IEEE Robotics and Automation Society: Meetings & Conferences Report T. J. Tarn IEEE RAS Vice-President for Conferences October 2005 IEEE RAS AdCom Meetings San Francisco, USA

RAS Meeting Proposal Procedure u Established a meetings proposal procedure : o “Proposal & Sponsorship Request Procedure for Sponsorship, Co-Sponsorship, or Technical Co-Sponsorship of a Conference or Workshop by the IEEE Robotics and Automation Society (RAS)” o The procedure can be found on the Society website, u Proposal Procedure to be updated to streamline and highlight latest IEEE Conference requirements.

For Technical Co-Sponsorship by IEEE RAS u No IEEE RAS financial interest u Proposal Process o Send the following documents to IEEE RAS Conference Board Meeting Chair for Conferences Conference Information Schedule (IEEE form) Draft Memorandum of Agreement (for all sponsoring parties) Conference Information (history, committees, CFP, etc.) o There are several requirements and conditions for IEEE RAS technical co-sponsorship IEEE cannot be used in event title – IEEE & RAS Logos (brands) can be used. Requires special request for proceedings to be included into IEEE archives Conference sponsor must pay US$500 as the IEEE RAS G&A (general and administration) fee. At least two current IEEE RAS Administrative Committee members must be involved in the conference organizing and/or program committees. o Approval by the RAS AdCom

For Sponsorship or Co-Sponsorship by IEEE RAS u IEEE Robotics and Automation Society has a financial interest Proposals request for RAS sole-sponsored conferences or workshops should be submitted at least three years before the actual date of conference. Proposals request for RAS co-sponsored conferences or workshops should be submitted at least two years before the actual date of conference. u Current Proposal process: o Send the following documents to IEEE RAS Conference Board Meeting Chair for Conferences Executive summary (in presentation format) Draft Memorandum of Agreement (for all sponsoring parties) Completed proposal packages are to be received 60 days before the annual meeting of the IEEE RAS Conference Board to be considered. o Contact IEEE RAS Vice-President (VP) for Conferences before submitting a proposal o Requires approval by Society AdCom

IEEE-RAS Proposals u Proposals to host IEEE-RAS Conferences are being accepted from: o IEEE RAS volunteers o IEEE Sections or RAS Chapters. u Proposals are evaluated and the final selection is typically taken at the IEEE RAS Administrative Committee meeting.

IEEE Geographic Unit Organization Relationship to TAB Societies Parents - WIE, Consultants, GOLD, Technical Activities Board Councils Areas Chapters Affinity Groups Sub-Sections SB ChaptersSB Affinity Groups Student BranchesCouncil Sections Regions Regional Activities Board

Changes to IEEE-RAS Proposal Process u Consider a 2 stage proposal process to host IEEE-RAS Conferences. o Stage 1 – Select Location & key conference volunteers (General Chair, Program Chair, Treasurer, Publications Chair). o Stage 2 – Finalize & approve conference plan & budget u Consider standardizing use of IEEE Entity Web Hosting for all conference websites u Consider creating a policy regarding the use of IEEE Concentration Banking