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

2. 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)

3. 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

4. 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

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

6. 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

7. 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)

8. TCS Fee Details
Policy applies to all TCS conference applications received as of 1 January 2018
$ $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)

9. 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 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)

10. 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++