[Required Documentation for IEEE Conferences] ================================================================================================== How to Organize an IEEE Conference: Checklist and Timeline Consult How to Organize an IEEE Conference: Checklist and Timeline (PDF, 419 KB) for a step by step guide to IEEE Conference planning, including compliance, proceedings, financial closing and more. Submit the IEEE Conference Information Schedule to register your conference with IEEE, obtain a conference number and be listed on the IEEE Conference Search and IEEE's Call for Papers. The Principles of Business Conduct and Conflict of Interest (POBC/COI) form is to be completed by the General Chair and Finance Chair/Treasurer. A Memorandum of Understanding is required when two or more organizational units (OU) agree to provide technical or financial co-sponsorship to a conference. These OUs may be IEEE organizational units or IEEE and non-IEEE organizations. Information and sample templates are available. Templates of Contracts and Legal Documents provides information on hotel and other contracts, including standard hotel contracts with select North American chains. The Request for Insurance Form is no longer required. Insurance Information provides further details. Event Cancellation Insurance for IEEE Sponsored Conferences will help determine if you should purchase additional insurance. If a third party requests proof of IEEE insurance, please submit Request for Certificate of Insurance (DOC, 35 KB). Submit conference financial information using the IEEE Financial Web Form. You'll need the conference record number assigned when you completed the Information Schedule. IEEE Concentration Banking offers IEEE Geographic Units, Conferences and Standards Developing Committees a bank account with unlimited check writing privileges, which pays a higher rate of interest than traditional business checking accounts. It is optional, but highly recommended. - Concentration Banking Destroy Check form (PDF, 36 KB) - Wire Transfer Request Form and Instructions for Concentration Banking (PDF, 157KB) - Other Wire Transfer Request Form and Instructions (PDF, 162KB) - A Certification of Accuracy (XLS, 31KB) must be submitted with your financial closing information and is to be signed by both the Conference Treasurer and Conference Chair (or alternate). - The 1099 & 1042 Schedule of Payments (XLS, 62 KB) is required by 10 January of each year for payments made the previous year. - The Financial Reporting Workbook, including Budgeting, Summary, Revenue and Expense Detail Forms (XLS, 1.59 MB) is an optional tool to help organize your conference financial information. - Completing the Conference Audit Material Checklist (DOC, 32 KB) will be useful if you are using IEEE Internal Audit. The IEEE Conference Publication Form is required for post-conference distribution (including IEEE XPLORE). Also available in PDF format (26 KB). The Publications Chair should also ensure an IEEE Copyright Form is submitted with each paper. Additional Resources Need more help? See Additional Resources for tips, guidelines and non-required forms and document Resources for Conference Organizers - How to Plan an IEEE Conference: Checklist & Timeline - Required Documentation for IEEE Conferences - IEEE Conferences Organization Manual - IEEE Conference Organizers' Newsletter - IEEE Policy for Conferences - Additional Resources [IEEE Conferences Organization Manual] The IEEE Conference Committee recognizes the value of conferences as a mechanism for a unique form of personal interchange not clearly available elsewhere in IEEE. The integrity of this important and unique ability to present work in a forum where it can be immediately defended and discussed must be preserved. The IEEE Conference Organization Manual has been prepared in order to facilitate the organization of IEEE Conferences. Please use this manual along with How to Plan an IEEE Conference: Checklist and Timeline. References are made to the IEEE Bylaws and the IEEE Policies and Procedures Manual, which are subject to revision. The Conferences Organization Manual attempts to reflect the most recent information. Please contact IEEE Conference Services for further information, interpretation of IEEE policy, updated Bylaws and/or Policy and Procedures Manuals. Required Documentation for planning an IEEE Conference Additional Resources -------------------------------------------------------------------------------------------------- Table of Contents 1.0 Introduction 2.0 Types of Conference Involvement 3.0 Definitions of Meetings & Their Publications 4.0 Organizing, Planning & Scheduling the Conference 5.0 Site Selection 6.0 The Program Committee 7.0 The Publications Committee 8.0 Publicity & Public Relations Committee 9.0 The Finance Committee 10.0 The Audit Committee 11.0 The Exhibits Committee 12.0 The Local Arrangements Committee 13.0 The Registration Committee 14.0 Transnational Participation 15.0 Post Conference Responsibilities 16.0 Forms & Sample Documents Entire Manual - single page [IEEE Policies] Section 10 - Meetings, Conferences, Symposia and Expositions 10.0 Types of Meetings IEEE conducts three basic types of meetings: The first type includes Conferences, Symposia, Workshops, Tutorials, Short Courses, Expositions, Conventions. Throughout Policy Section 10 the term "conferences" is defined (for the purposes of this document only, and with the exception of Standards meetings defined in Part B of 10.0), as technical or professional meetings that have a budgeted income or expense of greater than USD $25,000. Conferences can be Symposia, Workshops, Short Courses, Expositions, Conventions, and/or Tutorials. Appropriate guidelines for naming conventions for conferences can be found in the IEEE Conference Organization Manual, Section 3. Conferences are generally attended by both members and non-members of the IEEE. Attendees generally pay to attend. Conferences are typically self-supporting and frequently generate a surplus. Conferences are sponsored by one or more IEEE organizational units and/or other not-for-profit organizations (Policy Section 10.1 for details). The second type includes Standards Meetings. Standards meetings are run under the auspices of the IEEE Standards Association. These meetings are dedicated to the development of IEEE draft standards, which are collaborative documents subject to rigorous consensus balloting prior to approval. More details on Standards Meetings are found in the IEEE Standards Association Operations Manual and the Standards Board Operations Manual. The term "standards" encompasses recommended practices and guides as well as standards documents that establish requirements and technical specifications. The third type includes Other Meetings. There are various other types of meetings held by IEEE organizational units. They include organizational unit administrative meetings and small technical, professional, educational and social meetings. These meetings may have a mix of administrative and non-administrative content. Most of these meetings are free (or minimal fee) to members and sponsored by an IEEE organizational unit. Policies governing such meetings can be found in the related organizational unit's operation manual. Administrative Meetings: The main purpose of administrative meetings is to conduct normal IEEE business. Administrative meetings include governance, committee and editorial meetings. These meetings are sponsored by one or more IEEE organizational units. The costs of such meetings are generally supported by the operating budgets of involved organizational units. Organizational units are required to post administrative meetings in IEEE Administrative Calendars. Posting requires the date, time and place of each meeting as well as any attendance restrictions. Section/Chapter Meetings: Section and Chapters frequently hold small technical, professional, educational and social meetings throughout the year. Many of these meetings involve guest speakers and other events designed to meet member needs. These meetings are sponsored by the related organizational unit and are open to all members and often non-members. The costs of these meetings are generally supported by the budgets of the involved IEEE organizational units. Occasionally members may be asked to pay for meals and entertainment. Donations or grants may also help support these meetings. Student Activities: Student Branches, Sections and Regions frequently hold student conferences, Congresses, Competitions, Student Professional Awareness Conferences, Leadership Training meetings and other diverse activities throughout the year. These activities are frequently supported by significantly large budgets generated by a combination of fund-raisers, industry contributions and Region and Section grants. Industry funding, in many instances, come with the stipulation that advertisement and career fairs be included in the events. [Organizing an IEEE Conference] ================================================================================================== -------------------------------- Financial Management & Reporting -------------------------------- Please visit IEEE Conferences Organization Manual - Section 9 for a more detailed explanation of all the below bullets. == Bank Accounts == Establish a Conference Bank Account for receipt and disbursement of conference funds (IEEE Concentration Banking program is strongly recommended) IRS regulations require that all conference bank accounts in Regions 1-6 be opened as "The Institute of Electrical & Electronics Engineers, Inc., d/b/a Year IEEE Conference Title. Accounts must never be in an individual's name IEEE conferences sponsored by entities, other than Sections or Regions, holding funds outside the IEEE treasury is 13-1656633 Section or Region-sponsored conferences have been assigned a uniform identification number of 13-6117748 Require that all conference bank accounts have alternate signature designated. The minimum signatures for an account are: - One volunteer from the Conference Committee, usually the Finance Chair (or Treasurer). - One volunteer alternate from the Conference Committee, usually the Conference Chair. The IEEE Staff Director Financial Services or designee. Alternate signatory arrangements may be necessary for non-U.S. conferences. IEEE Requirements - It is the responsibility of the Conference Treasurer to report to IEEE at the end of each calendar year, indicating: - Principal Amount - Annual Accrued Interest - Account Number, Name and Address of any financial institution at which any open conference account exists. The Institute requires this information for its IRS Information Return. 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. If an IEEE Region is acting as a single sponsoring entity, all conference surplus funds must first be deposited in the established Region account before withdrawal for further use, i.e., distribution to Sections. It is the responsibility of the Conference Finance Chair to ensure that this procedure is strictly followed in order to protect IEEE's not-for-profit tax status. Conference loans may be requested from the sponsoring IEEE OU anytime during the planning cycle. The sponsoring IEEE OU will approve the loan and contact IEEE Conference Services to process the request. Conference loans are required to be repaid within one (1) month after the conference. Conference Budget -------------------------------------------------------------------------------- IEEE Conference Budget Requirements - Prepare a budget indicating estimated income and expenses for the conference - Submit at least 12 months in advance of the conference - Accompanied by written sponsor approval and forwarded to IEEE Conference Services for approval - Sponsoring Entities Approval of Budgets - Conference budgets must first be approved by the sponsoring entity prior to submission to IEEE IEEE cannot accept a conference budget unless it is accompanied by written approval of the sponsors Project Budget Surplus or Deficit IEEE Policy stipulates that all conference budgets that are submitted for IEEE approval must be based on non-deficit expectations. Conference budgets should be set to generate a minimum surplus of 20% over projected expenses. The initial conference budget should be prepared on the form "Summary, Revenue & Expense Detail Form" If necessary, the Finance Committee may submit a revised budget to IEEE for approval. If significant changes are made to the budget, e.g., decision to cancel an exhibition or conference proceeding publication, it is incumbent upon the Finance Committee to resubmit a conference budget to the sponsoring entity and to IEEE accompanied by written approval from the sponsoring Organizational Unit for IEEE approval. The same forms as used for the initial budget are used in preparing the revised budget. It is the general policy of the IEEE that no member of a Conference Board or Committee or his/her immediate family shall receive monetary payment for services. This does not include awards or other honoraria that may be granted under IEEE Awards provisions as defined in IEEE Policies, Section 4.0. Immediate family is defined as spouse, domestic partner, brother, sister, children, mother, father, and in-laws. Tools and Resources: IEEE Financial Web Form to submit financial data related to your conference. Be sure to have the conference record number assigned when you completed the Information Schedule. Financial Reporting Workbook incl. Budgeting, Summary, Revenue and Expense detail forms Conflict of Interest Disclosure Statement Conference Registration Fee The Finance Committee, with the concurrence of the Conference Committee and each sponsoring entity, establishes the conference registration fee. Conference budgets should be set to generate a minimum surplus of 20% over projected expenses. Other anticipated sources of revenue, such as exhibition sales and income from the sale of conference Proceedings/Digests, should also be taken into consideration when setting registration fees for the conference. IEEE Member/Non-Member IEEE Policy requires that registration fees for non-members at IEEE sponsored conferences be at least 20% above the IEEE member fee, the exact amount being set by each Conference Committee. Conferences may establish a registration fee lower than the IEEE member fee for sponsoring organizational units members. At the discretion of the Conference Committee, the IEEE member registration rates may apply to members of non-IEEE co-sponsoring, cooperating organizations, or sister societies. Members of the Founding Societies - have a reciprocal agreement entitling their members to the member registration fee at IEEE conferences. They consist of: - American Society of Civil Engineers - American Institute of Mining - Metallurgical and Petroleum Engineers - American Society of Mechanical Engineers - American Institute of Chemical Engineers IEEE members are entitled to member fees at Founding Society conferences. Non-Member Fee Differential Towards IEEE Membership The Finance Committee, with the approval of the Conference Committee and the sponsoring entity, may allow application of the fee differential paid by non-members at the conference to be applied toward IEEE membership enrollment. If it is decided to allow the fee differential to be applied toward IEEE membership, the IEEE Membership Services Department should be consulted in advance to arrange for smooth processing and to avoid misunderstandings between the new member and IEEE. If this activity is to be done at a meeting, then adequate conference publicity must be done to make it successful. Students, Retired, Life Members IEEE Policy permits reduced conference registration fees for students, unemployed IEEE members, retired and Life members and special VIP guests, at the discretion of the Conference Committee and sponsoring entity. Unless otherwise stipulated, the registration fee for retired and Life members should be no more than the registration fee for students. These reduced registration fees may exclude meal functions, Conference Proceedings and other side activities. Advanced Registration The advance registration fee is generally set lower than the on-site registration fee in order to stimulate advance registration. Refunds The Finance Committee, with the concurrence of the Conference Committee establishes a specific policy with regard to refunds. Notice regarding the conditions for refunds with specific cut-off dates for the acceptance of refund requests should be included in the Advance Program and other related promotional material. Insurance and Bonding -------------------------------------------------------------------------------- Conference insurance and bonding will vary from country to country, according to laws and practice. One insurance form is needed for each budget submitted. It is recommended that cancellation insurance also be purchased for all meeting over 1,000 attendees and /or having over 100 exhibits booths. This is necessary to minimize financial exposure to sponsor, if the meeting must be canceled at the last minute. Tools and Resources: Insurance Information Event Cancellation Insurance for IEEE Sponsored Conferences -------------------------------------------------------------------------------- Miscellaneous Financial Activities Petty Cash Cashier General Duties Security Cash Boxes Travel Expenses for Participants Explicit policies must be established in advance regarding the payment of travel expenses for participants. These travel expense payments should be incorporated in the conference budget. IEEE Policy prohibits payments of honoraria for the presentation of a paper at a conference, except for a lecture or other educational activity for which a tuition fee is charged. Exhibits Treasurer is responsible for the receipt and deposit of all funds from exhibitors. Credit Cards Very helpful for registration, especially for registrants from outside the U.S. Credit card procedures and machines may be obtained by contacting IEEE Conference Services. All transactions should be verified in a timely fashion, and the credit card slips should be sent to IEEE without delay. -------------------------------------------------------------------------------- Government Grants U.S. Government Grants All grant proposals must be approved by: IEEE Development Office Signed by a conference representative serving as the Principal Investigator Authorized IEEE staff person. Mail the original grant proposal with the conference representatives signature to: IEEE Development Office, 445 Hoes Lane, P.O. Box 1331, Piscataway, NJ 08855-1331, Attn: Development Operations Manager, retaining a copy for the conference records. The Development Operations Manager will review the grant proposal for compliance to the government agency's requirements, obtain the necessary IEEE authorizing signature, and submit the appropriate number of copies of the grant proposal with a cover letter to the government agency. Travel Grants Grant Expenses Salaries Tools and Resources: How to Obtain Government Grants -------------------------------------------------------------------------------- Conference Final Financial Reporting General Prepare a final report by completing the Summary Financial Report form Report should be filed no later than six months after conference date Repay all Loans Distribute Conference surplus (according to prearranged policies) Confirm that all physical assets have been distributed (i.e., conference proceedings or digest) Close the conference bank account Audit of Financial Records Requirements for auditing of conferences as approved by the IEEE Board of Directors ( Section 9.5.3) Determination of Surplus, Disposal of Physical Assets and Loan Repayment Sale of conference Proceedings to the TAB Products Conference Proceedings Final Financial Report Copies of the completed report to each sponsor and to the IEEE within six months of the end of the conference Conference Bank Account Should be closed at the time the Final Financial Reports are prepared If unpaid obligations are outstanding, for which a final bill has not been received *No funds will be applied as partial surplus until all obligations (loans) have been met Before issuing the Final Report, Conference Treasurer should Perform a final bank statement reconciliation Ask the bank to issue a cashier's check payable to IEEE in the amount of the reconciled bank balance Final bank balance should agree with the amount shown as surplus on the Final Financial Reports (minus any amounts that have been prepaid to the Society accounts as partial surplus) The following notation should appear on the payment advice portion of the check "To close the checking account of the 20XX IEEEXXXXXX Conference." This will provide documentation that there is no balance left in account Conference Financial Record Retention Supporting documentation associated with all conference financial transactions should be retained by the appropriate sponsoring society for a period of seven years following the conference. e.g., paid invoices, expense vouchers, hotel agreements, printing and A/V contracts, registration summary reports, exhibitor summary reports, bank statements and canceled checks, etc.) Tools and Resources: IEEE Financial Web Form to submit financial data related to your conference. Be sure to have the conference record number assigned when you completed the Information Schedule. Financial Reporting Workbook incl. Budgeting, Summary, Revenue and Expense detail forms Conflict of Interest Disclosure Statement Conference accrual information -------------------------------------------------------------------------------- World-Wide Tax Compliance Alert All Conferences must contact the IEEE Tax Compliance Department regarding tax and business registration requirements. The laws for doing business in each state, province and country vary therefore specific tax and business registrations may be required. A conference should never make contact with any Tax Authorities without first contacting the IEEE Tax Compliance Department for instructions, +1 732 562 5334 or 5351. Tools and Resources: Tax Information for Conferences Independent Contractor Procedures Independent Contractors vs. Employees & IRS Form 1099-Misc Reporting Requirements Use of the 1099 Request Form (Alternate to W9 Form) Resources for Conference Organizers - How to Plan an IEEE Conference: Checklist & Timeline - Required Documentation for IEEE Conferences - IEEE Conferences Organization Manual - IEEE Conference Organizers' Newsletter - IEEE Policy for Conferences - Additional Resources 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 -------------------------------------------------------------------------------- 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). -------------------------------------------------------------------------------- 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 -------------------------------------------------------------------------------- Executing (Signing) Contracts PLEASE NOTE: Contracts Valued over $25K must be forwarded to IEEE for review & execution. All others will be reviewed upon request. Publicity and Marketing ================================================================================================== The duties of the Publicity and Public Relations Committee is to promote the Conference through out the entire planning process. What's Involved: - Advertising the IEEE Conference - Distribution: Announcements, Advance Programs and Registration Materials -------------------------------------------------------------------------------- Advertising the IEEE Conference Society & Other Professional Magazines Geographic & Technical Newsletters National Press (newspapers, engineering society magazines, technical society publications, etc.) Newspapers Radio TV Promos at related conferences Arrange Mailing of the Call for Papers Publicity Mailing lists Local Publicity of the Advanced Program Filling out an Information Schedule for your IEEE Conference will provide you free advertisement on the Conference Database Search which is updated daily. Organizers use this to schedule & avoid conflicts with similar conferences. Also make sure to include the your conference url for the Conference Database Search. -------------------------------------------------------------------------------- Distribution: Announcements, Advance Programs and Registration Materials Conference Services provides Printing, mailings labels & mailing services such as Call for Papers, Advanced & Final Programs. -------------------------------------------------------------------------------- Things to Consider The IEEE Logo/Master Brand should be used in promoting all IEEE Sponsored Conference and used in all visual media: Print, CD-ROM, Web, Video. Technical Program, Publishing (IP) and Tutorials (CEUs) ================================================================================================== Program Definitions Program Committee ensures that a high quality program is organized including duties, paper selection, confidentiality, quality of visuals, paper review, etc. Program Committee involvement with other Committees on: Local Arrangements - details of local conference considerations such as meeting rooms, requirements, equipment, evaluation forms, etc. Publicity - distribution of the Call for Papers, develop summary information about topics for advertisements, etc. Publications - to prepare printed materials (Call for Papers, Advanced & Final Programs, Conference Proceedings, etc.) Exhibits - periodically provides a list of authors' company affiliations Finance - budget items assigned to the Program Chair (printing Call for Papers, Speakers' Breakfast, mailings, etc.) Registration - should ensure that all Chairs and Speakers are aware of the need to register for the Conference. -------------------------------------------------------------------------------- Paper/Tutorial Management The Publications Committee (IEEE Conferences Organization Manual - Section 7.0) is responsible for the production of all materials that is published in relation to the conference. Some Paper Management services include: Author Instructions Advanced Program Final Program Prep for Papers Letterhead -------------------------------------------------------------------------------- Proceedings Production Process and Guideline s (IEEE Conferences Organization Manual - Sections 7.2 - 7.4) The production process of the conference proceedings involves steps in addition to the actual printing of the proceedings. Some of these steps include: Preparation of papers Production costs IEEE required number assignments IEEE catalog number Library of congress number ISBN ISSN Copyright requirements Clearance of papers Publication requests (outside organizations) Book proposals from outside organizations -------------------------------------------------------------------------------- IEEE Letter of Acquisition Upon the receipt of your IEEE Conference Publication Form, IEEE Conference Publications Product Management will issue you a IEEE Letter of Acquisition with information regarding: Material required (electronic files, print copies, etc.) Estimate of the amount to be paid for acquisition of this material Catalog numbers that must appear in your publication Copyright information Description of other documents. -------------------------------------------------------------------------------- Conference Publications There are many resources available to you to assist with your Conference Publication development, preparation and production. Online Resource Center for Conference Publication Organizers Instructions for Preparing of Compatible Conference Publication PDF Submissions Conference Proceedings Production IEEE Conference & Custom Publishing IEEE Computer Society Press IEEE Conference Publications Product Management -------------------------------------------------------------------------------- U.S. Export Compliance Regulations Conference organizers should also familiarize themselves with two key U.S. Export Compliance Regulations U.S. International Traffic in Arms Regulation (ITAR) -------------------------------------------------------------------------------- Abstracting and Indexing Abstracting and Indexing, or secondary publishers, are independent third parties who are generally focused on a specific discipline and have independent editorial and business terms. Currently, we are working to establish formal relationships, allowing us to provide direction for deeper coverage of IEEE content, particularly for conference proceedings. Each A&I partner makes its own editorial decision on what content it will index. IEEE cannot guarantee that an abstract or index entry will be included in any database. The IEEE Conference Acquisition Program makes every reasonable attempt to ensure abstracts and index entries of content accepted into the program are included in databases provided by independent abstracting and indexing services, such as Elsevier's Ei Compendex, IET's Inspec and Thomson Reuters' Web of Science. For Elseview's EI Compendex, abstracts and index entries for article submission are only considered for inclusion if (1) your submission is available as a full-text article in PDF format (submissions converted from multimedia formats such as Microsoft PowerPoint do not constitute full-text article); and (2) your submission includes an author-submitted abstract. So that your authors may be made aware of this process and comply with the agreed-upon format, please make this information available to your authors via your website and Call for Papers. Exhibits Management ================================================================================================== Initiate plans for a conference exhibition two to three years before the date of the conference in order to allow adequate time to obtain suitable hotel and exhibition space. What's Involved: Duties Advance Approval and Planning for Exhibits Exhibit Manager Selection and Contract Exhibition Prospectus Exhibitor Registration -------------------------------------------------------------------------------- Duties The Exhibits Committee is responsible, partially or entirely, for the following: Guidelines for Exhibits Exhibits Prospectus Preparation Exhibitor Contact Exhibit Prospectus Mailing and Follow-up Exhibit Technical Programs Promotion at Society and Other Conferences Exhibit Space Layout and Usage Drayage Firm Selection Exhibitor Registration Security At Conference Responsibilities Exhibit Guide Call for Exhibitors When a meeting includes an exhibit, an invitation to exhibit is usually sent to prospective exhibitors. The Committee needs to prepare the Exhibits Prospectus at least a year prior to the conference, so that it is ready for dissemination at the previous conference. Sales For most conferences, the Exhibits Committee will handle the sale of exhibit booth space and patron solicitations. Decorator The Committee may hire a drayage company (also often a decoration company) which is responsible for storing, moving, and shipping exhibit equipment. In such cases, all financial and contractual commitments must first be approved by the sponsoring entity. A conservative and practical budget must also be approved by the sponsoring entity. The conference budget should incorporate detailed information concerning the planned receipts and expenses for the exhibition. The detailed budget for the exhibition is a part of the overall conference budget and should include: (1) The price schedule for booths and an estimate of the anticipated number of booth sales. (2) The projected costs to secure the necessary exhibition area and facilities. (3) Detailed financial arrangements regarding the commission schedule of the Exhibit Manager, if one is utilized. (4) Expenses related to the promotion of the exhibit, including printing and mailing of brochures, exhibitors' catalogs, handling and exhibit guide printing. (5) Anticipated travel expenses for the Exhibit Manager and staff, if utilized. (6) Service costs that are directly related to the exhibition, such as: decoration, storage or warehouse services, drayage, utilities, special guards and insurance fees. -------------------------------------------------------------------------------- Exhibit Manager Selection and Contract PLEASE NOTE: Contracts Valued over $25K must be forwarded to IEEE for review & execution. The contract with the Exhibit Manager should specify that all fees for the sale of exhibit space should be sent directly to the Conference Treasurer and all checks should be made payable to the conference. -------------------------------------------------------------------------------- Exhibition Prospectus The Committee needs to prepare the Exhibits Prospectus at least a year prior to the conference, so that it is ready for dissemination at the previous conference. The Prospectus consists of: General Information on the Conference Letter of Invitation General Instructions and Information Exhibit Contract Exhibit Rules Patron Application Exhibit Hall Floor Plan Registration Form (added only six months before conference) Advance Program (added only three months before conference Contracts & Legal Documents Exhibit Dales Agreement Exhibit Space Contract Hotel Contract Template Additional Clauses/Concession -------------------------------------------------------------------------------- Exhibitor Registration Advance registration packets should be sent to exhibitors approximately five months before the conference. They should include: Exhibitor Advance Registration Form Letter of appreciation for their participation List of Exhibitors to date, by name and address, and by booth number Hotel Layout, and Exhibits Hall Layout List of Exhibitor action items Complimentary passes (if used) Registration ================================================================================================== Purpose Primary Purpose of the registration committee is to insure the registration process runs smoothly. It is the most visible of functions, and the first that the attendee encounters. Therefore, it is imperative that registration be efficient, orderly and friendly, as it tends to set the tone for the conference. A second and very important function of the registration process is to give accurate and up-to-date information on anticipated attendance at all the social functions that will take place at the conference. The Local Arrangements Committee depends heavily on the Registration Committee for its food and beverage guarantees for all the social functions. The Finance Committee also depends on the numbers and projections of the Registration Committee to make forecasts and adjustments to the budget, if necessary. A third purpose of the registration function is to gather data on the attendees for future use. The information is used for member solicitation purposes and future conference mailings. Future conference committees use statistics on registration patterns. -------------------------------------------------------------------------------- How registration will be handled (Pre & On-site) Manually Computer Web etc. Advanced Registrations: On-line creation, configuration, housing and maintenance of Conference's Registration website. -------------------------------------------------------------------------------- Badges The name badge for any conference should be easily readable, with letters large enough to read without squinting. Example: bold and large-lettered name (24 pt. size), under which should be printed the individual's company name (in 12 pt. bold). The large-lettered name is a great help to many attendees who only see colleagues infrequently, and to exhibitors who wish to address an attendee. -------------------------------------------------------------------------------- Financial Management At most conferences cash, checks and credit cards are acceptable. An attendee may fax/e-mail their registration and payment only with a credit card. The IEEE accepts American Express, Visa, MasterCard, Discover and Diner's Club. On-site Conference Management ================================================================================================== The primary objective of the Program Committee is to ensure that a well balanced, high-quality program is organized and presented at the conference. This objective should influence every facet of its activities, ranging from the completeness of the Call for Papers to the selection and review of every paper, and even to assisting in the scheduling Of session rooms and helping with the local arrangements for the program. Logistics Management on-Site Conduct pre-con meeting with hotel/convention center to confirm and review needs of conference Conduct pre-conference meeting with Conference Executive Committee and Conference Volunteers Handle crisis and emergency management Ensure all contract obligations are met by all parties Direct liaison for committee and hotel/convention center staff/vendors Check shipping for all known deliveries Provide Credit Card Machine for Paper Sales Processing and Monitor Process Monitor safety and security throughout conference Monitor food & beverage functions, keep an eye on levels of consumption, order more if necessary Inspect meeting room layouts for setup and audio visual before each session or meeting Ensure correct signage placement Monitor and provide guidance for volunteer run functions Monitor conference social and hospitality functions Monitor transportation requirements Field requests and complaints Review final hotel room pick up report daily Meet with the venue(s) daily to review prior days charges Reconcile and approve all invoices to ensure accuracy prior to submitting for payment Compose summary of meeting with hotel/convention center and vendors Conduct post-con meeting with Conference Executive Committee and Conference Volunteers Closing and Post Conference Activities (IP and Financial) ================================================================================================== 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. -------------------------------------------------------------------------------- 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. -------------------------------------------------------------------------------- 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 -------------------------------------------------------------------------------- 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. -------------------------------------------------------------------------------- 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 -------------------------------------------------------------------------------- Submit a Detailed Final Financial Report This should be filed no later than six months after the conference date. Tools & Resources: IEEE Financial Web Form to submit financial data related to your conference. Be sure to have the conference record number assigned when you completed the Information Schedule. Financial Reporting Workbook incl. Budgeting, Summary, Revenue and Expense detail forms -------------------------------------------------------------------------------- Distribute surplus/loss When repaying loans and distribution of surplus - Please identify checks by indicating: Conference Name Dates of Conference -------------------------------------------------------------------------------- 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: Concentration Banking IEEE Policy - Conferences (10.1.8) IEEE Conferences Organization Manual - Section 9 -------------------------------------------------------------------------------- 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 eagreed 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: Conference Audit Material Checklist (MS, 1KB) Areas to be tested in Conference Financial Audits General Audit Program Steps for Audits of IEEE Conferences Suggested Procedures for the Audit Committee IEEE Conferences Organization Manual - Section 9.5.3 (Audit of Financial Records) IEEE Conferences Organization Manual - Section 10 (The Audit Committee) IEEE Policy - Conferences (10.1.10)