I EEE SENS OR S C OU NCI L

CONFERENCE PLANNING GUIDE

DRAFT VERSION HISTORY:1) Andrei Shkel, February 25, 20092) Troy Nagle, January 18, 20103) Chris Dyer, November

4, 20134) Chris Schober, December 8, 20135) a. Troy Nagle, February 23, 2014

b. John Vig, March 15, 2014

c. Yogesh Giachandani & Eddie Grant, April 21, 2014 d. Chris Schober & Y-C Lin, April 30, 2014

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TABLE OF CONTENTS

I. LIST OF ACRONYMS ................................................................................................................................... 3

II. P U R P OSE ........................................................................................................................................................... 4

III. S P O N S OR CO N TAC T ................................................................................................................................... 4

IV. S AT E LLIT E SYM P OS IA ............................................................................................................................... 4V. C OU N CI L ME E TI N G S C O MMITT EE ................................................................................................. 4

VI. V E N UE SE A R C H P A N E L S ........................................................................................................................ 6

VII. C O N F ERE N C E A D VI S ORY P A N EL S ................................................................................................... 7

VIII. C O N S TIT U TIN G TH E C O N F ERE N C E ................................................................................................ 8

IX. GE N ER A L C O - C H AI RS ............................................................................................................................... 9X. P R O F ESS I O N A L C O N F ERE N C E ORG A N IZ E R S ......................................................................... 10

XI. TEC HN ICA L P R OGR A M ............................................................................................................................. 11

XII. I N DUS T R Y - RE LAT ED ACTIVITIE S ................................................................................................... .... 14

XIII. VI R T U A L C O NF E R E NC E O P TI O N S ................................................................................................. .. 14

XIV. SO CIA L F

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U N CTI O N S ................................................................................................................................. 14XV. C O N F ER E N C E P U BL I CATI O N S ......................................................................................................... 15

XVI. P U BLICIT Y ..................................................................................................................................................... 15

XVII. T U T OR IAL S .................................................................................................................................................... 15

XVIII. S T UD E N T S ...................................................................................................................................................... 16

XIX. Y OU N G PR O F E SS I O N A L S ........................................................................................................................ 16XX.

PAT R O N S .......................................................................................................................................................... 16

XXI. EX H IBIT S ......................................................................................................................................................... 17

XXII. C O N F ERE N C E AWA R DS ......................................................................................................................... . 18

XXIII. F I N A N CIA L MATT ER S ............................................................................................................................... 19

XXIV. C O N F ERE N C E F I N A L RE P OR T ........................................................................................................... 20XXV. C O N F ERE N C E TIM E L I N E ..................................................................................................................... 21

XXVI. RESOUR C E M A T ER IAL S .......................................................................................................................... 22

XXVII. LI ST OF ATTAC H ME N T S ........................................................................................................................ 23

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I. L IST O F ACR O N Y M S

To assist the reader, we have included a list of all the acronyms used in this document. Each is defined at the point of first use. We hope that having the entire list in one place will make your journey through this Guide more enjoyable.

Council IEEE Sensors Council Conference IEEE SENSORS Conference VSP Venue Selection PanelCAP Conference Advisory PanelGCoCs Conference General Co-Chairs TPC Technical Program Committee PCO Professional Conference Organizer G-GCoC

Geographical General Co-ChairA-GCoC Administrative General Co-Chair AdCom Council Administrative Committee ExCom

Council Executive Committee

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II. P URP O SE The intent of this Conference Planning Guide is to assist the IEEE Sensors

Council (hereinafter referred to as “Council”) and conference organizers in planning the annual IEEE SENSORS Conference (hereinafter referred to as “Conference”). The guide contains

1. Conference planning schedule,2. Purpose and responsibilities of the Council’s Meetings Committee and its subcommittees (the Venue

Selection Panels, VSPs, and the Conference Advisory Panels, CAPs),3. Responsibilities of the Conference General Co-Chairs (hereinafter referred to as “GCoCs”) and the

Technical Program Committee (TPC), and4. Duties of the conference support contractors (hereinafter referred to as Professional Conference

Organizers, “PCOs”).The expected outcome of the Conference is a high quality professional meeting

that offers a unique opportunity for international sensor community to meet, present, learn and publish their work. The Conference follows a peer-review paper selection process based on at least three independent reviews of two- page abstracts. The Conference is expected to publish a pocket-size booklet summarizing the technical and social program, an abstract book or digest (optional), and the IEEE Xplore compliant full paper proceedings in an electronic medium, which are all included in Conference registration. The social program should have a local cultural event (preferably sponsored by a local entity) and the gala banquet, which are also included inthe Conference Registration.

Note that the Council also financially and technically sponsors or cosponsors other conferences on various topics related to sensors. Those conference are also invited to use portions of this Guide to assist their training and operational activities.

III. S P O N S O R C O N TA C TCouncil is the s ole f i n a n c i a l s po n s or of the SENSORS Conference (absorbs

financial losses and gains benefits of the conference). The Vice President of Conferences (or a designated person approved by the Council ExCom) is the primary contact for the GCoCs and is the IEEE official to whom the GCoCs report on a regular basis.

IV. SAT E L L ITE S YMPOSIASatellite Symposia may be organized in conjunction with the Conference if

approved by the Council Meetings Committee. These Symposia will have separate Organizing Committees and budgets approved by the sponsoring entities. Council Member Societies are encouraged to join with the Council to cosponsor such events.

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V. COUNCIL MEE T I NG S COMMITTEEPurpose. The Meetings Committee plans for future Conferences, evaluates

how well each Conference has achieved the objectives stated by the Council’s mission, and implements improvements to meet those objectives more effectively. The Meetings Committee is responsible for the general oversight of and setting policy for the Conference. The Meetings Committee is normally responsible for making the major strategic decisions, namely, solicitation of bids for future Conference venues, evaluation and approval of the

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Conference dates and locations, selection of the GCoCs (one Geographical, G-GCoC, and oneAdministrative, A-GCoC) and Technical Program Committee (TPC) Chair.

Responsibilities. The Committee’s responsibilities include1. Meet face-to-face annually during the Conference. The Meetings Committee

Chair (assisted by the Council Executive Assistant) is responsible for arranging the meeting and informing all members of the Committee. The Council Executive Assistant provides administrative support for the Council Officers and Administrative Committee (AdCom) and is listed on the Council’s website.

2. Select one new Meetings Committee member each year during the annual meeting (the terms of membership and the election process are described later in this document)

3. Before the annual meeting, solicit and evaluate bids for future Conferences using the standard bid package requirements posted on the Council’s website (http://www.ieee- sensors.org/files/2014/01/IEEE-SENSORS-Conference-Bid-Package-2017.pdf). Down-select the candidates to two finalists for consideration by the Council AdCom. Each venue presentation of the two candidates to the AdCom will includea) Conference locationb) Conference General Co-Chairs (GCoCs)c) TPC Chaird) Registration fees and structure e)Preliminary Budgetf) Preliminary Social Program options

4. Attend Conference's Wrap-Up Meeting (typically held on the last day of the conference). The VP Conferences and Council Executive Assistant are responsible for arranging the meeting and inviting all members of the Meetings Committee. This is a meeting between Meetings Committee members and organizers of the current and the next Conferences. Future Conference GCoCs are also encouraged to attend the Wrap-Up Meeting. During the meeting, the Conference GCoCs and PCOs present statistics on attendance, budget, lessons learned, and recommendations for improving future Conferences. Members of the Meetings Committee are expected to provide constructive feedback and recommendations. All information shall be archived by the Council’s Executive Assistant (or designee) and be provided at the end of the meeting to the organizers of the next Conference.

5. Be familiar with IEEE policies related to conferences and ensure compliance with those policies.6. Be familiar with the history of Sensors Council conferences.

Chairperson. The Chair of the Meeting Committee is the VP of Conferences of the Council (elected for two years).

Membership. Committee Members consist of the Chair and 12-15 additional members. The Committee should include

1. The VP Conferences (chairperson)

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2. The previous VP Conferences3. The VP Finances4. The VP Publications5. At least two other ExCom members (appointed by the VP Conferences)6. A minimum of three former General Co-Chairs or TPC Chairs

(appointed by the VP Conferences)

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7. Three Meetings Committee selected members (a 3-year term, new appointee each year)8. Three AdCom selected members (a 3-year term, new appointee each year)

Each year the Meetings Committee should have at least two new members: one selected by the current Meetings Committee members at the annual in-person meeting, and the other chosen by the Council AdCom during its annual meeting (which traditionally takes place immediately before the conference). Meetings Committee membership is open to all members of Council member societies. Nominees for Meetings Committee membership can be any participant of any IEEE SENSORS Conference. Any volunteerinterested in serving should inform the Meetings Committee Chair, preferably at least one month before Conference. Unless specified otherwise, the term of office of each member is three years. The newly elected members of the Committee take office immediately at that year’s Conference. It is expected, but not required, that the elected members serve only a single term.

Committee Meetings. The Committee gathers in-person at each annual Conference. If necessary, interim meetings can be called by the Chair or by a simple majority of the committee members and can beheld by electronic means. Committee members are expected to attend the annual meeting at each Conference. The Council Executive Assistant (or a member of the Meetings Committee designated by the Chair) will take minutes. The Council Executive Assistant will archive minutes of the past meetings of the Meetings Committee.

Voting. During meetings of the Committee, each member shall have one vote. A quorum both for face- to-face meetings and for email, web video, or telephone meetings will be a majority (greater than 50%) of the number of members of the Committee. Electronic connections will be available for members who cannot attend at the annual meeting in person. Meetings Committee members will be informed two weeks in advance of any known motions to be voted on during a forthcoming meeting. The Chair has the deciding vote in case of a tie. Proxy voting is not allowed within IEEE.

VI. V ENU E S EAR C H PA N ELSPurpose. The 20xx Venue Search Panel (VSP) is a subcommittee of the

Meetings Committee appointed to initiate planning for the Conference in a specific future year (20xx).

Membership. Each VSP must include at least two panelists from the membership of the Committee and is in charge of uncovering new prospective sites suitable for holding a future Conference and potential leadership of the Conference, the Administrative GCoC (A-GCoC, a volunteer with previous Conference experience) and the Geographic GCoC (G-GCoC, a volunteer with previous venue experience). The VSP members and Chair are nominated by the Vice President Conferences and appointed by the President. Nominees and appointees should have had previous experience in conducting similar-sized conferences (such as serving as a conference chair or other conference committee officer).

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Responsibilities. The main functions of VSP are to

1. Venue quest:a) Proactively seek candidate venues and organizers with proven credentials.b) Help the representatives of the potential venue to generate a Letter

of Intent in accord with the Council’s Conference bidding process defined in this document and its Attachments.

c) Present venue solicitation status to ExCom (via the VP Conferences) twice a year.

2. Full bid proposal solicitations:a) Evaluate the submitted Letters of Intent.

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b) Invite full bid proposals from f o u r to s ix v e nue ca ndid a t e s . The full bid proposal outline is provided in Attachment D to this Guide.

3. Venue guidance in bid preparation:a) Assign representatives to conduct preliminary venue site visits/inspections, if appropriate. b) Assess transportation and accessibility to the site.c) Assess adequacy of the facilities.d) Identify potential sponsors and financial support.e) Recommend leadership: Honorary Chairs, Geographic GCoC, geographic TPC Committee

members, Social Program Chair, and potential local conference liaison(s), if appropriate. f) Investigate and suggest venue attractions, technical tours, and social program options.g) Cross-check calendar date conflicts with significant religious

holidays and major sensor conferences, such as Transducers, Eurosensors, and IEEE MEMS.

h) Assist each local conference committee in preparing a preliminary conference budget

(budget templates, experience sharing, help with estimates on potential number of attendees, etc.).

4. Venue finalists selection:a) Prepare comparison charts, tables and PowerPoint

presentations summarizing all the received full bid proposals with the assistance of the PCO.

b) Present this information to the Meetings Committee and review with the Committee the

advantages and disadvantages of each submitted proposed venue. The Meetings Committee will then s e l ec t t w o f in a l ca n did a t e s for consideration by the AdCom.

c) Assist the two finalists in preparing their best cases for presentation to the AdCom at its

next in-person meeting. The finalists may ask to present their cases in person, or request that the VSP Chair or a PCO representative make the presentation on their behalf.

VII. C O N F ERENC E A DV I S O RY PA N E L SPurpose. The 20xx Conference Advisory Panel (CAP) is a subcommittee of the

Meetings Committee and provides guidance to the local Conference Organizing Committee and Council in coordinating and guiding the activities related to the IEEE SENSORS 20xx Conference. The main goal of the CAP is to ensure successful conferences by tracking progress and, when necessary, providing guidance. Example schedule/milestone charts from previous conferences are available. The CAP works in conjunction with the PCO. All major decisions regarding the structure and conduct of the Conference are described in this Guide and are delegated to the 20xx CAP.

Membership. The CAP members and Chair are nominated by the Vice President of Conference and appointed by the President. Nominees and appointees should have had previous experience in conducting similar-sized conferences. Typically, the CAP consists of members from the VSP, the Conference GCoCs,

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the Conference TPC Chair, the Council VP Finances (serving as Conference Treasurer), the Council Publicity Chair (serving as Conference Publicity Chair), a member of the Council Industry Activities Committee (serving as Conference Exhibits Co-Chair), a member of the Council Educational Products Committee (serving as Conference Tutorials Co-Chair), and representatives of the PCO. The CAP is normally chaired by the Administrative GCoC and works through the Geographic GCoC to interact with the local Conference Organizing Committee.

Responsibilities. The main functions of CAP are to:

1. Hold a Kickoff Meeting for the 20xx Conference CAP at the 20xx-3 Conference hosted by the VP Conferences. At the meeting, the Administrative GCoC will

a) Review CAP member responsibilities.

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b) Explore Conference logo options with the PCO.c) Review the preliminary Conference budget and explain cost control and reporting policies. d) Explore special technical and social options for the Conference.e) Review the Conference timeline.

2. Prepare the final Conference budget.a) Develop the final budget for the Conference during year 20xx-2.b) After Meetings Committee and AdCom approval, ensure that the budget is submitted to IEEE

and that appropriate agreements are signed by the required parties.c) After the final budget is approved, ensure that the bank account is

open and seed money is provided to the venue Conference Organizing Committee.

3. Hold quarterly meetings during years 20xx-2 and 20xx-14. Hold monthly meetings in the year of the Conference.5. Report quarterly to the Meetings Committee (via VP Conferences)6. Participate in Conference's "lessons learned" exercise and lead the Conference Wrap-Up Meeting.7. Track and analyze conference data for future planning.

VIII. CON S T I T U T I N G T H E C O N F EREN C E

The Meetings Committee obtains, through open and formal solicitations, proposals for conference locations, names of individuals suitable to serve as General Co-Chairs, TPC chairs, local arrangement chairs, and other organizational issues. Individuals or institutions interested in proposing and organizing a future IEEE SENSORS Conference should follow the steps listed below.

1. Examine the call for venue proposals that is posted to the Council Conference website annually in January. This opens a two-step bidding process for the Conference in year 20xx, consisting of a Letter of Intent (LOI) phase and a Full Bid Proposal phase. An example call for bids is included in Attachment D to this Guide.

2. Submit a Letter of Intent by the posted due date. Include all the information listed and the call for proposals for year 20xx.

3. The VSP receives, evaluates and ranks the LOIs with the assistance of the PCO.4. The VSP then invites the highest-ranking four to six LOI venues to submit a more detailed formal

Full-Bid Proposal.5. The Meetings Committee then down-selects the venues to two finalists.6. As finalists, the candidate venues can make an in-person presentation to the Council AdCom.7. The AdCom then votes to select the winning bidder.

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8. If the Conference is conducted with the cooperation of a National Society or other similar organization, then the MoU between the Council and that organization is negotiated and executed (approved by IEEE and the cooperating organization).

9. Once all the formal documents are in place, the final budget will be endorsed by the Council Meetings Committee and approved by the Council AdCom. The VP Finances will submit the final budget to the IEEE. Upon IEEE’s approval, the Conference accounts will be authorized and publicity will be initiated.

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IX. G ENERAL CO- C H AIRS

Duration of Appointment. The GCoCs are appointed 3 years before the conference. Their duties continue until the conference is officially closed by IEEE. Details on closing the Conference may be found at

htt p://ww w.ieee .or g/c o nfere nce s_e ve nts/c onfere nce s/ or ga ni zer s/c losi ng_c onfere nce_ fina n ce s.html

Role. GCoCs are appointed to oversee the activities of all Conference officials to ensure that the objectives of the Conference established by Council are met, and to serve as a focal point for communication between the Conference Organizing Committee, the Meeting Committee, and the supporting PCO. The GCoCs oversee the technical, financial, administrative and logistical management of all activities related to the Conference and uphold all policies and procedures of the Council. They sign a personal Memorandum of Understanding (MoU) with the Council President, acknowledging that they understand and will uphold all the Council and IEEE policies governing the organization and conduct of the Conference (see Attachment H).

Major Responsibilities.1. The GCoCs collaborate in arranging Conference Committee appointments

which are requested by the Council and listed below:a) Council VP of Finances serves as the Conference Treasurer.b) Conference TPC Chair is appointed by the Council Meetings Committee. c) Council Publicity Chair serves as the Conference Publicity Chair.d) Council Industry Activities Committee member serves as the Conference Exhibits Co-Chair. e) Council Educational Products Committee members serves as the Conference Tutorials Co-

Chair.

f) Conference Proceedings Editor-in-Chief is appointed by the Council Publications Committee with the advice and consent of the TPC Chair.

g) Conference Technical Track Chairs are appointed by the TPC Chair with the advice and consent of the CAP. Track Co-Chairs should be considered for tracks with a large number of submissions. These appointments should strive for regional balance.

Other leadership positions are appointed at the discretion of GCoCs. Here is the list of recommended positions:

a) Tutorials Co-Chair (must be approved by TPC Chair)b) Special Sessions Chair (must be approved by TPC Chair)c) Regional or local Organizing Committee Chair d) Exhibits Co-Chaire) Fund-Raising and Sponsorship Chair f) Social Program Chairg) Student Volunteers Chair

2. The GCoCs work with the PCO to develop a master plan including

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timelines, milestones, deadlines and checklist for the entire conference for all chairs and co-chairs. Inform the chairs of their duties and distribute materials describing the responsibilities for each position. Ensure that every person involved understands budgetary allocations, deadlines for tasks, and the basic conference policies.

3. The GCoCs work with the PCO and consult with the CAP to manage financial (central versus distributed accounting, banking, contracts, registration, donations), administrative (e.g., liaison, conference calls, program and conference committee meetings, publicity strategy, web site), and logistical management (e.g., conference week schedule, room assignments, signage, AV, catering, exhibits, final program).

4. The GCoCs work with the PCO and the local Organizing Committee to coordinate conference administration, IEEE budgeting process, preparing all materials required for an IEEE Auditing, registration including website development, web registration, badging, negotiating contract between

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hotel, conference site and IEEE, hotel website development and accommodation reservations, management of all social events, local transportation for attendees, audio visual bids and management, conference timelines, abstract handling, papers submission, coordination and communication with speakers, technical program schedule, technical program meeting coordination, development and printing of compendium of abstracts (optional), development and printing of the technical program booklet, tutorial materials, and website oversight for ongoing consistency.

5. In consultation with TPC chair, the GCoCs or other appropriate Council officers invite keynote speakers.

6. Implement an evaluation mechanism for all significant aspects of the Conference, and such mechanism patterned on those of past conferences is to provide an archive of meaningful related data.

7. Assume responsibility for each day’s opening and closing sessions at the conference.8. Participate in the Wrap-Up Meeting at the end of the Conference (usually

Wednesday afternoon) for future conference organizers and Meetings Committee members.

9. Prepare, with assistance of the PCO, agendas for committee meetings and distribute minutes of the meetings to all members of the Conference’s local Organizing Committee. Conduct the All-Hands On-Site meeting a day before the Conference.

10. Collaborate with the PCO to present progress report bi-annually to VP Conferences until February of the conference year. From February to August, report monthly and change the format from a written report to a worksheet update and teleconference. From September until October 15th of the conference year, update once every two weeks. The worksheet (to be developed by PCO and GCoCs) should cover all important aspects of the conference (administrative, promotion, coordination, exhibitors, registration tasks, with tracking of the due dates and people responsible for a particular task). The teleconferences are initiated, coordinated, and organized by the PCO and A- GCoC. The GCoCs may choose to divide the reporting tasks, but every aspect should be covered.

11. Chairing an IEEE SENSORS Conference takes a considerable amount of time, so the GCoCs should obtain the support of their employers before accepting their volunteer role.

12. The GCoCs must be IEEE members.

X. P R O F E S S I O N A L C O N F E R E N C E O R G ANIZE R SSelection. Professional Conference Organizer (PCO) is chosen every

three years by the Meetings Committee based on open bids from a minimum of three sources. Only in very special cases will the Council consider alternative PCOs, as outlined by the procedure below:

1. If an alternative PCO is proposed, the Geographic Co-Chair (G-GCoC) must present the rational for change, credentials of the alternative PCO in running successfully IEEE conferences, draft of the Memorandum of

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Understanding between the PCO and the Council clearly indicating the functions and responsibilities of the PCO, and financial commitments (fees per attendee, flat fees, materials cost, cost of travel, etc.). The decision to change (or augment) the PCO has to be approved by the Meetings Committee.

2. The MoU with PCO must be drafted and the PCO’s budget must be included in the final Conference budget before the budget is submitted to Meetings Committee, Council AdCom, and subsequently to IEEE for approval.

3. All commissions paid to PCO will enhance the conference or will offset the PCO’s fee.

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4. The IEEE Sensors Council owns all data generated for the Conference by the PCO (such as logos, design graphics, participant lists, websites and domain names, speakers details, exhibitors lists, registration details, registration reports, commissions, room usages, budgets, contracts, costs, etc.).

Responsibilities. The supporting PCO will assist the GCoCs, the CAP, and the Organizing Committee in planning and conducting the Conference. The following are some expected activities of the PCO.

1. The PCO (with the assistance of the GCoCs and in consultation with the CAP) will oversee all financial details (accounting, banking, contracts, registration, donations), administrative (e.g., liaison, conference calls, program and conference committee meetings, publicity strategy, web site), and logistical management (e.g., conference week schedule, room assignments, signage, AV, catering, exhibits, final program).

2. The PCO (with the assistance of the GCoCs and in consultation with the CAP) will coordinate all of the following items: conference administration, IEEE budgeting process, preparing all materials required for IEEE auditing, registration including website development, web registration, badging, negotiating contract between hotel, conference site and IEEE, hotel website development and accommodation reservations, management of all social events, local transportation for attendees, audio visual bids and management, conference timelines, abstract handling, papers submission, coordination and communication with speakers, technical program schedule, technical program meeting coordination, development and distribution of pocket program and tutorial materials, website oversight for ongoing consistency, preparation of the p ac king li s t (after removing the no- show and plagiarized papers). Finally, the PCO and the Proceedings EiC will submit the packing-list items to IEEE within two weeks of the Conference.

XI. T E CH N I CA L P R O G R A MThe technical program for the Conference is solicited, selected, organized, and

conducted by the Technical Program Committee (TPC), whose Chair is appointed by the Council Meetings Committee. It is strongly recommended that the TPC Chair will have served as a Track Chair at a previous IEEE SENSORS Conference. The PCO (including a Paper Submission Service) is engaged by the Council to support the TPC in its activities.

Committee: The TPC Chair, with advice and consent of the CAP, appoints the members of the TPC

for the Conference in year 20xx. The TPC consists of 150 or more experts in sensor technology from around the world. The TPC members are distributed across 8 to 10 Conference Technical Tracks that focus on specific areas of sensor technology. The TPC is balanced with approximately a third of its members residing in the Asia Pacific, Americas, and Europe/Middle-East/Africa. Specific Technical Tracks in year 20xx may continue from the Conference in year 20xx-1 or be created to target the Conference geographic venue or novel emerging technologies.

Author Deadlines. Sensor professionals and students have three options to submit their work for presentation at the Conference:

1. T w o - P a ge A b s t r ac t s : The traditional method of participating in the

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conference is to submit a two- page abstract (one page of text and one page of figures). These abstracts are due on a specified date (typically in mid April), authors are notified two months later (typically in mid June), and four-page papers are due five to six weeks after notification (typically in late July). Presentations using this option may be in a platform or poster session. Both are considered as being equally noteworthy by the Conference organizers. The traditional acceptance rate for this category has been 45% to 55%.

2. L a te N ew s P a p e rs : This option is for the latest sensor developments and requires a four-page paper ready for publication in IEEE Xplore. These papers are due a week after the deadline for Abstract- accepted papers (typically in early August) and authors are notified two to three weeks later (typically in late August). They are peer-reviewed and accepted or rejected “as is”. No opportunity is offered

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for revision and resubmission. Presentations using this option may be in a platform or poster session. Both are considered as being equally noteworthy by the Conference organizers. The traditional acceptance rate for this category has been 25% to 35%.

3. Op e n P o s t e r s : Open Posters are intended to promote discussion and networking over a wide range of sensors topics. These posters are due seven weeks before the conference (typically in early September) and authors are notified within a week. For this option, no abstracts or papers are submitted. Instead, the actual poster has to be submitted (using a standard template format) for display at the Conference. These posters will not be published in IEEE Xplore, but will be included in the electronic medium used to distribute the Proceedings at the Conference to attendees. Our traditional acceptance rate for this option has been 90 to 95%. The following are some examples appropriate for the Open Poster Session:a) A company is commercializing a new exciting sensor technology.b) An academic researcher is seeking collaborators for a new sensor project grant proposal. c) An inventor has a sensor patent available for licensing.d) An educator is seeking academic and industry collaborators to design a new sensing course. e) A research project needs some fresh sensing technology ideas for future directions.f) A company is recruiting graduate students for summer internships.

Plagiarism. IEEE policy now requires that all IEEE published content to be screened for potential plagiarism. Therefore, all submissions will be screened by the Paper Submission Service via C r o ss C h ec k – a web-based service that compares submitted manuscripts with a database of millions of published technical papers (as well as over 6 billion Web pages), and provides editors with a summary report that highlights the similarity to previously published work. The Proceedings EiC will be responsible for the rejection of papers containing significant similarity to previously published work.

Technical Program Schedule. The Technical and Exhibits portion of the Conference are normally conducted over a three-day period (Monday through Wednesday) in late October or early November. An example program schedule can be found at http://ieee-sensors2013.org/sites/ieee- sensors2013.org/files/sensors-2013_FINALPROGRAM.pdf.

Once the complete set of accepted submissions is compiled by the TPC, the individual submissions will be assigned to specific Technical Tracks. The Conference typically has eight to ten different Technical Tracks, and each Track has a Chair or Co-Chairs. Platform and poster presentations assigned to a specific Track are divided into sessions by the Track Chair(s) and the TPC Chair, and PCO staff allocate meeting space for a Track’s sessions.

The following is a suggested schedule for the Conference.• Each of the three Conference days starts with a plenary session featuring a

Keynote Speaker, whose presentation is typically scheduled for 45 minutes plus Q&A. After the plenary session, the participants split into six parallel breakout rooms to hear regular and invited paper presentations in sessions lasting 75 minutes. Regular paper presentations are normally limited to 15 minutes, including Q&A, while invited presentations are 30 minutes.

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• On Monday and Tuesday, a second 75-minute presentation session is conducted in the morning.

After lunch, a 90-minute poster session is offered, followed by another 75-minute presentation session.

• On Wednesday, only one presentations session is conducted after the plenary with Keynote. The second morning session is devoted to posters, which allows the Exhibits area to be cleared in the afternoon. After lunch, the afternoon program consists of two 75-minute presentation sessions followed by the Closing reception.

Responsibilities of the TPC Chair. The TPC Chair will

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1. Ensure that members of the Organizing Committee of this Conference do not serve as invited or keynote speakers of the Conference (to avoid perceived conflicts of interest). Invitations for these speakers should be issued well in advance (18 months or more) of the conference. The TPC Chair is selected three years in advance. The Track Chairs should be selected two years in advance. The TPC Committee members should be selected one year in advance and should reflect a regional balance between Europe/Middle-East/Africa, the Americas, and the Asia Pacific, and include members from geographic areas that regularly participate in the Conference. The TPC membership should be appointed by the TPC Chair with the advice and consent of the CAP.

2. Coordinate invited paper invitations with the Track Chairs. Avoid expanding submitted abstracts into invited papers.

3. Ensure that the technical portion of Conference (including special sessions) is strictly limited to technical functions of the meeting and is comprised of presentations selected by only the peer- reviewed process. For example, non-technical presentations by local administration and/or officials are not appropriate during the t ec hni ca l po r t i on of the Conference. However, local administration and/or officials are strongly encouraged to participate in all social functions of the conference (banquet, technical tours, etc.).

4. Propose (to the CAP and PCO) the most cost-effective location (city, country) for conducting the face-to-face TPC review meeting. The meeting should include the TPC Track chairs and a Paper Submission Service representative. The PCO is responsible for arranging the TPC review meeting.

Selection of the Paper Submission Service. The Paper Submission Service is chosen every three years by Council based on the open bid from three sources. Only in special cases will the Council consider an alternative Paper Submission Service, as outlined in the procedure below:

1. If an alternative Paper Submission Service is proposed, the GCoCs must provide the rational for changes, credentials of the alternative contractor in running successfully paper submission services for the IEEE conferences, present a draft of the Memorandum of Understanding between the Paper Submission Service and the Council clearly indicating the functions and responsibilities of the Paper Submission Service, and financial commitments (fees per attendee, flat fees, materials cost, cost of travel, etc.). To change (or augment) the Paper Submission Service has to be approved by theCouncil Meetings Committee.

2. Paper Submission Service’s budget must be included in the final Conference budget before submission to the Meetings Committee, AdCom, and the IEEE for approval.

3. The IEEE Sensors Council owns all data generated for the Conference by Paper Submission Service.Responsibilities of the Paper Submission Service. The Paper Submission Service will1. Coordinate electronic submission process of all manuscripts (Abstracts, Late-New papers, and Open

Posters), including the CrossChecking of the submissions.2. Manage the logistics of the electronic review process (guiding,

17

supporting, managing timelines, watching deadline slippage, providing consultation & continuity from previous Conferences).

3. Develop and maintain the website for electronic manuscript submission, review, and acceptance.4. Receive the final paper submissions and transform them, if

necessary, into an I E E E Xplo r e c ompli a nt f o r m a t. 5. Coordinate with the PCO in the preparation and delivery of the Conference Program Booklet and

Proceedings as described in Attachment B.

18

XII. I N D U S T RY- R E L ATE D ACT IVITIESThe Sensors Council welcomes industrial participation in our annual SENSORS

Conference. To channel more volunteer effort towards attracting greater industry participation, the Sensors Council (SC) has formed an Industry Activities Committee (IAC) to coordinate our industry-related programs. Committee members are seasoned IEEE volunteers from the Asia Pacific, the Americas, and Europe/Middle-East/Africa, and the Council’s 25 member Technical Societies. Duties of the IAC include

- Organize Industry Panels on current, interesting, and controversial topics, and populating the panels with senior representatives from sensor companies that are globally recognized.

- Conduct demonstrations on the Exhibits floor, such as new products and CAD tools.- Attract Open Posters on new product technologies.- Organize industry-sponsored applications tutorials, some on the exhibits floor.- Conduct industry sponsored student contests.- Suggest keynote and invited speakers from industry.- Solicit large international companies to exhibit at the Conference Series on a multiyear basis.

Please send suggestions for the SENSORS Conference industry program to the Chair of the IAC (listed on the Council website).

XIII. V I R TUA L C O N F ERENC E O PTI O N SThe Council encourages the Conference to make portions of the Conference

available to sensor professionals who are unable to travel to the Conference venue site. The costs of such options should be included in the Conference Budget. Such options might include, but not be limited to, video broadcast with audio feedback for Q&A, video streaming, audio streaming with visuals, delayed broadcast for later time zones, and access to archived recordings. Portions of the Conference that might be considered for virtual presence are Keynote Speakers, Tutorials, and specific Technical Tracks and/or Sessions.

XIV. S O CI A L F U N CT I O N SOpening Welcome Reception. An Opening Welcome Reception is usually

conducted on Sunday evening, the day before the first conference Technical Session. This event usually offers heavy hors d’oeuvres and drinks, with musical entertainment. Introduction of the Conference organizers is appropriate. The primary purpose of the event is networking among Conference participants.

Appreciation/VIP Dinner. This event usually takes place on Monday evening, and the purpose is to express gratitude to the Conference volunteers (Organizing Committee, TPC, Keynote Speakers, Session Chairs, and other dignitaries) who have spent time and effort on making the Conference a success. Exhibitors and Patrons can also be invited.

Gala Banquet. This event, usually held on Tuesday night, is for all Conference participants. The location for the event is recommended by the local Organizing

19

Committee and is approved by the CAP. The purpose of this banquet is to offer its participants a unique opportunity to enjoy and appreciate the local culture and art of the venue site.

Track & Session Chairs Breakfasts. A morning networking breakfast for that day’s Track and Session Co-Chairs and session speakers is recommended. This gathering gives the TPC Chair and PCO the opportunity to review the procedures for loading presentation files and recording presentations during the day’s sessions. Keeping the technical sessions on schedule, and filling voids when speakers are “no-shows,”is of paramount importance.

20

Young Professionals Reception. This event is for networking and mentoring, and is described in more detail below.

Closing Reception. After the end of the last session on Wednesday, a brief Closing Reception is recommended for Conference volunteers and participants who have “stayed the course.” At this event, the GCoCs give an overview of the successes of the conference (attendance, student, exhibitors, highlights of special events, and the like). The GCoCs for the conference in year XX+1 are also asked to invite all to the next year’s venue.

Spouse Program and Cultural Tours. The Conference should include an outstanding program for accompanying people. The Conference Social Program Chair is tasked with organizing a variety of options that will attract participants from around the world. This is a chance for the local Organizing Committee to highlight interesting landmarks and attractions in their geographic region.

XV. CO N F E R E N C E P U BL I CA T I O NS Conference Pr oce e di n g s . The Proceedings Editor-in-Chief will oversee that

generation of the Conference Proceedings and its s ubm i ss i on to I EEE Xp l o r e w ithin t w o wee ks o f the con f e r e n ce . The Proceedings will consist of four-page papers that follow format and standards set by the Council’s Publications Committee and IEEE. Enforcement of the format and quality standards is the responsibility of the Council VP Publications.

IEEE Sensors Journal Special Issues. The Conference technical Tracks are generally related to, but not duplicative of, the technical Topic Areas defined for the IEEE Sensors Journal. The Journal encourages authors of accepted Conference papers to consider expanding their papers into manuscripts suitable for submission for publication in the Journal. Guidelines for this process are described in Attachment G. The Journal may also publish special issues based on selected papers from the Conference. Plans for such issues will be announced before and at the Conference.

XVI. P U BLI CIT YThe Publicity Chair is responsible for sending email notifications about the

conference in coordination with the PCO. The extensively tested database maintained by the Council can be used to publicize Conference deadlines and other features. If a local mailing list is available, it should be provided to Publicity Chair for integration with the Council's database for announcements, mainly to avoid unnecessary duplicates.

The official Conference website URL is http://www.ieee-sensors20XX.org. A link for author submissions should be provided on the Conference website. All publicity should refer to the official URL.

The PCO and Publicity Chair are to ensure that IEEE and IEEE Sensors Council are featured equally on all publicity materials (e.g., wherever the IEEE SENSORS Conference is mentioned) including conference materials, conference website, letter head, printed materials, call for papers, call for participation, registration forms, fliers, proceedings, CDs or other electronic media, conference bags, signage, etc.).

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XVII. T U T O R IALSProgram. The Tutorials Program at the Conference occur the day before the

Opening Session. The program typically consists of two or three tracks of presentations on topics of interest in the sensors technology community. Including an Industry Applications tutorial track is highly recommended. The Council’s Educational Products Committee fosters continuity of topics from year to year. Topics are heavily influenced by the needs of sensors professionals in regional proximity to the Conference venue.

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Chairs. The Tutorials Program for the Conference is solicited, selected, organized, conducted, and published by the Conference Tutorials Co-Chairs, with the advice and consent of the CAP and TPC Chair. A member of the Council’s Educational Products Committee serves as the Tutorials Administrative Co-Chair. The G-GCoC may also appoint a Tutorials Geographic Co-Chair.

Products: The Conference tutorials are recorded and made available to attendees. The Council also gives access to the recordings through the Council’s Educational Product programs. It is hoped that these recordings will receive wide distribution to members of the Technical Societies that belong to the Council.

XVIII. STUDE N T SStudents are an important focus of the Conference. Traditionally, students represent 30% or more of the

Conference participants. The Conference features several special activities for students.

Student Travel Grants. The Council encourages the Conference to budget for travel grants for students. The procedure for soliciting, evaluating, and selecting the recipients should be organized by the CAP with the assistance of the Council Industry Activities Committee and other interested parties. The funding amount and sources for the program should be included in the Conference Budget. The Council will consider partially funding the Student Travel Grants program.

Student Leadership Committee. Building a cadre of graduate students interested in pursuing a career in sensors is a goal of the Council. The Council has established a Student Leadership Committee composed of students who have participated in previous IEEE SENSORS Conferences. At each year’s Conference, registered students are invited to join the Committee. They serve as volunteers to assist in the conduct of the Conference, assisting the Conference organizers and the PCO as needed (registration desk, session A/V operation, local guides, Camtasia recordings of speakers, information table, restocking table exhibits, etc.). Because these students also deliver papers and posters, and attend Conference Tracks, their volunteer activities are strictly limited to a few hours. Also, two student representatives are elected to serve on the Conference Student Best Paper Award Selection Committee. The students who serve on the Student Leadership Committee receive unique tee-shirts, certificates of appreciation, and are acknowledged at Council’s Awards Luncheon.

Local Student Volunteers. Students from nearby universities may be recruited to assist the Conference Organizing Committee and the PCO. Their duties are similar to those of the Student Leadership Committee, except that their hours are not restricted. These student volunteers should wear distinctive clothing (perhaps a tee-shirt) identifying them as a “Student Volunteer for IEEE SENSORS 20xx.”

XIX. Y O UNG PROFESSIONALSYoung Professionals are of increasing importance to the Conference and

Council, and the Conference features a special reception for young professionals. The Council’s Young Professionals Representative, with assistance from the PCO, organizes the reception. All Conference attendees who are within 10 years of the

23

awarding of their last academic degree are invited. Members of the Council’s AdCom attend to meet these Conference participants, and can serve in mentoring roles, if asked.

XX. PA T R O N SThe Council Industry Activities Committee, the Conference CAP, and the local

Organizing Committee are expected to engage in fund-raising from around the world, with special focus on government and industrial organizations in regional proximity to the Conference. All patrons will be recognized at the Conference Opening and Closing Ceremonies, and with signage near the specific event they sponsor. Opportunities for support include

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1. Opening reception2. Conference Banquet3. Awards Luncheon4. Closing reception5. VIP Dinner6. Social events7. Coffee breaks8. Conference badge lanyard9. Conference bag10. Tutorial sponsorship (option to provide speaker)11. Best Student Paper Award12. Student travel grants13. Recordings of tutorials and oral presentations

XXI. E X H I BIT SThe IEEE SENSORS Conference Series brings hundreds of sensor and sensor

systems practitioners together to interact and network with colleagues, learn of the latest sensor technology innovations, and meet the vendors of sensors and sensor systems that supply products and solutions to technical needs. The exhibition is closely integrated with the technical program through workshops and tutorials, plenary sessions, industry panels, sensor and sensor systems demonstrations, industry innovation sessions, and social activities for delegates and exhibitors alike. Coffee breaks and poster sessions are co-located (if possible) with the exhibit booths.

Chairs. The Exhibits Program for the Conference is organized by the Conference Exhibits Co-Chairs with the assistance of the PCO and the CAP. The Council’s Industry Activities Committee Chair nominates, and the CAP approves the Council’s Administrative Exhibits Co-Chair. The G-GCoC may also appoint a Geographic Exhibits Co-Chair.

Exhibitor Packages. Traditionally, the Conference offers four exhibitor options: Booth Only, Bronze, Silver, and Gold. Each option includes a walled booth, lighting, carpeting, electrical power, an exhibitor name sign, and the like. An example of the four options is illustrated below.

Options

BoothOnly Silver Gold P

latinum3x2m booth, lighting, power, vinyl name,carpeting

1 1 2 3

Exhibitor booth staff badges x x x xDiscounted conference registration(s)

1 2 3 4Company logo, description, and link tojob openings on Conference

x x x x

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Listed as exhibitor on printed materials

x x x x

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Listed as exhibitor/patron on website andprinted materials

x x x

Three-minute teaser presentation at theend of speaking sessions

1 2 3

Identified as exhibitor/patron on monitors during the

x x x

Identified as exhibitor/patron in electronicproceedings of technical papers

x x x

Industry Applications tutorial speakingslot (free to attendees)

Regular Keynote

One-page ad inserted in conference bag

xPamphlet advert inserted in conferencebag

x

VIP dinner ticket 1 2 3Logo with home link on Conference homepage

x

One-minute company video (Super Bowlad) before plenary

x

Customized access to a meeting room(interviews, hospitality)

x

Fee $2,000 $5,000

$10,000

$15,000

XXII. C O N F ERENC E A W A RDSThe Technical Program Committee chooses the Best Student Paper Awards,

the Best Poster Awards, Certificates of Appreciation, and Thank You Letters. The Council Meetings Committee sets the monetary value for each award.

Best Student Paper Awards. These awards recognize excellence among its student participants. To be considered for the competition, the presenting author must have been a student (at least half-time) at the time of the described research was completed and must have been the major contributor to both the written paper and to the research described in the paper. To qualify for the contest, the student must be the presenter of the paper. To win the Conference Best Student Paper Award, the student must first win a Track Best Student Paper Award. Eight to ten Track winners are chosen (based on the highest average review scores by the TPC and recommendations from the Technical Track Chairs) to make 5-minute oral presentations to the Selection Committee in a competition session organized for this purpose during the Conference. The Conference Best Student Paper Award winner is selected from Track winning finalists. The Track and Conference Best Student Paper Award winners are announced during the Council’s Annual Awards event held at the Conference.

Here is a summary of the Track and Conference Best Student Paper Awards process:Step 1) Students self-nominate their papers as part of the two-page abstract

27

submission process.

28

Step 2) Track Chairs identify the top three papers in each Track from the two-page abstract submission whose numerical scores assigned by the TPC review. These are candidates for the Track Best Student Paper Awards.

Step 3) Before the conference, the four-page submissions of these top-three Track candidates are evaluated by the Track Chairs who decide their Track’s award winner. The Track winners are notified and thus become candidates for the Conference Best Student Paper Award.

Step 4) The Track winners then attend the Conference and compete in a special presentation contest during which they deliver 5-minute summaries of their papers to a Selection Committee. To compete for the Conference Best Student Paper Award, the student must be registered for the conference, must be the first author on his/her paper, and must deliver the 5-minute presentation to the Selection Committee.

Step 5) The Selection Committee chooses only one of the Track winning student papers as the

Conference’s Best.Best Poster Awards. This award recognizes excellence among its participants

(not limited to students). The Technical Program Committee selects the best three presented posters during the poster session and all posters are reviewed for these honors. The announcement and prizes are awarded at the Awards luncheon (typically on the last day of the Conference).

Certificates of Appreciation. The Council Awards Chair will present Certificates of Appreciation to the GCoCs, the TPC Chair, the TPC Track Chairs, and the other members of the Organizing Committee.

Thank-You Letters. The GCoCs, with the assistance of the PCO, will send Thank-You Letters to all keynote, invited, and tutorial speakers at the Conference. Thank-You Letters will also be sent to all Conference supporters (donors, exhibitors, supporting government agencies, etc.).

XXIII. F I N ANC IAL M ATT E R SBudget Preparation. The Conference Treasurer and PCO (in consultation with

the CAP) prepare and submit the Conference budget to the Meetings Committee for review. The Council AdCom is the approving authority.

1. The budget (in the Council’s format) should contain three columns: Pessimistic, Most likely, and the Optimistic scenario. Based on recent experience, the estimates are Pessimistic – 550, Most likely – 650, and the Optimistic – 750. (Note: Under special circumstances, changes in these attendance estimates can be negotiated with the Meetings Committee. Budget forms can be obtained from the Council VP Finances or Treasurer).

2. Prepare the Most likely budget in the IEEE required format (this is different from the Council’s more expanded format).

3. After your budget approval by the Council AdCom, the PCO will submit the Conference financial information using the IEEE Financial form, h t tp://t a .i e ee .o r g/Fin a n c i a l/d e f a ult. a s p x

Budgeting Requirements. IEEE and the Council have placed several requirements on the Conference budgeting process:

29

1. An MoU is required when an organizational unit agrees to provide technical, managing, or financial services to the Conference (note, the IEEE Sensors Council is the sole technical and financial sponsor of the conference).

2. The Council passes to the Conference 50% of the latest IEEE overhead charged to the Council.

The other 50% is passed to the IEEE Sensors Journal.

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3. Aim for a 15% surplus (income less expenses) for Optimistic; 10%, for Most likely; and 5%, for Pessimistic. Under special circumstances, these levels can also be negotiated with the Meetings Committee.

4. Non-member registration fees shall be a minimum of 20% higher than fees for members of IEEE or cooperating organizations.

5. The Council has established reimbursement guidelines for the Conference (see Attachment C). The GCoCs, Treasurer, CAP, and PCO follow these guidelines when developing the Conference budget. This same group can develop discretionary policies (i.e. those policies not outlined by the Council) governing the conference activities, including registration policies, compensation guidelines, expense reimbursement guidelines and payment approval guidelines. Discretionary policies are implemented by the PCO and monitored by the Treasurer.

6. Contracts valued over US $25,000 must be forwarded to IEEE for review & execution. IEEE Conferences staff will review your hotel/convention center contracts to ensure that your conference is receiving the best possible services and rates.

7. Outside services such as AV, transportation, printing costs of conference material, USB flash drives for proceedings, gift bags for attendees should include obtaining bids from multiple companies (2-3).

8. Conference Speaker honoraria and reimbursements will follow the Council guidelines provided in

Attachment C.9. The PCO must review and the Conference Treasurer (who is also the

Council VP Finances) must approve all items that exceed the approved budgeted expenses.

10. In coordination with Conference Treasurer, and after budget approval by AdCom and IEEE, the PCO will establish the IEEE Concentration Banking (to handle expenses in US Dollars). Council VP of Finances and PCO will provide necessary guidance on opening the bank account, Signature Cards, Certification of Accuracy, Schedule of Payment forms 1009 & 1042, as well as financial reporting workbook, and Conference Audit Material Checklist (see Attachment F of this Guide).

11. The GCoCs must work with the IEEE Business Unit and Conference PCO while

a) engaging all Conference vendors, including Registration Management, Conference

Management, Audiovisual, etc.,b) evaluating vendor proposals, and c)

entering vendor contracts.

12. The GCoCs must endorse all contractual agreements for the conference. After endorsement, the PCO and Conference Treasurer review/negotiate and execute contracts to ensure compliance with IEEE contracting guidelines. The GCoCs will review all major contracts with the CAP before endorsement.

13. The GCoCs are ultimately responsible for the revenue and expenses of the

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conference and thus responsible for generating the budgeted surplus. Note that the Financial Reporting Workbook is a living document, and that working with the PCO to keep the spreadsheet up-to-date throughout the conference planning is a good way to stay on budget.

XXIV. C O N F ERENC E F I N A L REP O RTWith support from the PCO, the GCoCs must prepare a Conference Final Report and deliver it to the

VP Conferences no later than 120 days after the Conference. The Final Report must include the “Conference Audit Material Checklist” provided by the IEEE Business Unit (see Attachment F). This information will be posted in the “For the AdCom” portion of the Sensors Council Website, as a reference for future Conferenceleaders. The Final Report should include all items on the Audit Checklist and

22

1. A copy of the Financial Reporting Workbook, including Budgeting, Summary, Revenue and Expense

Detail Forms with actuals provided in the designated columns on the budget detail.

2. All registration details (fees and number of attendees for each category) and figures which will help future years' conference organizers.

3. Minutes of all Conference Committee meetings as required by the IEEE audit checklist.4. Minutes of teleconferences on progress updates as outlined in Section 16 of this section.5. List of conference participants.6. Fund-raising strategy.7. Publicity strategy.8. Conference management strategy.9. Summary of tools used to perform functions, e.g., software for

accounting, registration, sample forms or systems, etc.10. Lessons learned and a critique of problem areas and list of things you would have done differently.

This will greatly enhance the efficiency and quality of planning for future Conferences.

The Conference Final Report shall be archived by the Council Administrative Assistant in the “For the

AdCom” section of the website.

The conference historical data file, archived in the “For the AdCom” section of the website, shall be updated by the Council Administrative Assistant in a timely manner.

XXV. C O N F ERENC E TIM ELI N EThe GCoCs, with the assistance of the PCO and CAP, must develop a master

plan including timelines, milestones, deadlines and check lists for the entire Conference. The GCoCs and PCO are responsible for ensuring that the Conference planning stays on track and meets schedule. A detailed IEEE Conference Checklist to aid the Conference planning process can be found at

http:// www .i eee .o r g/ d o c um e n ts /300 1 2586.pdf

Attachment A-1 gives a timeline example from IEEE SENSORS 2007. Preferred Meetings Management was the PCO in 2007. In 2011, Conference Catalysts became the Council’s Conference PCO. AttachmentA-2 gives an example of one of our more recent conferences, IEEE SENSORS 2013.

All the Council and Conference Committees are required to follow the general timeline displayed in the table below. All questions related to the Conference and its timeline should be directed to the PCO (Conference Catalysts) and the VP Conferences.

Year Months

Action

Committee

23

-4 -44 to -42

Letters of Intent VSP-42 to -40

Solicit bids from up to six candidates

VSP-40 to -38

Preliminary budgets preparation, venuedescriptions, proposed Conference leadership teams, bid proposals to

VSP

-38 to -37

Down selection of bids to two finalists

Meetings Committee

-3 -36 Formal PP Presentation to the AdComapproval.

VSPVP Conferences

24

-36 Select winning venue bid AdCom-36 Appoint CAP VP Conferences &

President-36 GCoCs appointment letters and

Council-GCMoUs

CAP & VP Conferences

-36 to -24

Website preparation Flyer/CFP Edition

CAP

-36 to -24

Negotiate MoUs with cooperating/hostingorganizations

CAP

-30 to -24

Sign the negotiated Council-CooperatingOrganization MoUs

Cooperating Organization Officials, Council President, and

-30 to -24

Negotiate with conference venue conferencecenter, hotels, transportation companies,meal vendors, etc., to collect

Local OrganizingCommittee Chair andPCO.

-2 -24 to -21

Prepare the Conference final budget andsubmit it to the Meetings

CAP

-24 to -21

Approval of the final budget by the Council and submission to

AdCom

-20 to -18

Final budget approval. IEEE-18 to -14

Major publicity campaign CAP-18 to -14

Sponsors search begins CAP-18 to -3

Exhibitor chase CAP-9 to 0 Organize the Technical program TPC

0 0 Conduct Tutorials TPC0 0 Conduct Conference Technical

Platform andPoster Sessions

TPC

0 0 Best Student Paper and Best Poster Awards

TPC0 0 Wrap-Up report CAP+1 6 Audit books closed CAP+1 6 Conference closed GCoCs, PCO, VP

Finances

XXVI. RESO U R C E M A T E RIA L S1. Consult the IEEE website on Organizing an IEEE Conference,

http:// www .i eee .o r g/ we b/ c on f e r e n ces /o r g a ni ze r s /ind e x.html

2. Refer to “How to Plan an IEEE Conference: Checklist & Timelines”:

http:// www .i eee .o r g/ p o r t a l / c m s _do c s _ip o r t a l s / ipo r t a l s / c on f e r e n ce s / o r g a ni ze r s /t i m e lin e .pdf

25

3. Use “Required Documentation for IEEE Conferences” for Organizational, Business & Legal, Finance, and Conference Publications related issues:

http:// www .i eee .o r g/ we b/ c on f e r e n ces /o r g a ni ze r s / r e qu i r e d_do c um e n t a tion.h t ml

4. Review “IEEE Conference Organization Manual”:

http:// www .i eee .o r g/ we b/ c on f e r e n ces /mo m /ind e x.h t ml

5. IEEE Policy for Conferences:

http:// www .i eee .o r g/ we b/ a boutu s / w h a ti s /poli c i e s / p1 0 .0.html

6. Review materials of previous IEEE SENSORS conferences (e.g., final reports, websites, post- mortem presentations, lessons learned). Many of these documents, including feedback from General Chairs of previous IEEE SENSORS conferences, can be found at the official IEEE Sensors Conference archival website http://www.ieee.org/sensors. Current Agency and eServices may also be sources useful information.

XXVII. L I S T O F ATTACHMENTS

NOTE: In the final document, all the attachments will be posted as weblinks. They are attached hereafter as drafts until the final approval by the Council AdCom.

A – Examples of Timelines and Responsibilities (IEEE SENSORS 2012 and 2007)

Weblink:

B – Publication Requirements for Program Booklet and ProceedingsWeblink:

C – Conference Reimbursement GuidelinesWeblink:

D – 2017 Conference Bid Package RequirementsWeblink:

E – IEEE Memorandum of UnderstandingWeblink:

F – IEEE Conference Audit Material ChecklistWeblink:

G – Guidelines for Expanding Conference Papers for IEEE Sensors Journal Submission

Weblink:

26

H – Example Council General Co-Chair MoU Weblink:

27

Attachment A: Examples of Timelines and ResponsibilitiesThis Attachment gives two example lists of Tasks and Responsibilities (IEEE SENSORS 2012 and IEEE SENSORS 2007

IEEE SENSORS 2012

Tasks

Due DateNov. 1, 2010

Responsible*

Select General Co-Chairs Nov. 1, 2010 AdCom.Select TPC Chair Nov. 1, 2010 Meetings

Comm.Select Regional TPC Co-Chairs May 1, 2011 Weileun FangReserve venues/hotel(s)/book space May 1, 2011 PCO

TICC Nov. 1, 2011 PCOTWTC Nov. 1, 2011 PCOThe Grand Hotel Nov. 1, 2011 PCOGrand Hyatt Nov. 1, 2011 PCOHoward Hotel Nov. 1, 2011 PCOAt Boutique Hotel Nov. 1, 2011 PCO

Fullerton Hotel South Nov. 1, 2011 PCOFullerton Hotel North Nov. 1, 2011 PCOFullerton Hotel East Nov. 1, 2011 PCOHotel Eclat Nov. 1, 2011 PCOUnited Hotel Nov. 1, 2011 PCOPacific Business Hotel Nov. 1, 2011 PCORoyal Biz Hotel Nov. 1, 2011 PCOThe Tango Taipei Nov. 1, 2011 PCOHome Hotel Nov. 1, 2011 PCOShangri-La Nov. 1, 2011 PCOW Hotel Nov. 1, 2011 PCO

Eastern Star Hotel Nov. 1, 2011 PCOSpouse Tour Arrangement Nov. 1, 2011 Yu-Cheng LinDraft Conference budget Nov. 1, 2011 PCOHold Telecon Nov. 1, 2011 PCOSubmit budget to Steering Committee Nov. 1, 2011 PCOSet up Conference site on webpage Nov. 1, 2011 PCODevelop Call for Papers Nov. 1, 2011 PCO/committeeFirst calendar notices to magazines (if applicable)

Nov. 1, 2011 PCOBegin Exhibit sales Nov. 1, 2011 PCODistribute CFP to magazines, web & mailing lists

Nov. 1, 2011 PCOSubmit Conference budget to IEEE Nov. 1, 2011 PCOSubmit IEEE insurance forms Nov. 1, 2011 PCOSubmit IEEE conf. info. form Nov. 1, 2011 PCOSubmit IEEE conf. publications form Nov. 1, 2011 PCORequest seed money from IEEE Nov. 1, 2011 Mike McShanePrepare slides for SENSORS 2011 Nov. 1, 2011 J.C.

Chiou/WeileunFang

28

Arrange entertainment for Banquet Nov. 1, 2011 J.C. Chiou/WeileunFang

Find sponsor for Appreciation Dinner Nov. 1, 2011 J.C. ChiouLine up Promotional Partnerships Nov. 1, 2011 J.C. ChiouWork on external funding options through MeetTaiwan

Dec. 1, 2011 J.C. Chiou

Identify Technical Committee Dec. 1, 2011 Weileun Fang Begin Keynote Speaker identification Dec. 1, 2011 Committee Open Conference bank account Dec. 1, 2011 Mike McShane Begin Reviewer identification Dec. 1, 2011 Weileun Fang Plan invited sessions, tutorials Dec. 1, 2011 Weileun FangAuthor kit on web Dec. 1, 2011 PCO/Weileun FangHotel Reservation form on web March 1, 2012 PCOAssign Abstracts to Reviewers May 1, 2012 Weileun Fang Deadline for receipt of Abstracts June 1, 2012 Weileun Fang Finalize Tutorial Speakers June 1, 2012 Weileun Fang Finalize Invited Speakers June 1, 2012 Weileun Fang Confirm Keynote speakers July 1, 2012 Vig, Chiao, Fang Poster/Exhibit Layout finalized July 1, 2012 Weileun Fang Arrange for AV, registration assistance July 1, 2012

PCO Author/Attendee registration form on web July 1, 2012 PCO Exhibitor/Author registration form on web July 1, 2012

PCOOpening session plans finalized July 1, 2012 Vig & Chiao National Tour plans finalized July 1, 2012 Vig & Chiao Welcome reception plans finalized July 1, 2012 Vig & Chiao Deadline for receipt of reviews July 5, 2012 Weileun Fang Accept/Reject Notification to Authors July 9, 2012 Weileun Fang Copyright form on web July 9, 2012 PCODecision on Signage July 15, 2012 Vig & ChiaoBus Transportation Details Finalized (Gala, Museum Tour)

July 15, 2012 Chiao, Lin

Spouse Tours Finalized and on website Aug. 1, 2012 Chiao, Fang Deadline for receipt of final papers Aug. 10, 2012 Weileun Fang Finalize session chair selection Sept. 1, 2012 Weileun Fang Advance Program on web Sept. 1, 2012 PCOOrder speaker gifts Sept. 1, 2012 PCO/Weileun FangDeadline for bios from authors Sept. 1, 2012 Weileun Fang Invitation and "duties" letter to session chairs Sept. 1, 2012 Weileun Fang Cover art for proceedings Sept. 1, 2012 PCO

29

Conference USB-drive proceedings done Sept. 15, 2012 PCOPrepare, Order signs Sept. 15, 2012 PCOPrepare on-site program Sept. 15, 2012 PCOExhibit Layout finalized, instructions sent toExhibitors

Oct. 1, 2012 PCO

Finalize menus, review hotel/venue arrangements Oct. 1, 2012 PCO Proceedings to printer (PCO, LLC) Oct. 1, 2012 PCO Prepare for Camtasia recording Oct. 1, 2012 PCO

30

Conference evaluation formsCFP - Following YearAt-Door Program sent to PrinterFinal review of room requirements at hotel/venueFinal review of BEO'sTickets, badges, receipts, certificates preparedPreCon meeting with venue staffConference takes placeConference review: Lessons Learned Letters of appreciation to all key speakers Preliminary financial report

Oct. 12, 2012Oct. 12, 2012Oct. 12, 2012Oct. 19, 2012Oct. 19, 2012Oct. 19, 2012Oct. 26, 2012Oct. 28, 2012

PCO PCO PCO PCO PCO PCOPCO/GCoCs

AuditConference closing

Feb. 1, 2013Feb. 1, 2013

Mike McShaneMike McShane & PCO

* Note that the PCO for this Conference was Chris Dyer of Conference Catalysts, Inc.

IEEE SENSORS 2007

Responsibilities* A D M I N I S T R AT I ON C h a i r s P CO T a s k Due D a te Determine all deadlines Sept. 1, 2006 x xPCO Contract to Chairman/IEEE Sept. 1, 2006 xDetermine IEEE Budget March 1, 2006 x xDetermine Operational Budget July 1, 2006 x xMonthly Accounting On-going xProcess Monthly Financial Reports to Chairs

10th/Month xForms to IEEE Sept. 1, 2006 xDesign Program Structure Feb. 2006 x xSite Selection and Conference Date Selected

Feb. 2006 x x2nd Site Meeting Walk Through Oct. 2006 x x3rd Site Meeting Walk Through June 2007 x xHotel Contract Approved and Signed by IEEE

Dec. 1, 2005 xProcess all Invoices and Payments Ongoing xFinal Financial Books to Chairs April 2008 xFinancial Books to Auditors April 2008 xFinal Report to IEEE May 2008 x

P R O M O T I ON C h a i r s P CO T a sk Due D a te Logo and Letterhead Sept. 1, 2006 x xMailing List Updated Ongoing

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1st Call for Papers Postcard Rough Sept. 1, 2006 x x1st Call for Papers Printed Sept. 15, 2007 x1st Call for Papers Delivered to Korea

Oct. 3, 2006 x1st Call for Papers Labels/Emails Ready

Oct. 15, 2006 x1st Call for Papers Mailed Feb. 10, 2007 xWeb Site Created/Ongoing Oct. 1, 2006 x xJournal Announcements Mailed Oct. 1, 2006 xFinal Call for Papers Postcard Rough Draft

Feb. 1, 2007 x xFinal Call for Papers Printed Feb. 15, 2007 xFinal Call for Papers Labels/E-mails Printed

Feb. 15, 2007 xFinal Call for Papers Mailed Feb. 16, 2007 xInitial Rough Draft of E-Promotional Brochure

April 31, 2007 x xFinal Draft of E Promotional Brochure

May 31, 2007 x xE-Promotional Brochure to Website May 31, 2007 xPostcard Announcement of Program draft

May 15, 2007 x xPostcard Announcement of Program Printed

May 20, 2007 xPostcard Program Labeled and Mailed

May 31, 2007 x

C OO R D I N A T I ON C h a i r s P CO T a sk Due D a te Select Site for TPC Meeting March 2006 xContract Site for TPC Meeting March 2006 x Request to Ex. Committee for TPC names January 2007 x Invited TPC Members w/ dates March 24, 2007 x TPC Members Confirmed April 23, 2007 x Invited Speakers April 23, 2007 xGet bids for copying of Technical Digest April 23, 2007 x xOrganize Bible for Abstracts June 2007 x Create Excel Format for Reviewing/Tab July 24, 2007 x x Abstracts Due April 17, 2007Abstract Assignments Made to TPC April 23, 2007Abstracts Available to TPC members April 27, 2007TPC Scores Due April 23, 2007 xTPC Meeting in Atlanta May 10 & 11, 2007 xSelect Session Chairs May 11, 2007 xProgram Determined May 11, 2007 xAuthors Notified May 22, 2007 xAuthor’s confirmation e-mail May 23, 2007 x x

•Author's Kit Information w/ deadlines•A.V. Form (1 for each presentation)•Conference Registration Form•Speaker Bio Form

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•Maps•Car/Airline Information•Hotel form

Travel Arrangements for Inv. speakers/

July 1, 2007 xChairmen/staff July 1, 2007 x x

Final Manuscripts and forms due from Authors

July 20, 2007 xProceedings/CD to Printer (IF PRIOR)

Aug. 1, 2007 xDetermine menus/room set ups Sept. 15, 2007 x xSend Program requirements to Facilities

Oct. 1, 2007Organize AV Sept. 15, 2007 x

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Speaker Information Sheets to speakers Oct. 1, 2007 x All Directional/ID Signs Ordered Oct. 1, 2007 x Proof Function Sheets from Facilities Oct. 1, 2007 x x Guarantees to Facilities Oct. 15, 2007 x Announcements outlined for Session Chairs Oct. 1, 2007 x x Arrival of all material to Atlanta/CD? Oct. 22, 2007 x x Verify hotel sleeping rooms Ongoing starting July. xThank You’s Nov. 15, 2007 xReimbursements Dec. 1, 2007 x

E XH I BI T O R S /MEMS ISG Chairs PCO T a sk Due D a te Contact Companies for Exhibition/Benefactors Dec. 2006 x x Identify Companies Ongoing x x Create Display Contract Oct. 2006 x Confirm Exhibitors Ongoing x Contract with Drayeage Company Nov.2006 x Coordinate details w/ Drayeage Company On-going x Prepare on-site material for Distribution Jan. 2007 x

R E G I S T R AT I O N Chairs PCO T a sk Due D a te On-line Registration Draft Sept. 15, 2006 xOn-line Registration Operational

Nov. 1, 2006 xOrganize Database information Dec. 1, 2007 x

• Receipts• Invoice• Attendance List• Participant List

Draft Confirmation Letter Due Nov. 30, 2006 x• map• air/car information• receipt/invoice• verification of workshops

On-site registration personnel June 1, 2007 xPrinting Deadline Sept. 15, 2007 x

• Tickets• Tote bags• Plaques

Copies Made and Packets Stuffed/Shipped Oct. 22, 2007 x

• Calendar of Events• Handouts??• General Information• Participant List• Evaluation

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Ribbons ordered for Sept. 1, 2007 xNametags (ALL) Oct. 22, 2007 xPetty Cash Oct. 15, 2007 xOrganize registration personnel Oct. 22, 2007 x

• check-in sheets

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• time sheets• balance sheets• information sheet• pens/pencils• extra tickets to sell

Organize and ship all Internal Oct. 15 & 22, 2007 xTally evaluations Dec. 1, 2007 x

* Note that the PCO for this Conference was Katharine Cline of Preferred Meeting Management, Inc. (PMMI).

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Attachment B: Publication Requirements for Program Booklet and Proceedings

This Attachment describes the requirements for the Conference Program Booklet and Conference

Proceedings.

1. Program BookletA paper Program Booklet (pocket-size) must be available at conference, in good-quality print. The Program Booklet should contain

a) Technical program with title, authors, affiliation; program overview including time and dates (on max 2 pages); Paper numbers on Monday starting with M, Tuesday with T, Wednesday with W; Posters get “P” added.

b) Welcome words from the General Co-Chairs, c) Words on the program from the TPC-chair(s), d) Contents list,e) Author index (including co-authors), f) Travel information,g) General information,h) Restaurants, social program, conference facilities i) Keynotes, invited speakersj) Tutorialsk) Organizing committeesl) Technical program committeem) Support(ers)n) Exhibitors

2. ProceedingsThe papers in the Proceedings should not be longer than 4 pages. The Proceedings must get an ISBN.The Proceedings papers should be t r a n sf e r r ed to I EEE f or publi ca ti o n in Xplore

(after removal of no-shows and those not meeting IEEE publishing standards)

The Proceedings should be on a USB drive or other electronic data storage device. The Proceedings must be available for the participants at the Conference.

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Attachment C: Conference Reimbursement Guidelines

This Attachment describes the reimbursement scheme of IEEE SENSORS Conferences

1. Organizers of Special Sessions:- No reimbursement

2. Invited Speakers:- About 12- Complimentary registration,- If the budget allows, consider reimbursing travel costs up to USD 500 (if invited speaker comes to the

Conference from another continent).- Speakers have to fill out a W8 or W9 form to receive compensation (a US Tax requirement).

3. Tutorial Instructors:- about eight- Complimentary registration, or an honorarium of USD 1,000.- Instructors have to fill out a W8 or W9 form to receive compensation (a US Tax requirement.

4. Plenary Speakers:- Normally two to four- Complimentary hotel accommodation (max. 4 nights, normally organized by G-GCoC),- Complimentary registration,- Reimbursement of travel costs up to maximum of USD 1000 (travel

arrangements to be made by themselves).- Speakers have to fill out IEEE expense form and a W8 or W9 form to receive travel reimbursement.

5. VSP and CAP Member Expenses:- These expenses are not part of the Conference budget- These expenses are part of the Council budget and are covered by funds derived from other sources.

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Attachment D: 2017 Conference Bid Package RequirementsThose interested in hosting future IEEE SENSORS Conferences should prepare a bid package that covers the topics listed below. The IEEE Sensors Council's Meetings Committee will review the submissions and respond. Our goal is to select conference venues three years in advance. IEEE SENSORS 2017 will be held in IEEE Region 8 (Europe, Middle East and Africa).Decisions on future locations are made by the IEEE Sensors Council Administrative Committee at the IEEE SENSORS Conference (usually held in November). Letters of Intent to bid for SENSORS 2017 will be accepted from January 1, 2014 - May 1, 2014. Those selected to submit formal bids will be contacted and will to submit formal bids before July 31, 2014. Bids should be submitted to Judy Scharmann, j.scharmann@conferencecatalysts.com, with a copy to Yu-Cheng Lin, yuclin@mail.ncku.edu.tw.Formal bids should include1. Proposed Conference VenueThe venue should be able to handle up to 1000 participants in plenary sessions, up to 800 for banquets, and up to 8 parallel platform sessions (each room seating 125 to 175 participants). Near the platform sessions, exhibit space should be in a common area to accommodate morning and afternoon breaks, up to 25 company booths, and up to 200 poster presentations (100 double-sided display boards). The banquet area should be approximately square-shaped. The space for platform and banquet presentations should provide goodvisibility for all participants (six-meter or higher ceilings are desirable).-Provide estimated costs for meeting and banquet space.-Provide available audio/visual specifications and rates.- List any government permits/restrictions and taxes.- Propose conference dates that schedule tutorials on Sunday and the main conference sessions Monday, Tuesday, and Wednesday.- Detail any security needs and arrangements. Note that the personal safety of participants is a concern in our venue selection process. St a t e a ny s ec u r ity p r eca uti o ns th a t s hould be giv e n pot e n ti a l p a r ti c ip a n t s 2. International Air Access & Local TransportationConvenient access for international travelers is an important factor in site selection.- Catalog international air carriers that service nearby airports.- Give example of round-trip airfares from representative international destinations such as London, Frankfurt, New York, Chicago, Los Angeles, Tokyo, Sydney, etc.- Provide visa requirements.- Summarize local public transportation facilities and schedules.3. Expected Weather ConditionsIEEE SENSORS Conference takes place between late October and early November. - Give historical weather summaries from October 25 to November 5.4. Accommodations for Professionals and StudentsConference Catalysts is the company that assists with the management of the

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IEEE SENSORS conference series, and negotiates hotel contracts and discounted rates for professional and student participants in our conference series. Estimates of expected hotel expenses are needed early in our venue screening process.- Provide a list of hotels, the number of rooms for each, and their distance and accessibility from the conference venue and from restaurants and shopping districts.

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- Furnish estimated reduced room rates for professionals and students.- List estimated reduced room rates for early arrivals and late departures. - Provide details regarding transportation modes and schedules between the conference venue and recommended hotels.

5. Support from Local VolunteersIEEE SENSORS Conferences are led by two General Co-Chairs, one from the venue country and another with IEEE Sensors Council administrative experience. Local volunteers are needed to assist in registration, session A/V, venue guidance, social programs, local tours, etc.- Recommend a Geographic General Co-Chair and provide a supporting Curriculum Vita.- Highlight any local IEEE or other professional society volunteers that will be involved.- List any other local organizations that will provide volunteer support.6. Summary of Past IEEE Technical Conferences at the VenueThe Council usually prefers to locate IEEE SENSORS Conferences at venues that have hosted other successful IEEE technical conferences.- Catalog any recent IEEE conferences at this venue and indicate their financial sponsors with contact information.7. Local Industrial Interests in SensorsThe Council prefers to locate IEEE SENSORS Conferences at sites near industries that utilize sensors in their commercial products.- Provide a list of such local companies with contact information.- Indicate which of these companies are potential exhibitors at the IEEE SENSORS Conference.8. Potential Financial Support from Government and IndustryThe success of the conference often hinges on its ability to attract financial support from governments and industry.- List any expected support from government grants.- Outline prospects for support from industrial sources. - List any expected support from other sources.9. Options for Technical ToursLocal organizations can publicize their activities/operations by offering technical tours for IEEE SENSORS Conference participants.- Provide a list of potential technical tours near

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the venue site.10. Social Program Possibilities and Nearby Tourist AttractionsEvery IEEE SENSORS Conference offers a social program. As a minimum, a banquet and local tours for conference participants and their spouses are held.- Provide a list of potential banquet venues/options.- Provide a list of potential local tours.- Include a list of pre- and post-conference full-day tours of nearby tourist attractions.

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Attachment E: IEEE Memoranda of Understanding

The IEEE has strict requirements for these memoranda, which can be found at

http://www .i eee .o r g/ c o n f e r e n ce s _ e v e nt s / c o n f e r e n ces / o r g a ni ze rs / m e mo r a n dum_ o f _und e r s t a nd i ng.html :

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Attachment F: IEEE Conference Audit Material Checklist

CONFERENCE TITLE: 1. CONFERENCE DATES:

For the Audit purposes of the above conference, the following materials are submitted for review. A c h eck m a r k i n dicates the m at e r i al s u b m itt e d f o r a u di t . Electronic files are acceptable.

Final Financial Reports and all Supporting Detail Schedules. This should include a li s t of disbursements for each line item on the financial reports.

Original Invoices for a ll disbursements.

B a nking I n f o r m a ti o n :

C on ce n t r a tion B a n king ο Bank Reconciliations ο Deposit Slipsο List of checks for all paymentsο Completed Destroy Check Form

B a nk a cc ount ( s ) oth e r th a n C on ce nt r a ti o n B a nk i ng: ο Bank Statements ο Cancelled Checks ο Bank Reconciliationsο Deposit slips ο List of checks for all payments

Credit Card Merchant Statements, including fees charged. Indicate whether you used:

ο IEEE Service ο Other Bank

Minutes for all Conference Committee Meetings (Link to website if available)

Contracts and Service Agreements.ο Conference Management Services ο Social Events ο Hotel

ο Procurement Deptο Meal/Other Service Pricing Schedules ο Credit Card Service ο Audio/Visual ο Other

Registration Reports and Summary of registrants by type and event (including a 10% sample of registration forms).

ο Advance Registration Reports ο On-Site Registrations Reports

A list of Exhibitors and a sample of agreements.

A list of Grant/Sponsor(s). Include supporting documents.

Did you have a “Petty Cash Fund”? On-site registration fund? ο Yes ο No

Please c h ec k the status of the following at the time files are submitted for audit: Bank Accounts ο Open ο

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ClosedLoan Repayment ο Yes ο No Loan Amount $ Submitted Surplus ο Yes ο No

Surplus Amount $ Audit fee Paidο Yes ο No

I099 Schedule of Payments submitted to IEEE Conference Finance ο Yesο No

I042 Schedule of Payments submitted to IEEE Conference Finance ο Yesο No

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Attachment G: Guidelines for Expanding Conference Papers for Submission to theIEEE Sensors

The IEEE Sensors Journal encourages authors who have published at recent technical symposia, meetings and conferences to submit expanded, archival quality versions of their conference papers. Manuscripts of such expanded papers submitted for publication in the IEEE Sensors Journal must clearly disclose the earlierpublication, by providing in a first page footnote the IEEE Xplore URL of the conference paper or its DigitalObject Identifier (DOI) if it was published elsewhere.

It is difficult to specify precisely what authors should do in this expansion and improvement of their conference papers – each case will be unique. However, below we offer guidelines to help the authors decide what they wish to include in the expanded manuscripts.

• Use feedback obtained at the conference to update, revise, and rewrite the paper, as appropriate, to improve the paper’s overall quality.• Add new material to your paper. Typically, your conference paper will grow to 8 pages, which allows the inclusion of new text, figures and data.• Include a footnote in the submitted manuscript stating, e.g., "An earlier version of this paper was presented at the XYZ Conference and was published in its Proceedings." and include a web-link to the already published paper.• Highlight the new sections, figures, etc. in the expanded manuscript to expedite processing.• Provide a copy of the original conference paper (upload an additional PDF file during the submission process).

All expanded papers will undergo our standard peer-review process. While manuscripts differ in topics, methodology and reporting style, we can say that expanded manuscripts which have followed the suggestions above have been received well by our Reviewers and Associate Editors.

Expanded papers should be submitted through the Scholar One portal for the IEEE Sensors Journal:http:/ / m c .m a nu s c r ipt ce n t r a l. c om/ s e n s o r s

Please check on the submission page if the Manuscript Type menu contains entry “Expanded Papers from the XYZ Conference”. If a precisely matching entry is not available, please choose“Regular paper”.

Further details about publishing in the IEEE Sensors

Journal can be found at http:// www .i ee e-

s e n s o rs . or g/jou r n a ls

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Editorial BoardOctober 2013

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Attachment H: Example Council General Co-Chair MOU

MEMORANDUM OF UNDERSTANDING IEEE SENSORS COUNCIL AND

GENERAL CO-CHAIR OF IEEE SENSORS 20XX

TO: name , General Co-Chair of IEEE SENSORS 20xxFROM: name ,VP Conferences, IEEE Sensors CouncilDATE: date

CC: Meetings Committee, IEEE Sensors Council

This Memorandum of Understanding (MoU) is made of this date between the IEEE Sensors Council, represented by the VP of Conferences, and the General Co-Chair of the IEEE SENSORS 20XX named above (hereinafter referred to as "GCoC").

Witnesseth that, in the consideration of the mutual promises hereinafter set forth, the Council and GCoC do hereby agree as follows:

SPONSOR CONTACTCouncil is the sole financial and technical sponsor of the Conference. The Vice President of Conferences (or a

designated person approved by the Council’s ExCom), is the primary contact for the GCoC and is the IEEE personto whom the GCoC reports on a regular basis.

DURATION OF APPOINTMENTGCoC is appointed for the duration of up to 48 months (up to three years before the Conference and one year

after the Conference).

RESPONSIBILITIES, ACCOUNTABILITY, AND AGREEMENTSThe Council has adopted a Conference Planning Guide that describes how the Conference shall be organized

and conducted. The GCoC will follow this Guide in performing the duties and responsibilities of this office.

ENFORCEMENT OF THIS MOU AND RESOLUTION OF CONFLICTSThe Professional Conference Organizer (PCO) hired by the Council to support the Conference and its officials

is responsible for monitoring adherence to this MoU. The PCO and GCoC should make their best efforts to resolve disagreements, misinterpretations, and noncompliance. If disagreements cannot be resolved by the PCO, GCoC, and VP Conferences, the President of the Council will be the deciding authority.

ATTESTATIONSThe GCoC (1) is an IEEE member in good standing, and will remain so during the term of this MoU, (2) has

read and understands the Council’s Conference Planning Guide, (3) will faithfully adhere to the procedures and policies as described in the Guide, (4) will be able to commit the time needed to fulfill the duties and responsibilities as described in the Guide, and (5) has the support of his/her employer to undertake this important volunteer role.

IN WITNESS WHEREOF, the parties hereto have executed the MoU in duplicate, each of which has the full force and effect of an original and is effective on the date first written above.

For the Sensors Council:

By:

For the GCoC:

By:

Title: VP C o n f e r e n ces Date:

Title: General Co-Chair Date: