Conferences Organization Manual – Section 14

14.0 TRANSNATIONAL PARTICIPATION

14.1 OBJECTIVE
In order to increase Regions 7-10 participation at Technical Meetings held in Regions 1-6, a Transnational Committee may be appointed as part of the Conference Committee.

The recommendations and suggestions provided in the following sections should be considered carefully. The Committee is responsible to oversee that these recommendations and suggestions are carried out.

The recommendations address two major areas:

Involvement -- representatives from Regions 7-10 and response to inquiries.
Convenience -- activities for Regions 7-10 participants.

In addition the Committee should also collect information on Regions 7-10 attendance and comments on the conference survey form in order to continue to improve such participation.

14.2 INVOLVEMENT
In order to increase involvement of participants from Regions 7-10 in the Technical Meetings held in Regions 1-6 the recommendations in the following subsections should be considered.

14.2.1 Appoint Representatives from Regions 7-10 on the Operating Committee
In addition to becoming full participants in the management of the Meeting, the Regions become part intellectual "owners" of the event, thus having greater interest in promoting the Meeting and helping it succeed. These representatives should be able to assist the steering committees in the following areas:

1. Address Regions 7-10 participation.
2. Enhance Call for Papers in all world areas.
3. Provide mailing lists in Regions 7-10.
4. Provide focal point for distribution of mailings.
5. Provide focal point for submission of papers and communications.
6. Establish additional society and professional contacts.
7. Establish connections to non IEEE societies.

It is the Chair's responsibility to initiate contact with the regional representatives early in the conference planning process. It is advisable that a committee member has access to a fax machine or e-mail, as much communication takes place by electronically due to time differences and language difficulties.

One of the first activities of the committee is to distribute the Call for Papers to the regional representatives. They, in turn, may mail the Call locally. The Chair should apprise the regional representatives of any changes in the Call and the representatives should apprise the Chair of the response to the Call.

It is the committee's function to aid in publicizing the conference internationally. Photostats of ads placed in IEEE Magazines should be sent to the various regions, and placed in local publications that reach the conference audience, if cost-efficient. Appropriate information about the conference may be sent to the conference calendar editors of local publications. If conference posters are produced, an adequate supply should be sent to the regional representatives, and distributed to local companies and people in the technical community. All forms of local publicity should have a local telephone number or fax number to call for further information on the conference.

14.2.2 Appoint Regions 7-10 Representatives on the Program Committee
This helps to identify scientists/engineers with similar technical interests and make them equal partners in setting up the technical sessions. The representatives should be able to assist the program committee in the following areas:

1. Provide suggestions for Session Chairs and Program organizers.
2. Initiate invited papers and stimulate technical paper submission from Regions 7-10.
3. Critique technical program from a world point of view.
4. Communicate acceptance/rejection of papers to Regions 7-10.
5. Establish focal point for submission of papers from Regions 7-10.

Due to the fact that English is the official language of the IEEE, the Regional Reps may also be of value in reviewing final papers for English quality in their regions and communicating with authors from that region/country. This can be of great help.

The committee should be knowledgeable about the technical program, and the logistics of the conference, in order to be able to answer any questions of prospective attendees. It is recommended that the Chair have a supply of Calls and Advance Programs to mail to anyone who requests information.

14.2.3 Expand Mailing Lists to Regions 7-10

1. Increase amount of mailings (find cost reduction methods).
2. Consider using a central point outside Regions 1-6 to reduce costs for mail distribution.
3. Use Regions 7-10 mailing lists.
4. Speed up mailings to Regions 7-10 destinations.
5. Exploit fax, E-mail, and conference call communications to achieve full transnational involvement.

The transnational chair is responsible for coordinating a convenient and efficient drop point for Advance Programs. Also, a supply of Author Kits (back-ups) should be kept for distribution via contacts to Regions 7-10.

14.2.4 VISA Letters for Participants from Regions 7-10
Frequently, the committee will receive a request from a prospective attendee "for an invitation letter" in order to obtain a visa, or permission to travel. IEEE conferences do not provide "invitation letters". IEEE has Guidelines regarding confirmation letters and suggests that the committee also make note on their promotional material that anyone needing a Visa should apply several months in advance. The committee is not responsible for visas, negotiations with foreign governments, conflicts between governments, or security problems. No participant may be precluded from attending because hostility between governments, nor will the conference committee adjudicate such matters.

14.3 CONVENIENCE
The following recommendations will help make the attendance of participants from Regions 7-10 in technical meetings held in Regions 1-6 more trouble free and pleasant as well as avoid difficulties such as foreign currency transactions.

In addition attention should be paid to improve how the Technical Meeting organizers handle all of their customers, attendees, and participants, and provide convenience to meet special needs along with a quality technical program.

14.3.1 Establish Clear and Simple Means for Regions 7-10 Registration

1. Use credit cards.
2. Communicate restrictions and types of travelers checks.
3. State restrictions on use of checks from Regions 7-10.
4. Separate registration line for Regions 7-10 participants.
5. Make attendees from Regions 7-10 feel welcomed (welcome package).

a. Encourage "new" unseasoned attendees.
b. Arrange mailing proceedings.
c. Place at top of list to obtain extra Proceedings.
d. Provide HELP desk and a contact at the meeting.
e. Transnational hospitality room and/or help desk.

14.3.2 Provide Clear Instructions on Presentations/Paper Submission/Writing

1. Encourage/require English review of paper in Regions 7-10 country.
2. Initiate that quality objectives written by Regions 7-10 person.
3. Ask if need for language help is needed during Q's and A's.

14.3.3 Compile a List of Regions 7-10 Attendees and Participants by Country

14.3.4 Make Technical Meeting Committee Members Sensitive to Making Regions 7-10 Attendees Welcomed

1. Have committee members talk to attendees/participants.
2. Invite for breakfast (build up future base as well).
3. Provide a special souvenir for Regions 7-10 participants.

14.3.5 Provide Help for Regions 7-10 Attendees/Participants

1. Include information on the local area for accompanying persons and attendees.
2. Provide local travel connections and travel agencies lists.
3. List possible tours.
4. Collect possible Regions 1-6 industry tours.
5. Establish items and practices to watch out for in Regions 1-6 travels.

In general it is essential to improve the ways by which IEEE Technical Meeting organizers handle all of their customers, attendees, and participants. The aim is to provide convenience and meet special needs without compromising the quality of the technical program.