IEEE Sections Congress Quebec City, Quebec, Canada19 – 22 September 2008
Celebrating Volunteer Achievements Worldwide
25 April 2008
SC08 Steering Committee
Paul Fortier Steering Committee ChairAndre Morin Vice ChairYves de Villers Local Org. Committee ChairXavier Maldague Program Committee Co-ChairMohamed El-Hawary Program Committee Co-ChairFerial El-Hawary 2008-09 R7 Director Luiz Pilotto VC – Geographic Unit ActivitiesJoseph Lillie MGA Board ChairCecelia Jankowski MGA Secretary
SC08 Track Chairs
Section ManagementLee Stogner: Region 3 - Taylors, SCChristopher James: Region 8 – Southampton, UK
MembershipBill Kennedy: Region 7 - Calgary, CanadaRon Tabroff: Region 1 - Peabody, MA
Section/Chapter ActivitiesKalyan Sen: Region 2 - Monroeville, PA YW Liu: Region 10 – Hong Kong
What is Sections Congress?
Held every three years since 1984Provides IEEE Section leadership with an opportunity to impact the future of the IEEE. It is a triennial gathering of IEEE grassroots leadership to: – network with other Section leaders – attend training programs – develop recommendations to guide the future of the IEEE
The event includes four days of working sessions and networking opportunities for hundreds of delegates from all ten Regions. Congress attendees learn how to utilize IEEE resources to maximize their effectiveness as IEEE volunteer leaders. Expect to have over 1,000 attendees in Quebec City
Registration is Open
Individuals are encouraged to register for SC08 as soon as possible
Individuals who require a letter of invitation should visit the SC08 web site and submit a request to [email protected]
http://www.ieee.org/sc2008
IEEE Sections Congress 2008Facility Summary
3 Hotels – Hilton Quebec Hotel (Primary Hotel)
Sleeping Rooms/Region Meetings Will assign delegates to this hotel
– Chateau Laurier Sleeping Rooms
– Loews LeConcorde Sleeping Rooms/Region Meetings
Quebec City Convention Center– Sections Congress Events– Region Meetings
Registration RatePrimary Delegate/Other Attendees– $400 USD
Covers all meals & Congress events, including Honors Ceremony.
– Section Primary Delegate Registration Waived
Partners/Children– $225 USD – Adults – $125 USD/children ages 6-12– Children ages 5 and under - complimentary
Covers breakfast (Saturday, Sunday, Monday) & evening events (Friday, Saturday).
Sleeping Room Rates
Hilton Quebec Hotel (Primary) - $235 (CN)
Chateau Laurier - $229 (CN)
Lowes Le Concorde - $199 (CN)
Section delegates will be assigned to the Hilton Quebec hotel
Schedule of Events
Preliminary Schedule of Events
Friday, 19 September– Opening Ceremony, Dinner for all delegates
Saturday, 20 September– Core Track (AM) and Breakout Sessions (PM)– IEEE Honors Ceremony
Sunday, 21 September– Breakout Sessions– Open Evening – allow delegates to explore the city
Monday, 22 September– Closing Ceremony– Voting/Results of SC’08 Recommendations
IEEE Honors Ceremony
The IEEE Board of Directors has agreed to conduct the 2008 IEEE Honors Ceremony with IEEE Sections Congress.
The ceremony highlights the accomplishments of each year's IEEE Award and Medal recipients.
All SC’08 participants are invited to attend the ceremony on Saturday, 20 September 2008.
Program
SC08 Speakers
Sections Congress budget does not include funding for speakers travel. Speakers' attendance needs to be supported either by their IEEE organizational unit (Region, Section, Society, MGA, TAB, EAB, etc.), their employer, or be self-funded. No monetary compensation speakers.Unless the speaker is also a primary delegate, the speaker (or sponsoring unit) will also be responsible for the registration fee (which covers meals at Congress).
Speaker Selection
Speaker selectionThe first round of speaker selection is concluded. Track chairs have issued invitations to speakers and are getting responsesCurrently reviewing responses and will be reaching out to additional individuals as appropriateThe list is designed to assure regional balance.Have established strict deadlines regarding submission of material:
– Friday, 9 May - Finalize Breakout session description– Tuesday, 1 July - Deadline for speaker biographies and any specific audio/visual
requirements– Tuesday, 15 July - Deadline for SC08 Breakout session presentations
Keynote speakerThe SC08 Steering Committee is currently working to identify opening and closing speakers.
Breakout Sessions
Program Tracks– Section Management– Membership– Section/Chapter Activities
Each session will last 1hr 15 minutes.
In each session, up to 10 individual breakout sessions will be conducted.
These are elective sessions that the attendees can attend based on their interest.
Most of the sessions will be held multiple times during the 2 days to ensure that individuals are able to attend as many sessions as possible
Membership
Membership is a core value of IEEE.
This track focuses on how Geographic Units can engage the member at the local level promoting the benefits of IEEE membership, with a focus on the recruitment of and retention of IEEE members.
Membership Track (Preliminary Titles)
1. Benefits of Membership
2. Grades & Elevation
3. Increasing membership value through enhanced communications between Section and Members
4. Increasing Society Membership
5. Membership Development Assistance Available from IEEE Operations Center
6. Member Engagement & Career Management
7. Member Segmentation
8. Program for Membership Growth (Lead Generation & Making the Sale)
Section Management
A Section is the basis of the focus of all local activities.
The sessions will provide information on obtaining support and resources from the IEEE organization and the best practices for having a successful section.
Section Management (Preliminary Titles)
1. Affinity Group Management (Life Members, WIE, GOLD and Consultants Network)
2. Communication to IEEE Members and the public via - Newsletters, Web page, Marketing & Public Relations
3. Conference Management
4. Electronic Services for Geographic Unit Volunteers
5. Financial Management
6. Leadership Development
7. Planning Successful Meetings for Sections & Chapters
8. Resources available for Program Planning - Educational, Professional, Standards
9. Strategic Planning on the local level
10. Volunteer Recruitment
Section/Chapter Activities
The success of IEEE depends on the continued cooperation between Geographic Units on the local level.
This track focuses on how to promote and facilitate the delivery of technical, professional and educational material.
Section/Chapter Activities (Preliminary Titles)
1. Awards & Recognition
2. Engagement of Members through Affinity Group Activities
3. Enhancing Your Section through Community Activities
4. Establishing Successful Relationships with Industry
5. IEEE Members in a Global Workforce
6. Improving Section/Chapter/Society Relationships
7. Leveraging Standards and Publications Activities in Sections
8. Making the IEEE Code of Ethics Real at the Section Level
9. Organizing successful Teacher-In-Service Activity within your Section
10. Successful Partnerships with non-IEEE Technical and Professional Groups
11. Working with Students & Student Branches
Core Track Training
Current plans are for a plenary session to cover the Transition from RAB to MGA and the thought process behind it, and how can the Section Volunteer Leadership make full use of it.
This will be followed by parallel sessions on which cover areas of common interest such as strategic planning, financial matters, and leadership.
How IEEE contributed to my professional career
Plenary Session to be held Sunday - 20 September
All attendees will be requested to attend
Joe Lillie, VP-MGA will facilitate a discussion which includes past, incoming and the current IEEE President on how their involvement with has contributed to their careers.
Primary Delegate
Primary Delegate
MGA will cover the registration fee for one primary delegate from each Section.
All other expenses are to be covered by the Region or Section
The following criteria has been established for a primary Section delegate
Primary Delegate Criteria1. A primary delegate is a member of the Section
designated by the Section Executive Committee to represent the Section at Sections Congress.
2. It is strongly encouraged that the individual be a first time Sections Congress attendee and the Sections should try to fund a younger member (i.e. GOLD).
3. The primary delegate must be of Graduate Student Member grade or higher in the Section. Associate and Student members are not eligible to serve in this capacity.
4. A Section must be current in all reporting requirements in order to send a primary delegate. A Region Director can approve an exemption to this requirement.
Recommendation Process
Recommendations Process
1. Pre-Congress preparations Identify critical issues Brainstorming/focus groups Spring/Summer 2008 Region Meetings
2. Region Caucuses Friday prior to Opening Ceremony
3. Identify issues4. Saturday morning distribute drafted
recommendations grouped by issue• Potential for discussions as congress continues• Delegates will be requested to identify which issue
caucus they will attend
Recommendations Process, p2
5. Issue caucuses Sunday
6. Distribute updated recommendations Monday morning
7. Voting at closing ceremony
8. Highlight “top ten”
9. All recommendations noted
Pre-Congress Activities
Present
Group into Limited Number
of Issues
Provide Information
Issue Caucus
Vote for top 10 Issues
(rest as pool)
Region Caucus
Publicity of Sections Congress 2008 Process.Informal or formal discussion of issues.
Region attendees finalize their recommendations and reducing them to a maximum of four recommendation if necessary.
A Region spokesperson presents the Region’s recommendations to the Congress.
Group the recommendations into ten issues(equal to number of issue caucuses)
Prior art (ongoing projects, information aboutwhat has been tried before, etc.) is prepared per issue area
Self-selected attendees attend specific caucus to create two focused recommendations for consideration by the congress
Vote to rank issues into a “top ten” issues to allow focused post-Congress attention to them. Keep the remaining issues as unranked pool so as to not lose them. Both sets will be published.
Sections Congress 2008
Friday
Saturday
Sunday
Monday
Post CongressActivities
Issue Flow for Sections Congress 2008
Regional Committee Meetings
Additional Meetings
Additional meetings may be held in conjunction with SC08 but may not be held during SC08 events.A meeting request form is available:
http://www.ieee.org/web/services/mps/sc08/meeting_request_form.html
Tentative Schedule – Non Congress EventsTuesday 16 September 20086:00pm - 9:00pm MGA Students Committee Mtg
Wednesday 17-September-20088:00am - 5:00pm MGA Students Committee Mtg7:00pm - 9:00pm Region 7 Reception
Thursday 18-September-20088:00am - 5:00pm Region 2 Committee Meeting8:00am - 5:00pm Region 3 Committee Meeting8:00am - 5:00pm Region 7 Committee Meeting8:00am - 5:00pm Region 8 Committee Meeting1:00pm - 5:00pm Region 4 Committee Meeting1:00pm – 10:00pm GOLD Summit
Meetings will be held at Convention Center or Delta & Hilton Hotels
Tentative Schedule – Non Congress Events
Friday 19-September-20088:00am – 12:00n Region 1 Executive Committee Meeting8:00am – 12:00n Region 2 Committee Meeting8:00am – 12:00n Region 4 Committee Meeting8:00am – 12:00n Region 5 Committee Meeting8:00am – 12:00n Region 6 Committee Meeting8:00am – 12:00n Region 7 Committee Meeting8:00am – 12:00n Region 8 Committee Meeting8:00am – 12:00n Region 9 Committee Meeting8:00am – 12:00n Region 10 Committee Meeting8:00am – 12:00n GOLD Summit
Meetings will be held at Convention Center or Hilton Hotel
Additional Information
Local ToursFriday, 19 September 2008Walking Tour of Historic Québec City
Time: 9:00am-12:00pm$37.00 US
Friday, 19 September 2008Flavor Trail of the Island of Orleans
Time: 1:00-5:00pm$73.00 US
Saturday, 20 September 2008 Québec City Tour w/Lunch on Top of the Fall
Time: 9:30am-3:00pm $97.00 US
Sunday, 21 September 2008 Canyon Ste. Anne Falls & Beaupré Coast Tour
w/ lunch box
Time: 9:00am-3:00pm $97.00 US
Monday, 22 September 2008 Art & Antiques Tour
Time: 9:00am-12:00pm $38.00 US
Traveling to Quebec City
Jean-Lesage International Aéroport – More than 10 airlines offer over 300 weekly flights
from/to many North American, South American and European destinations.
– Over 25 non-stop daily flights are offered to major hubs in Eastern Canada (Montreal, Toronto, Ottawa) and the USA (New York, Detroit, Cleveland, Boston).
– Approximately 20 Kilometers from SC08 Hotel
Electricity MattersIn Canada, electricity supply is 60 Hz, 120 V
Passports
All passengers including Canadian and U.S. citizens will be required to present a valid passport when traveling to/from Canada.
Section Chairs will be reminded to make sure that potential attendees have valid passport.
Visa Requirements
Many people do not require a visa to visit Canada. These include:
Citizens of Andorra, Antigua and Barbuda, Australia, Austria, Bahamas, Barbados, Belgium, Botswana, Brunei, Cyprus, Denmark, Estonia, Finland, France, Germany, Greece, Iceland, Ireland, Israel (National Passport holders only), Italy, Japan, Liechtenstein, Luxembourg, Malta, Mexico, Monaco, Namibia, Netherlands, New Zealand, Norway, Papua New Guinea, Portugal, Republic of Korea, St. Kitts and Nevis, St. Lucia, St. Vincent, San Marino, Singapore, Solomon Islands, Spain, Swaziland, Sweden, Slovenia, Switzerland, United States, and Western Samoa;
Visit http://www.cic.gc.ca/english/visit/visas.html for more information
Questions - Contact a Canadian embassy, high commission or consulate on what you will need before traveling to Canada.
Additional Information
Visit the following URL for updated information on SC’08
http://www.ieee.org/web/services/mps/sc08/index.html
Fundraising
IEEE Canada and its sections have committed about $ 75,000.00 to Sections Congress.
Initial contacts made to local companies in the Quebec and Montreal area; initial contact being followed up by phone calls.
The IEEE Foundation is being approached regarding a donation.
SC08 type-treatment/design
SC08 Program Cover