IEEE ICC 2008 Wrap-Up Report

May 22, 2008Beijing, China

• Conference Committee• Conference Venue• Local Arrangement• Conference Marketing• Patronage & Exhibit• Finance

Contents

ICC 2008 Organizational Structure

General ChairJichuan Wu

Finance Co-Chairs Bruce Worthman

Jennifer Zhou

Website Chair Lin Zhang

Project ManagerJune Leach-Barnaby

Exhibits/Patrons/Publicity Chair Wenhai Chen

GIMS AdvisorMichael Kincard

TPC ChairKe Gong

Technical Program Committee Co-ChairsKhaled B. Letaief Zhisheng Niu

Publication ChairLin Zhang

Workshops Co-ChairsAbbas Jamalipour Jian Ma

Tutorials Co-ChairsXuemin S. Shen Junshan Zhang

Panel Co-ChairsVictor O.K. Li Byeong Gi Lee

Conference Organizing Committee Co-ChairsRulin Liu Mengqi Zhou

Registration ChairJian Song

Local Arrangements ChairKunlun Wang

Technical Symposia Co-Chairs

Advances in Networks and Internet

Communications QoS, Reliability and Performance Modeling

Communication Theory

Communication Software and Services

Information and Network Security

Optical Networks and Systems

Signal Processing for Communications

Wireless Communications

Wireless Networking

General Symposium

General Co-ChairsQinjian Lou Anmin Sun Deqiang Zhou Jintong Lin Xiaochu Wang Jianzhou Wang Chunjiang ZhangXiaobing Chang

Conference Organizing Committee ChairQianjian Lou

GITC AdvisorAbbs Jamalipour

• Beijing International Convention Center (BICC) – 24 meeting rooms

• Crowne Plaza – 9 meeting rooms, 661 room nights

• Beijing Continental Grand Hotel – 2187 room nights

Sleeping Room Block•  

BEIJING CONTINENTAL GRAND HOTEL

5/15 0 265/16 28 365/17 188 805/18 163 2425/19 200 3335/20 200 3485/21 200 3485/22 90 3175/23 35 1885/24 0 795/25 0 465/26 0 305/27 0 255/28 0 235/29 0 225/30 0 225/31 0 22

1,104 2,187

Room Rate: CNY 880 = US $125

Sleeping Room Block

 CROWNE PLAZA HOTEL

Original Block Pick Up as of 5/195/16 27 145/17 112 175/18 187 825/19 200 1215/20/ 200 1305/21 150 1305/22 75 1045/23 15 535/24 0 15/25 0 15/26 0 45/27 0 15/28 0 1

966 661

Room Rate: CNY 1,500.00 = US $215.00

Sleeping Room Block• Utilized opportunity to reduce room block by 5% at each of

the two cut off dates.

• No attrition penalty involved even though we did not reach our room block because of the following:

• ComSoc returned concessions• LOC was able to give the hotel two additional events

(Awards Luncheon and Conference Banquet)

Local Arrangement

• On-site management & On-site Staffing

– An excellent local organizing team

– Strong support from volunteer students

BICC Lobby

Registration Area

Poster Area

Internet Café

Welcome Board

Local ArrangementSocial Events

Date Social Events Food & Beverage

Monday Welcome Reception 1100

Tuesday Award LuncheonExhibition Reception Organizer’s Dinner

600700185

Wednesday Conference Banquet 680

Thursday Student Night 200

Opening Ceremony

Conference Banquet

Tours

OT-01 Tian'anmen Square & Lao She teahouse 15

OT-02 The Respectful King Mansion 2 　

OT-03 Forbidden Citv. Temple of Heaven & Summer Palace 24　

OT-04 Beijing Badaling Great Wall & Ming Tombs 51　

OT-05 The Old Beijing Alleyway Tour 7 　

OT-06 Peking Univ Tsinghua Univ. & Zhonqquancun Science Park 5 　

OT-07 Tian'anmen Square, Forbidden City & The Capital Museum 5 　

OT-08 The Lama Temple of Peace & Harmony N. Sea Jing Shan 5 　

OT-09 Forbidden City &Temple of Heaven 16　

Lessons Learned

• Pre-posting tour information early on the website

• Remind attendees to apply for VISA at least two month before the event

• Schedule conference call with ComSoc more frequently

• Backup plans for social events

Conference Marketing• Placed advertisements in IEEE communications magazine • Sent emails to ComSoc mailing lists• Excellent conference Brochures and gifts distributed at ICC 07 and

GC 07• Saved money by not sending out advance programs via postal

service• Developed a local promotion plan• Developed a special promotion program for Six Primary Patrons.• Arranged press conferences to increase our efforts in publicizing the

event.

Patrons

• Six Primary patrons

• Other Patrons

Patrons

• Made patron prospectus two years ago

• Six local companies were purposely selected as primary patrons

• Exceeded the revenue forecast for sponsors ($470K vs 404K)

Exhibit

• 23 Exhibitors:– 14 companies– 4 publishers– 1 ComSoc – 4 future conferences

Exhibition Hours

Tuesday 20 May 8:30am-6:00pmWednesday 21 May 8:30am-5:00pmThursday 22 May 8:30am-4:00pm

Tuesday Exhibition Reception 6:00pm-8:30pm

Coffee Break HoursTuesday 20 May 3:45pm-4:15pm Wednesday 21 May 10:15am-10:45am 3:45pm-4:15pm Thursday 22 May 10:15am-10:45am 3:45pm-4:15pm

Exhibitors• Cambridge University Press

• Elsevier B.V.

• John Wiley

• Seninode

• Springer• IEEE ComSoc• IEEE GC 2008• IEEE GC 2009• IEEE ICC 2009• IEEE ICC 2010

• China Telecom• China Mobile• China Netcom• China Unicom• Huawei • ZTE• Datang• Nokia• Orange• Sang Fei• Anyka• TRguard• Netqin

Lessons Learned

• Hard to attract more exhibitors: ICC is recognized as an academic conference, it is not a well known event in the industry in China

• Lower the booth price • Recruit more patrons, offer complimentary exhibition

space.

FINANCE Revenue• US $ vs. RMB• Registration

– Total paid attendance revenue was 1% higher than budget

– Tutorial/workshop revenue was 15% lower than budget

• Patrons/Exhibitors– Patrons exceeded budget by 18%– Exhibits exceeded budget by 100%

FINANCE Expenses• Categories above the budget

– Travel, Committee Expenses, Promotion, Exhibition, tutorial, Finance & Admin

FINANCE (US$)

Revenue Final Budget Variance

Registration $872K $850K $22K

Tutorial/Workshops $71K $84K ($13K)

Publication Sales $25K $20K $5K Exhibition/Patron Sales $493K $404K $89K

Other Revenue $59K $33K $26K

Total $1,520K $1,391K $129K

FINANCE (US$)

Expenses Final Budget Variance

Travel & Sustenance $80K $66K $14K

Other Committee Expenses $29K $21K $8K

Support Services $98K $114K ($16K)

Promotion $67K $55K $12K

Production $4K $10K ($6K)

On-Site Publications $23K $54K ($31K)

Exhibitor/Patron $61K $3K $58K

Audio Visual $45K $56K ($11K)

Venue $687K $688K ($1K)

Tutorials $23K $7K $16K

Finance & Administration $39K $8K 31K

Total $1,156K $1,082K $74K

FINANCE (US$)

Financial Summary

Final BudgetVariance

Revenue $1,520K $1,391K $129K

Expenses $1,156K $1,082K 74K

Contingency $35K $32K 3K

Surplus $329K $277K 52K

Surplus Percentage

28% 25%

Thanks to all for a successful IEEE ICC 2008!