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

2. 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

3. 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

4. 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

5. 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

6. 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

7. 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 !

8. 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

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

10. 9 – 6 Months Before Conference
Create Registration Form
Plan Technical / Social Activities
Tours, Transportation, Other Functions
Plan Exhibits
Update Website

11. 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

12. 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 !

13. 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

14. 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

15. 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 !!!

16. 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 !!

17. 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

18. 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

19. 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

20. Resources
IEEE Policy Section 10 covers all manner of Meeting and Conference policies that you should be aware of. Check out:
IEEE Conference organization Manual
IEEE Conference Services
R7 Conference Organizing Manual