Conferences Committee Report to IEEE SoutheastCon 2018 on committee members, responsibilities, activities, and goals.

Conferences Committee Committee Members for 2018 Chair: Sean Haynes Vice-Chair: Don Hill Victor Basantes Chase Battaglio James Conrad Jill Gostin Chris Hardy Parag Upadhyay (SoutheastCon 20) Eric Grigorian (SoutheastCon 19) Jim Howard (SoutheastCon 18) Charles Lord (SoutheastCon 17) Sean Haynes (SoutheastCon 16)

Conferences Committee Committee Responsibilities Assist local operating units (Sections, Areas, Councils) with executing conferences, symposia, and other programs Act as conduit between Society operated conferences and the local geographic entity Provide operational oversite of the Region Annual Conference SoutheastCon Site Selection Operations Manual Operational Support

Conferences Committee Activities and Goals for 2018 Hold quarterly committee meetings Update and Approve SoutheastCon Operations Manual Update and Approve Region 3 Operations Manual as required Establish Budget Template along with R3 Treasurer for SoutheastCon Support SoutheastCon 2018 & 2019 Execute Contracts for SoutheastCon 2020 Select Site for SoutheastCon 2021 Execute Contracts for SoutheastCon 2021

SoutheastCon 2019 – Huntsville, AL Eric Grigorian, Chair Contract approved by IEEE Corporate. Kickoff meeting tentatively scheduled for June 2nd in Huntsville

SoutheastCon 2020 – Raleigh, NC Parag Upadhyay, General Chair Contract for Raleigh Convention Center has been approved and signatures are pending Contract for Raleigh Marriott City Center has been approved and signatures are pending

Conference Co-sponsorship Financial vs Technical Financial Co-sponsorship (FCS) IEEE/Local Geo Unit has a financial stake in the conference Local Geo Unit must provide operational support for the conference No additional fees associated with operating this type of conference Technical Co-sponsorship IEEE/Local Geo Unit does not have a financial stake in the conference Local Geo Unit provides access to IEEE Xplore non-IEEE entity Local Geo Unit must provide operational support for the conference Must pay a TCS Fee to Member & Geographic Activities (MGA)

TCS Fee Details Policy applies to all TCS conference applications received as of 1 January 2018 $1000 + $15/paper Fee will be divided equally among multiple IEEE technical co-sponsors of same conference Geo-units will have the option to bill the TCS fees to the Conference directly Excludes National Societies / Sister Societies (MGA will pay for these)

General Data Protection Regulation (GDPR) EU Regulation Affecting IEEE Conferences New EU Regulation concerning the handling of personal data Deals with the collection, handling, and destruction of personal data Steep fines for mishandling of personal data (up to €20,000,000 fine) See https://en.wikipedia.org/wiki/Ge neral_Data_Protection_Regulati on X-CD Registration/Paper System contract being negotiated to include GDPR compliance for SoutheastCon 19, 20, and 21 Must make sure that any co- sponsorship of a conference should include GDPR requirements in the Memorandum of Understanding (MOU)

Motion to Approve Site Selection SoutheastCon 2021 Motion to Approve Site Selection The Conferences Committee moves that the Region Committee Approve the selection of the Hyatt Regency Atlanta – Atlanta Section as the host for the 2021 SoutheastCon Kirstin Bing has a preliminary committee identified 31 Mar – 04 Apr, 2021 Hotel $139/night++