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Conference Proposal Preparation Instructions
Delete this slide prior to submitting the proposal. This proposal template provides the basic outline of all information requested by IEEE Signal Processing Society for their review and selection of a conference. Be sure to provide thorough and accurate information for review. In addition to this outline, consider additional information that may set this proposal apart from the others, considering sponsors, ways to attract new members, ways to target under represented groups such as students, women, and young professionals. Provide a more detailed conference budget along with this proposal for a more detailed financial review. For conference history, program detail, or for any questions, contact IEEE Signal Processing Society at
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YYYY IEEE International Conference on XYZ
Location, Country Venue/Hotel DD – DD Month, YYYY Proposer Name, Title, Address
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Proposal Outline Why <location> Conference Dates
Organizing Committee About the City – Weather & Transportation Venue Accommodations Reception, Banquet and Social Events Local Attractions Patrons & Exhibitors Industry Program Student & Young Professional Program Budget
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1. Why <location> Description of appeal in 100 words or fewer Consider including photos or video
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Strategic Geographic Location
Consider a slide showing why this location makes sense based on membership information, local industry, and global reach based on past locations. Past 5 – 10 years of this conference have been held List previous conference locations
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Conference Dates 2. Important Dates Preferred Conference Dates
Alternate Conference Dates Conference Dates Website Launch & Call for Papers Promotion Deadline for Submissions Registration Opens Notification of Paper Acceptance Submission of Final Paper Deadline for Author Registration
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General Chairs Organizing Committee 3. Name Name
Title or position, Organization, Location Previous IEEE Volunteer Experience Previous Conference Organizing Experience Biography information or additional qualifications Experience should include managing a team, motivating volunteers, project management Name Title or position, Organization, Location Previous IEEE Volunteer Experience Previous Conference Organizing Experience Biography information or additional qualifications Experience should include managing a team, motivating volunteers, project management
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Technical Program Chairs
Organizing Committee Technical Program Chairs Name Title or position, Organization, Location Previous IEEE Volunteer Experience Previous Conference Organizing Experience Biography information or additional qualifications Experience should include previous roles in Technical Program Management, ability to motivate a team, deadline driven. Name Title or position, Organization, Location Previous IEEE Volunteer Experience Previous Conference Organizing Experience Biography information or additional qualifications Experience should include previous roles in Technical Program Management, ability to motivate a team, deadline driven.
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Local Arrangements Chair
Organizing Committee Finance Chair Local Arrangements Chair Name Title or position, Organization, Location Previous IEEE Volunteer Experience Previous Conference Organizing Experience Biography information or additional qualifications Experience should include previous roles in Technical Program Management, ability to motivate a team, deadline driven. Name Title or position, Organization, Location Previous IEEE Volunteer Experience Previous Conference Organizing Experience Biography information or additional qualifications Experience should include previous roles in Technical Program Management, ability to motivate a team, deadline driven.
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Organizing Committee Industry Program Chair Publicity Chair
Include Additional Roles for confirmed members of the organizing committee. Some important roles include: Industry Program Chair Publicity Chair Social Media Chair Plenary Session Chair Tutorial Session Chair Special Session Chair Student Activities Chair Publications Chair
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About the City - Weather
4. About the City - Weather Include temperatures Rainfall Anything else noteworthy
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About the City - Transportation
# Airports within # km/#miles # Flights per day Information on number of direct flights from major locations of attendees Train The convention centre is less than # km from the main airport and # km from the main downtown area.
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Meeting Venue ABC Convention Centre
5. Meeting Venue ABC Convention Centre Include address Website Location on Map Other relevant information
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Venue ABC Convention Centre
Over #,000,000 sq. ft. of meeting space. Information on layout of space for the program. Information on age of venue, most recent renovation, etc.
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Meeting Venue ABC Convention Centre
Include overview of space held Exhibits ### sq. ft. Workshops (8 rooms) Plenary Sessions Poster Sessions Society Meetings
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Venue – General Session Room ABC Theatre
Seats over ## people Audio Visual Information Anything else interesting
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Accommodation 6. Headquarter Hotel Location Inn
Rate offered $200/night Connected to convention centre 5 restaurants
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Accommodation Secondary Hotel Location Hotel Rate offered $240/night
Across the street from convention centre 2 restaurants
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Accommodation Other options Location Motel Student Housing
5 hotels within 1 mile
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City Map with Conference Locations
A – Location Inn B – Location Hotel C – Location Motel D – Student Hostel E – Convention Center F – Airport G – Social Venue
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Social Events - Welcome Reception Grand Ballroom
7. Social Events - Welcome Reception Grand Ballroom The Grand Ballroom is known for its elegant décor and five star menus. The main hall can accommodate 2,000 guests with a stage for entertainment. Lorem ipsum dolor sit amet, consectetur adipiscing elit. Sed mauris purus, aliquam vel feugiat consequat. Duis et enim nec.
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Social Events - Banquet The Location Banquet Hall
The Banquet Hall is known for its elegant décor and five star menus. The main hall can seat 2,000 guests with a stage for entertainment. Lorem ipsum dolor sit amet, consectetur adipiscing elit. Sed mauris purus, aliquam vel feugiat consequat. Duis et enim nec.
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Social Events - Other Include networking events Student events
Other organized social opportunities
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8. Local Attractions List local attractions in 25 words or fewer. Lorem ipsum dolor sit amet, consectetur adipiscing elit. Sed mauris purus, aliquam vel feugiat consequat. Duis et enim nec.
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Patrons & Exhibitors 9. University of ABC ABC Technologies Acme Labs
IEEE SP Chapter Location Convention and Visitor’s Bureau Include all potential partnerships Indicate any known and confirmed partners and any estimated monetary amounts
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Plan to Attract Partnership & Industry Contributions
Include high level plan for attracting exhibitors and partners Include overview on programs to engage and support this audience
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10. Industry Program Provide some idea on the program for industry participants and how industry will be engaged and participate at this conference.
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Student and Young Professional Program
11. Student and Young Professional Program Provide some idea on the program for students and how both students and attendees under 35 will be engaged and participate at this conference.
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Budget – Registration Fees
12. Budget – Registration Fees Description Adv Local US $ Onsite US$ IEEE & SPS Member IEEE Member Non-member IEEE & SPS Student Member IEEE Student Member Student Non-Member Life Member
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Budget - Income Description Local Currency US Dollars
Registration Fees (1,000 registrations) Publications Exhibits Social Functions Total
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Budget - Expenses Description Local Currency US Dollars Promotion
Publications Exhibits Professional Services Financial Services Conference Services Administrative Meetings Social Functions Total
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Budget - Summary 20% surplus generated Description Local Currency
US Dollars Total Income Total Expense Surplus 20% surplus generated
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Contact Information Name Address Telephone including country code Website
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