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Conference Business Services Update. POCO 2009 Prague, Czech Republic 18 July 2009 Susan M. Root Director, Conference Business Services. Conference Business Services. What do we do? Provide a foundation for you, our Conference Organizers - PowerPoint PPT Presentation
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Conference Business Services Update
POCO 2009Prague, Czech Republic18 July 2009
Susan M. RootDirector, Conference Business Services
Conference Business Services
What do we do?
– Provide a foundation for you, our Conference Organizers
– Provide Services and Support for You to help you run your conferences
Apr 20, 20232
Business of A Single ConferenceC
ON
FE
RE
NC
ES Location/
Site Selection
andNegotiation
Registration Management
Exhibitor Management
Promotions and Communications
Technical Program Management
Onsite EventManagement
Facility And Logistics Management
Paper Management (through Acquisition)
Enforcement of IEEE policies
IEEE Financial administration, risk management and compliance assurance
Financial administration, risk management and compliance assurance
IEEE policy and by-laws conformance
Conference Services Provides Services and Support for You…
Support You with Your MOUs and Contracts– MOUs for all conferences are required– Contracts for >$25K need to be submitted
Provide VAT Guidance and Support– Whether through the International LLC– Or guidance how to partner with external entities
to satisfy VAT requirements
Apr 20, 20234
We Provide You Services & Support: Communications
Communications Vehicles– Email Aliases– Access to E-Notice– Conference Search
Conference Search Call For Papers
– Conference Promotion via IEEE vehicles The Institute IEEE website home page
– Conference Surveys
Apr 20, 20235
Email Alias with ieee.org
Allows communications between committee(s) and/or attendeesFree of chargeEasy to set upCan be used with or without a “reply all” functionForwards to the administratorMultiple aliases per conference permitted
We Provide You Services & Support: Communications
Communications Tools– Email Aliases– Access to E-Notice– Conference Search
Conference Search Call For Papers
– Conference Promotion via IEEE vehicles The Institute (print and online) IEEE website home page
– Conference Surveys
Apr 20, 20237
E-Notice
Inter-OU Communications VehicleElectronic communications service developed for IEEE organizational units for email distribution of newsletters, meeting notices and IEEE conference materials.– No cost to you – Sourced from the IEEE Membership Database
Society, Region, Section, Student Branch, Chapter– Can be sent to all members of a sponsoring
conference’s society (with permission)– Opt-out opportunity with each message
We Provide You Services & Support: Communications
Communications Tools– Email Aliases– Access to e-Notice– Conference Search
Conference Search Call For Papers
– Conference Promotion via IEEE vehicles The Institute (print and online) IEEE website home page
– Conference Surveys
Apr 20, 20239
We Provide You Services & Support: Communications
Communications Tools– Email Aliases– Access to e-Notice– Conference Search
Conference Search Call For Papers
– Conference Promotion via IEEE vehicles The Institute (print and online) IEEE website home page
– Conference Surveys
Apr 20, 202310
IEEE Communications Channels
The Institute – Published four times per year– Mailed to IEEE membership– Each issue profiles six conferences & print deadlines for
– March Issue: 1 Dec - profiles conferences May, June, July– June Issue: 1 March - profiles conferences Aug, Sept, Oct– September Issue: 1 June – profiles conferences Nov, Dec,
Jan– *December Issue: 1 Sept – profiles conferences Feb,
Mar, Apr
The Institute Online– Six conference profiled in print plus one 600 word, reporter
written, conference “preview” article per month
* we’re looking for conferences for the December Issue right now
We Provide You Services & Support: Communications
Communications Tools– Email Aliases– Access to e-Notice– Conference Search
Conference Search Call For Papers
– Conference Promotion via IEEE vehicles The Institute (print and online) IEEE website home page
– Conference Surveys
Apr 20, 202313
Conference Surveys
Survey Tool PilotCurrently available survey service which allows Conference Organizers to:– Customize a survey from a library of questions– Receive results both in a simple report and
from raw data– Work within a timeframe of years to weeks
leading up to the conference– Make survey available online and through
personalized e-mails
Available: free pilot program as of September 08
BTS Survey, Fall 2008
BTS was one of the first Societies to participate in the Conference Survey Pilot Program.
“The results can provide us good hints on how to steer the event in the future.” Guy Bouchard, 2008 Symposium Chair
“I didn’t know they could get that level of detailed information from seemingly simple questions. There were only about a dozen questions and we were able to shape our next year’s conference with solid feedback and input from the attendees.” Kathy Colabaugh, Senior Administrator, BTS
Apr 20, 202315
Some of the key findings...
There was a 50% response rate with a margin error of 8%. (BTS expects a higher respond rate as future surveys can include a personal invitation to participate from the conference chair.)90% indicated that they were satisfied or very satisfied.Most common reasons cited for attending the symposium were to network with other technology professionals and to gain new technical knowledge.One third of respondents were presenters and more than 90% of these found it useful to present.Over half indicated that it was helpful to have two tracks, but about one-third stated that they missed presentations that they wanted to attend because of the two tracks.Employers paid all costs for 68% of attendees
Apr 20, 202316
Conference Organizer Communications Resources
Apr 20, 202317
Communications Resources
Conference Organizers’ Manual – High level overview of the considerations in planning
an IEEE conferenceConferences Website– More in-depth information, easy access to all forms,
guidelines and best practicesConferences Planning Guide & Timeline– step by step information and processes on how to
plan an IEEE ConferenceConference Organizers’ Newsletter– monthly communications on what’s new and
pertinent information for organizing conferences
Apr 20, 202318
What We Can Do For You…
Give You Access To Tools and Services– VAT handling– MOU templates– eNotice– eMail Aliases– Surveys– IEEE Communications Publications
Keep You Informed– Conference Communications Resources
Provide Guidance On– Indirect Tax Management– MOUs and Contracts– Master Brand Usage– Internal Communications Channels– Best Practices
Looking Forward to the Future
Comments? Thoughts? Questions?
Call… Email… or talk with me here!
[email protected] +1 (732) 465-6607
Apr 20, 202320
European VAT compliance update• European VAT Compliance has significantly increased since 2007 • Increased compliance greatly minimizes IEEE’s regulatory risk
Social Networking
Are you using social networking?– Linked-In?– Plaxo?– Twitter?– Spot-Me?
Before, During, After your conference?For promotion?For Creating buzz?For on-site discussion?
Apr 20, 202322