is over, and the participants have departed, there are bills to be paid, reports to file, etc. Section 15 outlines the post-conference responsibilities.

All IEEE conferences must abide by the rules and regulations of the body. This manual reflects the latest as set forth in the IEEE Bylaws and the IEEE Policies and Procedures, (P&P). Nevertheless, the Conference Chair should review the latest versions for reference. This manual, IEEE P&P, required IEEE Forms as well as additional tools for conference organizers are available on the IEEE Conference Organizers web page http://www.ieee.org/conferences/conflink.html.

1.1 PURPOSE OF A CONFERENCE
The purpose of the conference should be clearly defined. The objectives should be based on the needs of those attending. Technical excellence, applicability, relevance and timeliness should characterize all presentations. Typical purposes for conducting a conference are:

• To provide a meeting that will further the progress of all IEEE Organizational Units, including Societies, Councils, Regions, Sections, and Chapters, and thereby, better serve the interest of all IEEE members and the community at large
  
  
• To provide a meeting that will stimulate growth and advance the state of knowledge in the field of electrical and electronics engineering covered by the conference
  
  
• To provide a forum for free discussion of new ideas, research, development and applications, including techniques and methods to stimulate and inspire pioneering work
  
  
• To acquire or stimulate high quality papers for publication in IEEE and other appropriate publications, such as Conference Proceedings
  
  
• To provide an atmosphere to enhance the interpersonal rapport of a large number of engineers interested in specialized and loosely related fields
  
  
• To provide an exhibition of current hardware and/or software as a part of the first four purposes above
  
  
• To provide opportunities for students and young engineers to meet their experienced peers and to stimulate them to join IEEE activities

No list of purposes can ever be considered complete. As other purposes - consistent with the above seven - come to mind, write them down and define them as guidance for others on your Conference Committee.

1.2 TRANSNATIONAL PARTICIPATION
IEEE is committed to enhancing transnational participation in IEEE Meetings. Transnational participation in IEEE Meetings can be enhanced by increasing efforts to attract Regions 7-10 participants to Regions 1-6 Meetings and by expanding the number of conferences and other Meetings held in Regions 7-10. The IEEE Conferences Committee (formerly MSC) has formulated recommendations and guidelines to help organizers of conferences, symposia, and workshops. These recommendations along with a collection of data and discussion of potential concerns are contained in two Sections of this manual.

The objective of Section 14 is to increase the participation by Regions 7-10 members at Regions 1-6 Meetings via a set of recommendations and the appointment of a Transnational Committee as part of the Conference Committee.

Section 4.6 addresses the issue of Regions 7-10 Transnational Meetings. It primarily highlights the issues and provides an appendix that makes specific recommendations for consideration by the conference organizers.

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2.0 TYPES OF CONFERENCE INVOLVEMENT
As authorized in the bylaws, an IEEE Organizational Unit - either by itself, jointly with other IEEE Organizational Units, and/or jointly with non-IEEE organizations may plan a conference for which registration fees will be charged.

Sponsorship relates to the responsibilities and accountabilities of an IEEE Organizational Unit 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 Organizational Unit. If multiple organizations are sponsoring a conference, at least one must be an IEEE Organizational Unit.

IEEE Organizational Units engaged in conference sponsorship may not enter into any type of sponsorship arrangement with a "For Profit" organization. Noncompliance with the provisions of this approval policy may result in denial of approvals for subsequent events. "For Profit" organizations can, however, provide donations, as indicated in IEEE P&P 10.1.23.

The four types of conference sponsorship available to IEEE Organizational Units are described below:

2.1 Sole-Sponsorship
Sole sponsorship indicates full and sole IEEE Organizational Unit involvement in a conference. If an IEEE Organizational Unit agrees to sponsor a conference, they accept complete responsibility for the technical, financial, publicity and administrative aspects of the conference.

As a result of sole sponsorship, the IEEE Organizational Unit will:

• approve the conference as indicated in IEEE P&P-10.1.4.
  
  
• receive the surplus or be liable for any deficit resulting from a conference,
  (IEEE P&P 10.1.9).
  
  
• be responsible for assuring the timely resolution of any legal issues.
  
  
• be responsible for issuing any loans that the conference might need and assuring subsequent repayment, (IEEE P&P 10.1.7).
  
  
• be responsible for proper usage of the IEEE name (IEEE P&P 10.1.16) and the IEEE logo, (IEEE P&P 10.1.17). An example of a conference title - 2001 IEEE 24th International Electrical Conference.

Conference committee members are responsible for:

• Technical/professional area: IEEE members will plan the scope of the program, organize panel discussions, invite special speakers and review and select contributed papers.
  
  
• Financial area: IEEE members will be involved in preparing the conference budget, monitoring the financial affairs and preparing the final financial report.
  
  
• At least one IEEE Organizational Unit (administrative unit) will assist in local arrangements, exhibits, publicity, public relations and publications.
  
  
• IEEE sponsored conferences are financially accountable to the sponsoring Organizational Unit(s) and to IEEE Headquarters.
  
  
• The Proceedings of IEEE sponsored conferences may qualify for distribution through the IEEE Conference Publication Program, (Section 7.3.2)
  
  
• IEEE sponsored conferences are entitled to IEEE services at the non-profit rate
  
  
• IEEE sponsored conferences must have the IEEE logo and name included in the conference title and all conference publications and announcements.

Conferences where the IEEE has sole sponsorship, IEEE and not conference committees own the rights to the conference name, slogan, copyright for publications, and/or logo.

2.2 Co-Sponsorship
Co-Sponsorship indicates a shared involvement among several entities, one of which is an IEEE Organizational Unit. Other co-sponsors could be IEEE Organizational Unit(s) or other " Not-for-Profit" non-IEEE organizations.

Co-Sponsorship indicates a shared and significant involvement in the technical, financial, publicity and administrative areas of the conference. The relationship between sponsoring organizations should be explicitly defined in terms of an MOU - Memorandum of Understanding, (IEEE P&P 10.1.5).

• As a result of co-sponsorship, the IEEE Organizational Unit(s) will
  
  
• approve the conference as indicated in IEEE P&P 10.1.4.
  
  
• receive a portion of the surplus or be liable for a portion of the deficit resulting from a conference, (IEEE P&P 10.1.9).
  
  
• be responsible for assuring the timely resolution of any legal issues.
  
  
• be responsible for issuing any loans that the conference might need and assuring subsequent repayment, (IEEE P&P 10.1.7)
  
  
• be responsible for proper usage of the IEEE name (IEEE P&P 10.1.16) and the IEEE logo (IEEE P&P 10.1.17)
  
  
  
• IEEE Co-sponsored conferences are entitled to IEEE services at the non-profit rate.
  
  
• For IEEE Co-sponsored conferences it is recommended that the IEEE logo be used in all conference publications and announcements.

2.3 Technical Co-Sponsor
Technical Co-Sponsorship indicates direct and substantial involvement by the IEEE Organizational Unit(s) solely in the organization of the technical program. The IEEE Organizational Unit(s) has no financial involvement in the conference.

• The sponsoring organization that has financial sponsorship of the conference must be explicitly identified in the supporting paperwork for technical sponsorship to be granted.
  
  
• The IEEE Organizational Unit(s) should be involved in encouraging members to submit papers and attend the conference.
  
  
• The IEEE Organizational Unit(s) may assist in publicity through the availability of the appropriate IEEE Organizational Unit(s) mailing lists. It is recommended that the relationship between sponsoring organization should also be explicitly defined in terms of a Memorandum of Understanding, (IEEE P&P 10.1.5).
  
  
• The involved IEEE Organizational Unit(s) may wish to negotiate a variety of issues with the sponsoring organization, including registration fees for IEEE Members, possible post-conference sales of proceedings through the IEEE Conference Publication program, and other issues that benefit the Conference and the future interaction with the sponsoring organization.
  
  
• The IEEE name may not be used in the conference title, (IEEE P&P 10.1.16), but, the IEEE logo may be used in conference publications and promotional materials, (IEEE P&P 10.1.17).
  
  

2.4 Cooperation
An IEEE Organizational Unit(s) may cooperate in a conference. This type of involvement is very limited. The IEEE Organizational Unit(s) have no financial involvement, no substantive technical involvement, and no administrative involvement in the conference.

• The IEEE Organization Unit(s) can assist in publicity for the conference by providing the appropriate IEEE Organizational Unit(s) mailing lists and possible advertisement in publications.
  
  
• The cooperating IEEE Organizational Unit(s) may wish to negotiate a variety of issues with the sponsoring organization, including registration fees for IEEE Members, possible post-conference sales of proceedings through the Conference Publication program.
  
  
• The IEEE name and logo cannot be used in any form. (IEEE P&P 10.1.16 & 10.1.17).

Please Note:
Any involvement by and IEEE Organizational Unit as a technical co-sponsor or in cooperation with a for-profit organization must advance the goals of the IEEE and at the same time, not give rise to profit by private individuals. The IEEE Executive Director must approve such involvement.

TYPES OF IEEE INVOLVEMENT, RESPONSIBILITY & SERVICES AVAILABLE

2.5 IEEE Logo - Master Brand
Consistent, prominent use of the IEEE Master Brand will help enhance the visibility of the IEEE and support your publicity program. To build greater recognition for the IEEE and its activities, display the Master Brand

• On all print and electronic materials.
  
  
• With prominence equal to or greater than other logos.

Careful and comprehensive use of the IEEE Master Brand

• Ensures that IEEE organizations, products, services, and print and electronic materials are identified boldly, clearly and consistently as belonging to the IEEE.
  
  
• Enhances the IEEE name and reputation, and helps introduce the IEEE to potential members and customers.
  
  
• Protects the IEEE name and logo from trademark infringement.

Here are some important things to remember about using the IEEE Master Brand in your publicity efforts:

• To ensure that you are using the correct IEEE Master Brand, download a fresh image file of the IEEE Master Brand from www.ieee.org/masterbrand
  
  
• The information provided here is only an excerpt of the IEEE Identity Standards found at www.ieee.org/identitystandards Please visit the site for complete instructions on how to correctly use the Master Brand in publicity materials such as volunteer letterhead, conference literature, posters, Web sites and more.
  Questions about correct usage may be directed to corporate-communications@ieee.org

3.0 DEFINITIONS OF MEETINGS AND THEIR PUBLICATIONS
There is a wide variety of names given to IEEE meetings and meeting publications. It is difficult to distinguish between such terms as Conference, Symposium or Workshop. It is equally difficult to distinguish between such publication names as Proceedings, Record, Digest or Tutorial. In the case of IEEE journals, a formal set of definitions clearly delineates between IEEE Transactions and IEEE Magazines. An appropriate set of definitions for various meeting types, as well as for various types of meeting publications, will hopefully reduce the existing confusion and promote understanding.

It is understood that, over the years, some meetings and meeting publications have developed well-recognized names that may not conform to these definitions and "grandfathering" these as exceptions may be necessary. However, it is hoped that new meetings, as well as those that have not developed a longstanding name recognition for the meetings or their publications will begin to use the appropriate names as defined, or modify them, as required, with additional descriptors.

3.1 MEETINGS
The term Meeting is the generic name given to a number of events, including tutorial, workshop, symposium and conference. Even though this manual is intended for all types of meetings, its full utility is apparent when organizing a Conference.

Throughout the rest of this manual, the terms "conference" and "meeting" can be used interchangeably.

(1) IEEE Conference - A conference is a major meeting which covers a specialized (vertical) or broad range (horizontal) set of topics. Conferences typically accommodate more than 250 attendees and are of several days duration.

The program of a conference is designed to provide maximum opportunity for presentation of high quality papers appropriate to the defined scope of the conference. To this end, a Call for Papers (see item 8 under Section 3.2) is issued to attract the most qualified presenters possible. Presentations are accepted after appropriate peer review.

Conferences may include, or be held in conjunction with, symposia, workshops or tutorials.

(2) Symposium - Similar to a conference, a symposium is a meeting which covers a more specialized range of topics. It typically has less than 250 attendees and runs one or more days. Its program is handled much as in the same manner as an IEEE conference.

Symposia may include workshops or tutorials.

(3) Workshop - A workshop is a small meeting where most attendees are expected to actively participate in the interchange. The number of attendees usually does not exceed 100 registrants.

A workshop is usually limited to a narrow topical area and is often organized to explore an emerging technology. In order to promote good communications between speakers and attendees, workshops are frequently held in an isolated setting where meeting and lodging space is limited, allowing for maximum interaction between attendees.

Workshops may include tutorials.

(4) Tutorial - A tutorial is taught by one or more instructors who are recognized experts in a specific field. The purpose of the tutorial is to educate a relatively small group of attendees on a selected topic. Research topics are generally excluded from tutorials.

Frequently, IEEE organizational units compensate the instructor(s) for their services and collect a special fee from all attendees; if the tutorial is part of a larger meeting, the charge is separate from other registration costs.

The instructor(s) should provide the attendees with sets of lecture notes.

3.2 PUBLICATIONS
The following are the definitions of meeting publications. The names in parentheses are no longer to be used; these are synonyms for the new terms and are to be discouraged.

(1) Proceedings (Record) - A Proceedings is the collection of the papers presented at a meeting. It may also contain additional information on other activities of the meeting.

(2) Digest (Compendium, Collection of Abstracts, Book of Abstracts) - A Digest is the collection of the significant papers presented at a meeting. It may also be a collection of the summaries (each usually 1 or 2 pages in length) of all the papers presented at a meeting.

(3) Tutorial - A Tutorial is a collection of materials specifically prepared for this publication by editors, and/or reprints of appropriate articles published in the subject area. They are usually used in conjunction with a tutorial presentation.

(4) Tutorial Visuals (Workbook) - Tutorial Visuals are a collection of the visuals used during a tutorial presentation. They may also contain examples and problems.

(5) Reprint (Preprint) - A Reprint is the publication of a single paper.

(6) Abstracts - A collection of statements that comprises the essential points of the paper. The Program Committee determines the length of the Abstract.

(7) Paper - A Paper is the full manuscript (within the specified page limit of the meeting) of the material presented typically at a meeting or published by an author.

(8) Call For Papers - The Call for Papers is a public announcement of a meeting. It contains the name of the meeting, sponsors, location, dates, subject material requested, format, address for submission and contact for additional information.

(9) Advance Announcement - The Advance Announcement provides the information about the meeting. It contains the name of the meeting, sponsors, location, dates, list of sessions and contact for additional information. It may also contain meeting and registration forms.

(10) Advance Program - An Advance Program is a promotional piece for a meeting that contains the name of the meeting, sponsors, location, exact dates, detailed information on sessions, other meeting activities, meeting and registration forms and contact for additional information.

(11) Final Program - A Final Program is distributed at the meeting. It contains the name of the meeting, sponsors, location, exact dates, and corrected detailed information on sessions and other meeting activities.

(12) Exhibit Guide - A booklet describing the exhibits and other information related to the exhibits or the exhibitors.

4.0 ORGANIZING, PLANNING AND SCHEDULING THE CONFERENCE
Organizing, planning and scheduling are the cornerstone of related activities that support a successful conference. Lack of attention in one area will affect the other two and lead to difficulties at the conference.

4.1 ORGANIZING
The most critical step for the successful conduct of a conference is the organization of a competent Conference Committee approximately two to three years prior to the conference. Larger conferences might require even earlier formation of this committee. Its purpose is to supervise and direct the various working committees and subcommittees. It is recommended that, at a minimum, the working committees listed below be organized to serve under the guidance and direction of the Conference Committee; each functioning independently, but in close planning liaison with each other.

• Program Committee
• Publications Committee
• Publicity and Public Relations Committee
• Finance Committee
• Audit Committee (as required)
• Exhibits Committee (when needed)
• Local Arrangements Committee
• Registration Committee

A representative Organization Chart of a Conference Committee

4.1.1 Authorization
The sponsoring entities will appoint a General Chair of the conference, who will serve as chair of the Conference Committee. The General Chair must be a member of IEEE. In conferences of which IEEE is a joint sponsor, Chairs of the Conference Committees should be members of either IEEE or the co-sponsoring organization. Exceptions may be made only with the consent of the conference policy-making committee. The General Chair will appoint working committee chairs who will select the members of their respective committees. These chairs will be included in the membership of the Conference Committee. Names and addresses of these chairs should be reported to the sponsoring entity's governing body and to IEEE Conference Services. The General Chair may also appoint a Vice Chair, Secretary and other individuals to serve on the Conference Committee. These may include, but are not limited to:

• Computer Program Coordinator
• Hotel Arrangements Chair
• Treasurer
• Social Activities Chair
• Volunteer Coordinator
• Audio/Visual Coordinator

The General Chair has considerable latitude in the organization of his Committee. However, the model outlined has proven successful over the years, and deviations from this model should be carefully considered.

4.1.2 Selection Criteria for Chairs
Extreme care should be taken in selection of the members of the Conference Committee for several reasons. Members should be of sufficient stature within their organization, profession and IEEE to assure they can obtain cooperation and handle the job. All key appointees must have agreement from their employer when they accept conference responsibility. Management must be aware of, and agree to, the commitment being made.

The first criteria for selection is, of course, the individual talents (organizational, leadership, etc.) which are necessary to efficiently plan and run a successful conference. It is beneficial to have on the Committee, members who have held several offices within IEEE (such as within local Section or Chapter). They should also be competent managers, preferably with business experience and a well-rounded technical background. Ideally, appointments will be made from as many organizations as possible to give as broad a perspective as possible to the available talent and, in addition, draw from as wide a support base as possible. For the highly intensive committees the key qualities in the selection of a chair are energy, dedication, commitment, and attention to detail.

4.1.3 Co-Sponsorship Organization
A Memorandum of Understanding, (MOU) is required when two or more organizational units agree to co-sponsor or technically co-sponsor a conference. These organizational unites may be all IEEE organizational units or IEEE and non-IEEE entities. An MOU sets forth the relationship and obligations of the involved parties. ( IEEE P&P 10.1.5)

At a minimum, an MOU shall describe the following:

• Name and purpose of the conference, dates and location
• Financial sponsorship of each organization. These arrangements are needed for both liability and surplus distribution purposes. ( IEEE P&P 10.1.9)
• Ownership of the Intellectual Property associated with a conference. This includes use of the conference name, slogan, copyright for publications, and/or logo ownership.
• Provisions for dissolving the relationship
• Assignment of conference management and other administrative responsibilities to the appropriate organizational units.
• General conference management accountabilities such as assignment of chairs, organizational chairs for conference committees, steering committee obligations, location of the conferences, associated exhibitions, etc.

All MOU's with a value of $25,000 or greater must be forwarded to IEEE Conference Services for review and execution by the IEEE Procurement Department.

IEEE Organizational Unit(s)/Conference Organizers will still negotiate their MOU based on their needs, provide their initial approval but shall not give final approval or "execute" these agreements. All agreements related to conferences are to be forwarded to IEEE Conference Services for review by subject matter experts prior to final approval and execution. If necessary staff will provide feedback to organizers for further negotiations. When all negotiations are completed the agreement will be submitted to IEEE Procurement Department for execution. The executed agreement will be forwarded to the vendor/contractor and a memo will be sent to the originating IEEE Organization Unit(s)/Conference Organizers

MOU's with a value up to $25,000 may be executed locally, a copy must be sent to IEEE Conference Services for central record retention in the IEEE Procurement Department.

A sample of such a MOU between IEEE Organizational Units is shown in Section 16.

4.1.4 Conflict of Interest
It is the responsibility of all volunteer members of an IEEE activity to consider each item of business where they have a vote or decision of authority in order to determine if a conflict of interest exists.

The person in charge of the activity should be immediately notified should there be such a potential conflict of interest.

IEEE Policy requires the Conference Chair and Treasurer to fill out a Conflict of Interest Disclosure statement and forward to IEEE Conference Services.

4.2 PLANNING
Planning is best accomplished by dividing responsibilities among the various committees, as suggested here and in the other sections of this Guide. The various working committee chairs should provide the liaison through the Conference Committee, as well as by expeditious direct contact among themselves.

4.2.1 The Conference Committee
The Conference Committee through its General Chair is responsible to the sponsors for the organization and coordination of all other committees necessary to plan and administer the conference. It is incumbent upon the Conference Committee to send written notification to the appropriate IEEE organizational units at the very beginning of the planning stage. A copy of this letter should be forwarded to IEEE Conference Services.

The Conference Committee will hold meetings as necessary to ensure that satisfactory progress is being made and will report regularly to the sponsoring entity.

A key factor in setting the conference dates is the avoidance of conflicting conferences on similar topics. The IEEE Conference Database Search http://www.ieee.org/web/conferences/search/index.html on the web is helpful.

4.2.1.1. Financial Responsibility
The Conference Committee will have the final responsibility of budget preparation for the conference and will determine if an advance loan of working capital will be necessary. Budgets and requests for loans will be submitted to the sponsoring organization(s) for review and approval. Budgets should be submitted to the appropriate IEEE Organizational Unit for final approval and th