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What's Involved:
Post
Conference Duties
The post-conference
activities include the completion of the
financial and administrative commitments
of the conference,
production of the Final Report, and
notification to the sponsoring
entity of the final results with in a
reasonable time.
Tools & Resources:
Wrap-Up Session
The first official
"post-conference" activity which occurs
is the wrap-up session. It is
traditionally held during the
afternoon of the last day of the
conference. At the wrap-up, an
abbreviated version of the conference
activities should be
presented so that attending future
conference chairs can get an
overall picture of conference activities
with the attendant caveats.
Tools & Resources:
Letters of Appreciation
As soon as possible
following the close of the conference,
the General Chair and
Conference Committee should send out
letters of appreciation to
all who have contributed to the success
of the conference. Here are
some people that the letters should be
written to:
- Workers
- Volunteer Groups
- Supervisors of
individuals who have made
significant
contributions
- speakers
- exhibitors
- patrons
- session organizers
- etc.
Tools & Resources:
Conference Article
As soon as possible after
the conference, the Publicity committee
should have available for publication in
IEEE Magazines an article
and related photos. Much of the article
may be written in advance of
the conference, and statistics added
after the conference closes.
Reference should be made to the dates
and location of the next
conference.
Tools & Resources:
Repay Loans
within 30 days After Conference
- NOTE:
-
Conferences are not allowed
to transfer loans from one
year's
conference to the next.
- When
repaying loans and
distribution of surplus -
Please
identify checks by
indicating the name and
dates of the
conference.
Tools & Resources:
Submit
a Detailed Final Financial Report
This should be filed
no later than six months after the
conference date.
Tools & Resources:
Distribute surplus/loss
- When repaying loans
and distribution of surplus - Please
identify checks by
indicating:
-
Conference Name
- Dates of
Conference
Tools & Resources:
Close
Bank Accounts
IRS regulations
require that all IEEE
conferences close their accounts
and submit a Final Financial
Report to the appropriate IEEE
Organizational Unit(s) within six
months from the close of the
conference. IRS regulations
stipulate that all surplus
funds from the conference
first be deposited in the
sponsoring
entity's IEEE Headquarters
account before they can be
withdrawn for use as advance funds
for a future conference.
IEEE
Policy 10.1.11 requires all
conference to close their financials
within 6 months. If not
closed by the 13th month after being
held, a penalty fee will be
accessed.
Tools & Resources:
Requirements for
Audits of Conference Financial Activites
IEEE Conferences,
Workshops and Meetings are required
to have an Independent
Audit of their financial activities,
if the meeting’s
receipts or expenses equal or exceed
$100,000 and IEEE
sponsorship of the meeting is
greater than 50% (51% or
over). The IEEE Operations
(Internal) Audit Department or
an independent outside accounting
firm may complete the ‘agreed
upon procedures’ audit of the
meeting’s financial
statements. The fee for the
Operations Audit Department to
complete the audit is .006 of the
greater of total conference
receipts or total conference
expenses, not to exceed $6,000.
Contact
Information: IEEE Operations
(Internal) Audit
Department
+1 732
562 6371 or 6533
Tools & Resources:
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