1. IEEE Central Texas Section Section Conferences CTS Fall Planning Meeting San Marcos August 27 th, 2011 Section Conferences CTS Fall Planning Meeting San Marcos August 27 th, 2011 Thuy Dao CTS Conferences Coordinator

2. IEEE Central Texas Section New Conference Guidelines l New MGA Conference Approval Process (begins 1 January 2012) l Developed Guidelines for Conference Co- Sponsorship for all OUs. l MOU Needed for All Co-Sponsored Confs.(even Technically Co-Sponsored) l IEEE Conferences Committee is reviewing conferences for quality

3. IEEE Central Texas Section l Section level approval is required when certain MGA OUs(Subsections, Chapters, Geographic Councils, Affinity Groups, Student Branches) co-sponsor a conference with an outside entity. l Applies to both financial co-sponsorships and technical co- sponsorships. l Sections need to develop an approval process. l TCS conferences are IEEE conferences l We all are responsible for maintaining the quality of IEEE’s brand and reputation l Ensure that all conferences you co-sponsor or approve for co-sponsorship use quality practices l Technical co-sponsorship means active engagement in the technical program and conference quality

4. IEEE Central Texas Section CTS CONFERENCE ACTIVITES l Consultants Workshop – a success! l SSC Workshop – Fabless IC8/13/2011 l Solar Technology Workshop 9/16/2011 l PES chapter class10/14/2011 l Metro Area Workshop 10/21-22/2011 Please contact Thuy Dao before you plan your event!

5. IEEE Central Texas Section Start DateConf #Conference NameConf. CityLocation 2/12/201117424 2011 IEEE 17th International Symposium on High Performance Computer Architecture (HPCA)San AntonioRivercenter Marriott Hotel 2/22/2011175922011 IEEE Sensors Applications Symposium (SAS)San AntonioHyatt Regency San Antonio 3/3/2011170192011 IEEE-USA Annual MeetingAustin Renaissance Austin Hotel, 9721 Arboretum Blvd 4/10/201118080 2011 IEEE International Symposium on Performance Analysis of Systems & Software (ISPASS)AustinWestin Domain 5/14/201218155 2012 IEEE-IAS/PCA Cement Industry Technical ConferenceSan AntonioJ.W. Marriott Hill Country Resort 5/30 – 6/1/20122012 IEEE ICICDT ConferenceAustinFSL Parmer Lane 6/3/201217637 2012 IEEE 38th Photovoltaic Specialists Conference (PVSC)AustinTBD 12/8-12/20142014 GlobecomAustinHilton Downtown

6. THANK YOU

7. IEEE Central Texas Section CONFERENCE ORGANIZERS NEWS l New Fee for technically Co-Sponsored Conference l $500 fee for conference that do not publish with IEEE l Begin Jan 2011 l Charge to IEEE co-sponsoring organization unit (OU) l Include Non-discrimination statement in conference materials & informed vendors of IEEE policy. l LIFE member & Student conference registration fee  reduced rates for conferences  Life members fee must be no higher than the rate offered for Students. l Starting 9/2010, new $14 tax on US visitor from visa-waivers country.

8. IEEE Central Texas Section CTS Guidelines 1.Contact Thuy Dao (thuybdao@ieee.org) to determine the meeting category for your event. 2.Workshop, tutorial, and lecture  Submit plan and budget to CTS executive committee for approval prior to execution on plan.  Budget should resulted in 20% surplus. 3.Conference, Symposium,Training class, and Workshop  Submit plan and budget to CTS executive committee for approval prior to execution on plan.  Budget should resulted in 20% surplus.  An MOU has to be signed between CTS & event organizer if CTS / chapter is to be financial or technical sponsor  All contracts have to be reviewed and approved by CTS executive prior to signing.

9. IEEE Central Texas Section CONFERENCE CHALLENGES l Increasing conference awareness l Finding volunteers willing to lead / participate l Educating chapter (and Section) leaders to get involved with their societies so as to bring conferences to CTS

10. IEEE Central Texas Section IEEE EDUCATION FOR CONFERENCE ORGANIZERS l IEEE POCO Web Pages l WEB based conference schedule l WEB based financial planning l Past POCO Conferences’ presentations available l E-letters for latest news l Annual POCO Conference l 2010 presentations on POCO website l Technical Sponsor requirements - new