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Conference Initiation:
Kevin HanftKevin Uherek
Sponsorship, MoU’s, Contracts, Requirements & Registering an IEEE Conference
IEEE Panel of Conference Organizers (POCO)21 July 2011
Beijing, People’s Republic of China
TopicsBenefits of RegisteringIEEE SponsorshipMemorandum of Understanding (MOU)ContractsRegistering a Conference Conference ApprovalTools and Services
Conference Initiation
Today’s Topics
• Benefits of Registration• Understanding IEEE Sponsorship
– What does sponsorship include– Types of sponsorship– Identifying sponsors
• Conference registration process• Additional resources and tools available to organizers
Conference Initiation
Benefits of Registering Your Conference with IEEE
Once approved, conferences are eligible:• Utilize IEEE brand• Participate in:
– IEEE Conference Search– IEEE Call for Papers
• To apply for IEEE Conference Publication Program• Insurance Liability coverage (Financial sponsorship)
• Access to many valuable free organizer services
Conference Initiation
Getting Started
• Define Conference Theme & Topics• Determine location & venue• Identify potential sponsors
Conference Initiation
Getting started with IEEE • Finalize IEEE Sponsorship• Appoint Committee Chairs• Submit a Conference Information Schedule
– Committee List
• Complete Memorandum of Understanding (if needed)
– Financial Sponsorship– Technical Sponsorship
• Notify local sections or societies that you are holding a conference in their area or field of interest
IEEE Sponsorship
• To qualify as an “IEEE conference”, it must be sponsored by at least one IEEE OU.
• Sponsorship refers to the roles and accountabilities of an IEEE organizational unit (OU) for a conference:– Financial– Technical– Administrative– Publicity
Types of IEEE Sponsorship
FINANCIAL• Sole
sponsorship - 100% Financial
• Co-sponsorship- Less than 100% Financial
NON-FINANCIAL• Technical co-
sponsorship / Technical cooperation- 0% Financial involvement
Obtaining IEEE Sponsorship
www.ieee.org/societies_communities/index.html
• Technical Communities• Societies • Technical Councils• Technical Committees
• Geographic Organizational Units• Regions• Sections• Chapters• Student Branches• Affinity groups
Apply for and obtain sponsorship directly with appropriate IEEE organizational units (OUs):
Societies, Councils and Technical Communities
www.ieee.org/societies_communities/index.html
Societies, Councils and Technical Communities
Societies, Councils and Technical Communities
Geographic Organizational Units (Regions/Sections/Chapters)
Geographic Organizational Units (Regions/Sections/Chapters)
www.ieee.org/societies_communities/geo_activities/regional_world_map.html
Geographic Organizational Units (Regions/Sections/Chapters)
Geographic Organizational Units (Regions/Sections/Chapters)
Geographic Organizational Units(Regions/Sections/Chapters)
Memorandum of Understanding (MOU)
• What is a MOU?– A written business agreement between the entities
involved in organizing the conference which summarizes their relationship.
• Question:– Some areas in the world may not be familiar with or
use a MOU when agreeing to do business with another entity. Is this the case where you live?
• Why is it of value to have them completed?– Clearly defines what is expected from each entity– Can greatly reduce or eliminate misunderstandings– Helps protect IEEE’s status as a not-for-profit
organization in the United States– Helps maintain proper usage of the IEEE Brand
Memorandum of Understanding (MOU)
Putting a MOU together
• First, determine Financial and Technical sponsors
– Financial sponsor = An entity that has significant involvement in the technical, financial, publicity and administrative areas of the conference.
– Technical sponsor = An entity that has direct and substantial involvement in the organization of the technical program. That entity has no financial involvement in the conference.
Financial sponsor: Further clarification
• When an entity simply provides funds to the event it should not be listed on the Conference Information schedule or MOU as a Financial sponsor.
• An entity that simply provides funds to an event but not responsible for any loss or receiving any of the surplus is a Financial contributor or Financial supporter.
What type of MOU is needed?
• IEEE provides a number of templates to cover a Financial sponsor relationship or Technical sponsor relationship.
• The MOU templates that IEEE provides assist with outlining the agreements between entities involved and provide necessary clauses.
23
http://www.ieee.org/conferences_events/conferences/organizers/mou.html
DETERMINING CONTRACT VALUE(IEEE defines contract value as LIABILITY)
Value = Total cost of service in a contract
Hotel Contractscost of room nights blocked food and beverage commitment
+ meeting room rentalThe total amount of money you commit to spend at the hotel
Convention CentersTotal cost to rent the space outlined in the licensing agreement
Other: Audio Visual (AV), Tours, Transportation, Security, Exhibition Decorator, Meeting Management Company, Professional Conference Organizer, Destination Management Company, etc.
The cost of service agreed to in the contract.
REGISTRATION CONTRACT VALUE(services provided by Management Companies and PCOs*)
Value without RISK
When Registration income is DIRECLTY deposited into the Conference bank account
Value = The cost of service agreed to in contract.
Value with RISK
When Registration income is held in the vendor’s account or the vendor has access to conference funds, this is considered RISK.
Value = The cost of service agreed to in contract + estimated amount of RISK
(example on next slide)
*Professional Conference Organizers
Registration Contract Value (example)
3 pieces of information are needed:Cost of service (from the Contract)Estimated # of attendees (from Contract & on Budget) Registration income (from Budget)
Value
Equation:The cost of the service x # of attendees
+ Risk (budgeted registration income)Value
Example:$19.00 x 300 attendees 5,700
+ $150,000 budgeted income$155,700 (Total Value of Contract)
Registering a Conference With IEEE
• Complete an ‘Information Schedule’ to start the process.– Accessed via a webform located on the
Conference Organizers’ webpage
• Captures critical details and facts required before submission is permitted.
Conference Information Schedulewww.ieee.org/conferences_events/conferences/organizers/required_documentation.html
Conference Information Schedulewww.ieee.org/conferences_events/conferences/organizers/index.html?WT.mc_id=rfm_conf
Conference Information Schedule
Conference Information Schedule
Conference Information Schedule
Conference Information Schedule
Conference Information Schedule
Conference Information Schedule
Conference Information Schedule
What Happens After You Submit Your Conference?
Conference Business Services Team will:• Review for accuracy and completeness.• Identify duplicate submissions.• Research conference history for consistency.• Confirm sponsorship approval.• Ensure proper usage of IEEE brand and logo.• Contact you regarding missing or unclear data.• Coordinate with IEEE Staff regarding MoU.• Assign unique Conference record number.
Conference Approval
• Send acknowledgement and instructions:• confirm next steps for organizers• links to support tools
• Update database to list your conference in Call for Papers and Conference Search.
• File Committee List to start insurance coverage (Financial Sponsorship)
IEEE Conference Searchwww.ieee.org/conferences_events/index.html#sect1
Call for Papers www.ieee.org/portal/pages/iportals/conferences/callforpapers/index.html
Tools and Services
Conference Email Alias• Simplifies conference communications• Multiple aliases per conference permitted• Easy to set up
E-notice• Email distribution service for member communications
– Society, Region, Section, Student Branch, Chapter• Organization approval required• Opt-out mechanism
Tools and Serviceswww.ieee.org/about/toolkit/index.html
Master Brand Usage - IEEE Brand Identity Toolkit:• Basic usage rules for all corporate identity elements• Tips to help creative effective communications while
strengthening the IEEE brand
Mar-com Templates –• Customizable documents and templates that can be
tailored to fit your conference needs.
Tools and Services
Web Templates• Basic information architecture/sitemaps and designs that
allow for great customization – 3 site types– 3 style options for each– 7 starter pages within each style
• Available as– a collection of HTML pages and related files – WordPress themes
• Implementation and maintenance requires some level of technical ability and support infrastructure.
Tools and Services
Entity Web Hosting• A service for IEEE entities who want to develop, create and
maintain their own web site on an IEEE host.• Conferences are responsible for their content, its
maintenance and its conformance to IEEE policy.• HTML and WordPress formats
Tools and Services
IEEE Communications Channels• The Institute /The Institute Online• IEEE.org homepage• Newsletters - Leadership Wire / MGA Scoop / Society
Sentinel / Standards• MyIEEE: Community Desktop
Survey Tool • Gather feedback from a simple to use on-line survey• Customizable from a library of questions• Confidential report, with analysis from a research
professional
Still have questions? We are always here to assist you!
Conference Business ServicesPhone: + 1 732 562 3878Conference-services@ieee.org
IEEE Conference: Checklist & Timeline
www.ieee.org/documents/30012586.pdf
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