howtoieee conf

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How to organize aIEEE Conference

Checklist & TimelDetailed Conference Checklist (Page

At a Glance Conference Timeline

*The checklist and timeline are designed as guides and based on the planning p



WHEN actions/tasks

should be

completed

(Recommended

Deadlines)

WHAT actions/tasks need to be doneHOW to complete (Required

Docs/Templates)WHO can I contact if I have questions?

STARTDetermine and apply for sponsorship from allapplicable IEEE and/or non-IEEE organizational

units (OU)

IEEE Conference Business Services

24 months BEFORE start

dateObtain sponsorship

IEEE organizational unit (OU) you are seeking

sponsorship from

24-18 months BEFOREstart date

Appoint General Chair and Conference CommitteeIEEE organizational unit (OU) you obtained sponsorship

from

24-18 months BEFORE

start date

Contact the local IEEE Section of where the

conference will be heldIEEE Conference Business Services

Detailed Conference ChecklistBold = Required

Related Areas:Conference Finance

Conference Publications

Conference ContractsConference Business Services



WHEN actions/tasksshould be

completed

(Recommended

Deadlines)





Conference PublicationsConference Contracts

Conference Business Services


IEEE Insurance

24-18 months BEFORE

start date

Set forth the relationship and obligations of all

involved parties in a Memorandum of

Understanding (MOU), if applicableMemorandum of Understanding (MOU), if

applicableIEEE Conference Contracts

24-18 months BEFORE

start date

Contract conference management company, if

applicable for site selection, registrationmanagement, conference logistics or exhibit

management

All conference contracts with a value of US

$25,000 or greater must be reviewed by the

IEEE Conference Contracts Dept. Conference

contracts less than US $25,000 will be reviewed

upon request.

Meeting Management Template, if applicable IEEE Conference Contracts

24-18 months BEFORE

start date

Select site and prepare contract with conference

facility/venue and hotels

All conference contracts with a value of US

$25,000 or greater must be reviewed by the

IEEE Conference Contracts Dept. Conference

Contracts (Facility/Venue), if applicable IEEE Conference Contracts

Conference Information Schedule & Committee

List

24-18 months BEFORE

start date

As soon as feasible - but

no later than 18 months

before the conference

Register your conference with the IEEE, submit the

Conference Information Schedule & Committee

List to obtain a conference number, insurance

coverage and be listed on the IEEE Conference

Search and Call for Papers (CFP) listing.

Preliminary conference information you provide

can always be updated. If you have any changes

or updates, please contact us at conference- [email protected]



WHEN actions/tasks

should be

completed

(Recommended

Deadlines)

WHAT actions/tasks need to be done HOW to complete (RequiredDocs/Templates)

WHO can I contact if I have questions?


Related Areas:

Conference FinanceConference PublicationsConference Contracts



Review IEEE Insurance coverage and determine ifadditional coverage is required

IEEE Insurance


IEEE Tax Compliance & Administration


IEEE Intellectual Property Rights


Send request for proposal (RFP) to exhibitdecorators and develop exhibitor prospectus, ifapplicable

Previous year's conference committee

18-15 months BEFORE

start date

If VAT/GST related, please contact conference-

[email protected]

Develop communications plan, marketing materials

and conference website

24-18 months BEFORE

start date

Review tax information to ensure InternalRevenue Service (IRS) and internationalcompliance-VAT (Value Added Tax) an d GST

(Goods and Services Tax)



WHEN actions/tasks

should be

completed

(Recommended

Deadlines)








Apply for grants for conference support IEEE Development Office

15-12 months BEFORE

start date

Develop process/identify system for paper

managementPrevious year's conference committee

15-12 months BEFORE

start date

Develop technical program by determining topicareas, format and types of technical papers.

Establish abstract submission, a uthor notificationand final paper submission dead lines.



Establish a Call for Papers (CFP) Previous year's conference committee


Update conference website with a page/link aboutCFP information




WHEN actions/tasks

should be

completed

(Recommended

Deadlines)







15-12 months BEFORE

start date

Establish a Visa process for international attendees

and post on the conference website

** Visa processing times vary, encourage attendeesto plan ahead.


15-12 months BEFORE

start date

Earlier submission is

strongly recommended

Submit conference budget with written approvals

from all IEEE financial sponsoring

organizational unit(s) (OUs) for headquarter

review

IEEE Financial Web Form - Budget with written

approvals from a ll IEEE financial sponsoringorganizational unit(s) (OUs)

IEEE Conference Finance


General Chair and Finance Chair/Treasurer

must complete and submit POBC/COI forms

Principles of Business Conduct Compliance

Certificate and Conflict of Interest Disclosure

Statement ((POBC/COI)

▪ General Chair ▪

Finance Chair/Treasurer



Submit updated committee list, if applicable E-mail to [email protected] IEEE Conference Finance



WHEN actions/tasks

should be

completed

(Recommended

Deadlines)








IEEE Concentration Banking

Bank Signature Cards [when local bank is

being used]IEEE Conference Finance

Fiscal Agent (Bank MOU) [for 3rd party

ledger accounts] IEEE Conference Finance

The sole sponsor and co-

sponsoring organizational

units may issue advances

to their conferences

anytime during its life

Request and obtain loan from sponsoringorganizational unit (OU), if needed


15-12 months BEFORE

start date

Establish conference bank account for receipt

and disbursement of conference funds




WHEN actions/tasks

should be

completed

(Recommended

Deadlines)




Related Areas:

Conference FinanceConference Publications

Conference Contracts


Submit Pre- and Post-

Conference forecasts by

November 30th of eachcalendar year for accrual

purposes.

Submit Pre- and Post- Conference forecasts IEEE Conference Finance

Between set up and close

of conference

Secure W-8 and/or W-9 forms for tax comp liance.Individuals receiving payment from IEEE must

complete either a W-8 and/or W-9 form.

W-8 & W-9 Forms IEEE Conference Finance

No later than January

10th of each year for all

payments made in the

previous calendar year

Complete 1099 and 1042 forms for all payments

made in the previous calendar year. If no

payments were made, 1099 and 1042 should

still be submitted indicating "NONE".

1099 & 1042 Schedule of Payments IEEE Conference Finance

No later than January

10th of each year for all

payments made in the

previous calendar year

Submit annual report on foreign bank accounts

to IEEE Tax Dept.IEEE Tax Compliance & Administration

15-12 months BEFORE

start date

Promote Call for Papers (CFP) and exhibitprospectus at current year's conference, if

applicable





completed

(Recommended

Deadlines)








Review and reconfirm hotel, meeting space androom block


15-12 months BEFORE

start date

Meet with previous year's conference committee to

discuss best practicesPrevious year's conference committee


Submit Conference Publication Form to obtain

Letter of Acquisition (LOA) which includes the IEEECatalog Number, Library of Congress Number, theInternational Standard Book Numbers (ISBN) andInternational Standard Serials Number (ISSN), if

applicable

Conference Publication Form IEEE Conference Publications


Register for PDF eXpress which allows conference

organizers and authors to convert applicationformats to IEEE Xplore-compatible PDFs, optional

tool

IEEE PDF eXpress (optional) IEEE Conference Publications

12-9 months BEFOREstart date Register for Electronic IEEE Copyright Form(eCF) if proceedings are acquired by the IEEE Electronic IEEE Copyright Form (eCF) IEEE Intellectual Property Rights


Create website/link for paper submissions for

authors that hosts the pub sche dule, submissioninstructions, copyright agreement, frequently asked

questions (FAQs) and contact info. Work with papermanagement company, if ap plicable.




WHEN actions/tasks

should be

completed

(Recommended

Deadlines)








IEEE Payment Card Industry (PCI) Compliance

IEEE Conference Credit Card Processing


9-6 months BEFORE start

datePlan social activities and tour program, if applicable Previous year's conference committee


date

Send out RFPs for ground transportation and

finalize contract, if applicablePrevious year's conference committee

6-4 months BEFORE startdate

Launch registration site Previous year's conference committee


date

Complete paper review process. Finalize technical

program. Notify speakers.Previous year's conference committee


Create and publish advanced program Previous year's conference committee


date

Solicit bids from printers and/or CD manufacturers

based on accepted papersPrevious year's conference committee


Organize and prepare for production of conferencepublications per Letter of Acquisition (LOA)

IEEE Conference Publications

Create registration form and establish a method for

registration collection that is Payment Card

Industry (PCI) compliant. Request IEEE

membership verification CD to confirm valid IEEE

Members.




WHEN actions/tasks

should be

completed

(Recommended

Deadlines)








Order attendee giveaways, speaker gifts, and/orconference shirts.



date

Determine preliminary exhibitor space assignments,

if applicablePrevious year's conference committee


date

Request weekly reports from hotel(s) regarding

roomsYour Hotel(s)


date

Review room block with hotel(s) against attendance

and contract(s)Your Hotel(s)

2 months BEFORE startdate

Complete & print final program, advertising/publicityand registration reminders.



date

Develop & finalize volunteer job functions/onsite

needs.


6-4 weeks BEFORE startdate

Deadline for early registration (predetermined date) Previous year's conference committee

6-4 weeks BEFORE start

date

Send prelim specifications [set up, catering, audiovisual (AV) ] to conference site. Order signage and

recognition products (plaques, certificates andawards).






completed

(Recommended

Deadlines)








dateSubmit Pre-Conference forecast IEEE Conference Finance

2 days BEFORE start dateConfirm onsite logistics with venue (registration,exhibits, meeting rooms, food & beverage)


2 days BEFORE start dateSet-up registration area, exhibit space, informationbooth, office area.


Onsite registration

Monitor budget

Monitor daily activities and adjust onsite

logistics as needed

Hold Post-Conference Wrap Up Meeting

1 week but no later than

30 days AFTER end date

Submit Conference Proceedings/Content

(Xplore CD and other media types) per Letter of

Acquisition (LOA)


1 week AFTER end dateCommittee members submit final statistics and

lessons learned to sponsoring IEEE OU

IEEE organizational unit (OU) you obtained sponsorship

from

20 days AFTER end dateRegistration clean up (process refunds, receipts

HOLD CONFERENCE

Conference Start & End

Dates



WHEN actions/tasks

should becompleted

(Recommended

Deadlines)

WHAT actions/tasks need to be done HOW to complete (RequiredDocs/Templates)

WHO can I contact if I have questions?


Related Areas:

Conference FinanceConference Publications

Conference ContractsConference Business Services

1 month AFTER end date Repay all loans IEEE Conference Finance

1 month AFTER end date Submit Post-Conference forecast IEEE Conference Finance

3 months AFTER enddate

Distribute surplus IEEE Conference Finance

3 months AFTER enddate

Close conference bank account & submit proof

of account closure

Closing of Bank Accounts/Destroy Unused Checks

Form for Concentration Banking AccountsIEEE Conference Finance


IEEE Operations (Internal) Audit

4-5 months AFTER enddate

Audit Report, if applicable

Prepare and submit all audit material toindependent auditor

Co-sponsored conferences, where IEEE has a

50% or less financial responsibility shall be

encouraged to participate in the audit process.

Conferences where IEEE has greater than a

50% financial responsibility, including

conferences that are solely IEEE sponsored,

and where the actual or budgeted income or

expense is $100,000 or more must be audited

by a professional independent source, outside

the sponsoring organizational unit.



WHEN actions/tasks

should be

completed

(Recommended

Deadlines)




Related Areas:

Conference FinanceConference PublicationsConference Contracts


Phone E-mail+1 732 562 3878 [email protected]

+1 732 562 6826 [email protected]

+1 732 562 3878 [email protected]+1 732 562 5363 [email protected]


+1 732 562 6371 or 6533 [email protected]+1 732 562 5334 [email protected]

+1 732 562 5322 [email protected]+1 732 562 3981 [email protected]

+1 732 562 3872 or 3875 or 6386 [email protected] PDF eXpress +1 732 465 5888 [email protected]



Department


Contact IEEE Staff:


IEEE Intellectual Property Rights

IEEE Development Office

IEEE Payment Card Industry (PCI) ComplianceIEEE Conference Credit Card Processing


IEEE Insurance

IEEE Operations (Internal) AuditIEEE Tax Compliance & Administration

IEEE Conference Contracts


C O N F E R E N C E T I M E L I N



TIMELINE KEY

Conference

Conference

Conference

Conference

Boldface =

P R E - C O N F E R E N C E P O S T - C O N F E R E N C E

Monitor Daily Activities

HoldPost-Conference

Wrap Up Meeting

OnsiteRegistration

AppointGeneral Chair

and ConferenceCommittee

ObtainSponsorship

START 24MONTHS

24-18MONTHS

18-15MONTHS

15-12MONTHS

12-9MONTHS

9-6MONTHS

6-4MONTHS

4-3MONTHS

2MONTHS

6-4 WEEKS 2 DAYS

P R E - C O N F E R E N C E

C O N F E R E N C E T I M E L I N

1 WEEK 20 DAYS 1 MONTH 3MONTHS

4-5MON

P O S T - C O N F E R EHOLD

CONFERENCE

Submit ConferencePublication Formto obtain Letter of Acquisition (LOA)

Launchregistration site Solicit bids from

printers and/orCD manufacturers

based onaccepted papers

Review roomblock with hotel

against attendanceand contracts

Deadline forearly registration

Complete andprint final program,advertising/publicity

and registration

reminders

Order attendeegiveaways,

speaker gifts,and/or

conference shirts

Determinepreliminary exhibitorspace assignments,

if applicable

Request weekly reports from

hotels onroom block.

Create registrationform and ensure

registration serviceis Payment

Card Industry (PCI) compliant

Plan social activitiesand tour program,

if applicable

Register forPDF eXpress(optional)

Register forElectronic IEEECopyright Form

(eCF) if proceedingsare acquired

by IEEE

Create websitefor paper

submissions.Work with paper

managementcompany,

if applicable

Determine andapply for

sponsorship fromall applicableIEEE and/or

non-IEEEorganizational

units (OU)

Register yourconference,submit Conference

InformationSchedule

& Committee List

Contact thelocal IEEE Section

SubmitMemorandum of Understanding

(MOU),if applicable

Contractconference

managementcompany,

if applicable

Site selectionand contract

review, if applicable

Review IEEE

Insurance coverageand determine

if additionalcoverage isrequired

Review taxinformation toensure IRS andinternationalcomplianceVAT and GST

Developcommunicationsplan, marketingmaterials and

conference website

Develop process/ identity system forpaper management

Develop technicalprogram, establishpaper submission

process anddeadlines

Establish a

Call For Papers(CFP)

Update conference website with

page/link aboutCFP information

Establish a Visaprocess for

internationalattendees and

post on theconference website

Submit conferencebudget with writtenIEEE OU approval(s)

for headquarterreview

Establish conferencebank account(s)

Submit updatedcommittee list

Submit Principles of

Business ConductComplianceCertificate and

Conflict of InterestDisclosure Statement

(POBC/COI)forms

Promote CFP andexhibit prospectusat current year's

conference,if applicable

Review andreconfirm hotel,meeting spaceand room block

Meet with previous year's committee todiscuss best practices

Request and obtain loan from OU, if needed

Secure W-8 and/or W-9 forms for tax compliance

1099 & 1042 Schedule of Payments [No later than January 10th of each year for all payments made in the previous calendar year.]

Submit annual report on foreign bank accounts to IEEE Tax Dept. [No later than January 10th of each year for all payments made in the previous calendar year.]

Pre-and Post Conference forecasts [Submit Pre- and Post- Conference forecasts by November 30th of each calendar year for accrual purposes.]

Send request forproposal (RFP) toexhibit decorators

and developexhibitor prospectus,

if applicable

Begin outreachto educational

institutions,corporations,

government andindustry for support

and patronage

Apply for grantsfor conference

support

Send out RFPsfor ground

transportationand finalize

contract,if applicable

Secure permissionfrom relatedIEEE OUs to

market to theirmembers using

e-Notice

Complete paperreview process.

Finalize technicalprogram.

Notify speakers.

Create and publishadvanced program

Organize andprepare for

production of conference

publications per

Letter of Acquisition(LOA)

Develop andfinalize volunteer

job functions/onsiteneeds.

Send prelim.specifications toconference site.Order signage

and recognitionproducts.

Ship final

program toconference site

SubmitPre-Conference

forecast

Confirmonsite logistics with venue

Set-up registrationarea, exhibit space,information booth,

office area

Submit Conference Proceedings/Content(Xplore CD and other media types) per LOA

Registrationclean up

(process refunds,receipts and

balances due)

Processoutstanding bills

Distribute surplus

Repay all Loans

SubmitPost-Conference

forecast

Committeemembers submit

final statisticsand lessons

learned to OU

Close conferencebank account &submit proof of account closure

Submit final financial report w

Preparsubmit a

materindepe

audi

Audit Rfor >$100

IEEE OU 51%+ co-

MonitorBudget

*Disclaimer: This timeline is for planning purposes only. ©IEEE Conference Business Services 2008

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