Site Selection and Management

Site selection for the larger conferences is usually done 3 to 5 years in advance, often before the complete Conference Committee is formed.

What's Involved:

• Site Selection
• Guidelines - Site Selection & Hotel Contracts
• Negotiating Contracts
• Executing (Signing) Contracts

Site Selection

Some of the criteria for the selection of the conference site are:

• Easy accessibility to city, domestically & internationally
• Meeting Room requirements & sleeping room needs
• Availability of overflow hotels
• Appeal of local attractions/climate
• What events may be booked before, during or after

Tools and Resources:

• IEEE Conferences Organization Manual - Section 5

Guidelines - Site Selection & Hotel Contracts

The most important function of the Local Arrangements Committee is to select the site and to help negotiate a contract of understanding between the primary hotel/convention center site and the IEEE Organizational Unit(s).

Tools and Resources:

• IEEE Conferences Organization Manual - Section 5

Negotiating Contracts

After the completion of the site selection process, contracts must be written for the space required. Below are some key factors when negotiating a contract.

• Room rates
  
• Complimentary rooms
  
• Upgrades
  
• Staff rooms
• Meeting Space
  
• Exhibit Space Rental
  
• Parking
  
• Cancellation Clause
  
• Amenities
  
• Cut/off Date
  
• Telephone Surcharge

Tools and Resources:

• IEEE Conferences Organization Manual - Section 5
• Typical Planning Schedule for IEEE Conferences (deadlines and actions needed to be completed for your conference).
• Contracts & Legal Documents

Executing (Signing) Contracts

PLEASE NOTE: Contracts Valued over $25K must be forwarded to IEEE for review & execution. Conferences staff will review your hotel/convention center contracts to ensure that your conference is receiving the best possible services and rates. We have provided useful information covering Contracts & Legal Documents to assist you in planning your event.

Tools and Resources:

• IEEE Conferences Organization Manual - Section 5
• Typical Planning Schedule for IEEE Conferences (deadlines and actions needed to be completed for your conference).
• Contracts & Legal Documents

Things to Consider:

• IEEE Conference Visa Request Process
• Tax Information for Conferences
• Travel Guide - To/From US
• Vendor List

Services Available: Conference Management Services are provided by: Society Executive Offices, Geographical Units, IEEE Conference Management Services (CMS), IEEE Meeting Planning Services (MPS), Volunteer Groups, and Numerous Independent Management Companies.