TIMELINE FOR ORGANIZEING A CONFERENCE Ashfaq (Kash) Husain IEEE R7 Spring Training

24 – 18 Months Before Conference Respond to RFP Get Organized: Establish Local Organizing Committee Elect A Conference Chair Appoint a Honorary Chair Select Subcommittee Chairs ( Finance, Technical Program, Local Arrangements, Corporate Support, Administrator, Webmaster, Publications, Publicity, Registration ) Select a Theme Set Conference Dates Select a Venue / Hotel Sign MOU

24 – 18 Months Before Conference Register Conference with IEEE Complete & Submit Required Documentation: Conference Information, Insurance, Publishing, COI, Obtain a Conference Number Open a Bank Account Get a GST / Business Number Negotiate Contracts: Hotel ( Room Block, Meeting Space, F&B, Wireless! ) Registration Company Paper Processing Audio Visual

18 – 15 Months Before Conference Prepare a Conference Promotion Plan: Establish a Website Prepare Marketing Materials Seek Corporate Support Seek Partners ( Technical Co-Sponsors , University, Colleges, etc ) If Needed, Prepare additional MOUs: Between sponsors and conference committee Between IEEE Entities

15 – 12 Months Before Conference Identify Technical Program Format Determine Paper Management Process Establish Paper Submission Format Set Paper Submission Dates Prepare Call For Papers Submit Letter of Acquisition Obtain ISBN and Catalogue Number Keep Website Up-To Date

15 – 12 Months Before Conference Begin Preparing a Detailed Budget and When Complete Submit to CONAC for Review and Approval Determine Registration Fee Structure Non Members pay 25% more Then Members Determine Tutorial Fee Structure Forward Approved Budget to the IEEE Update and Submit Committee List to the IEEE

12 – 9 Months Before Conference If Possible Attend Current Years Conference Observe and Learn !! Meet With Conference Committee Review Meeting Room Space, A/V set-ups, F&B Numbers, Room Block Numbers, Etc. Update your Numbers Distribute Call for Papers and Promote Your Conference !

12 – 9 Months Before Conference Update Website: Include CFP Include Author and Paper Submission Details Include Information on Registration Fees include Information on Conference Hotel and Venue include Information on Travel and Visa Requirements Promote the Conference Using e-notice

12 – 9 Months Before Conference Organize Plenary and Special Sessions Organize Tutorials and Workshops Identify Presenters, Speakers, Session Chairs Prepare Call For Papers

9 – 6 Months Before Conference Create Registration Form Plan Technical / Social Activities Tours, Transportation, Other Functions Plan Exhibits Update Website

6 – 4 Months Before Conference Complete Review of Papers Start Preparing Preliminary Program Assign Papers to Sessions Prepare Special Sessions Ensure Registration Process Runs Smoothly

4 – 2 Months Before Conference Finalize Technical Program Upload to Website Initiate Publishing of Program and Proceedings Design Program and CD Cover Design Badge Layout, Lanyards, etc. Order Attendees Gifts: (Conference Bag, Badge, Lanyards, Program, Proceedings, Travel Info, Gifts, Transit Pass, etc.) Ask for Weekly Reports on Room Pick-up Ask for Volunteers !

2 Months Before Conference Assist With Visa Requirements Provide Travel Guides and Information Field Requests and Respond to Queries Address Special Needs of Your Attendees Finalize AV Requirements Inspect Meeting Rooms Layouts Order Banner and Signage Establish Cordial Relationship with Venue Staff Launch Final Publicity Blitz

1 Month Before Conference If Necessary - Adjust Room Block Numbers !!! Ship Final Program and Proceedings (CDs) to Venue Ship Attendee Gifts to Venue Order Plaques, Certificates Finalize Exhibitor Booth Locations Determine Content of Registrants Packages Name Badge, Official Receipt, Lanyard, Gifts, Meal Tickets, Special Requests, Program, CD, Tourist Info, Exhibitors Info, etc. Update Budget and Resubmit to CONAC and IEEE

14 Days Before Conference Confirm all Shipped Items Are On-site ! Print Registration Badges, Receipts, etc. Obtain Names of any VIPs, Guests, etc. Finalize IEEE Awards Banquet Requirements Submit Initial F & B Numbers Assign Volunteer Duties Provide Training Treat Them Well !!!

7 - 2 Days Before Conference Pre-Conference Meeting with Venue Meeting Room layouts Menu Confirmation (Special Meals) Plenary Sessions Layouts and Needs AV Confirmation Exhibit Space Needs Registration Area set-up Placement of Banner and Signs Committee War Room !!

During The Conference Monitor Registrations Monitor Budget Adjust F & B Requirements Meet with Venue Staff Obtain and React to Feedback from Attendees Put Out ALL Fires Meet with Next Years Conference Team Members Hold Wrap Up meeting with Venue Staff

Following The Conference Forward proceedings to IEEE Review and Pay Invoices Review Registration Data Process any Refunds Send Out Thanks You Letters Arrange for Professional Audit

Conference Close-Out Conference Closing Process Financial Reporting Workbook Repayment of all loans Distribution of surplus Destroy Check Form (if applicable) Proof of bank account closure Audit (if required-rev/exp >$100K) Close GST Account

Resources IEEE Policy Section 10 covers all manner of Meeting and Conference policies that you should be aware of. Check out: http://www.ieee.org/web/aboutus/whatis/policies/p10.0.html IEEE Conference organization Manual IEEE Conference Services R7 Conference Organizing Manual