IEEE R8 Committee Meeting – Malta,25-27th April 2008
R 8 Subcom. Conf. Coord.
R8 Conf. Coordinator
Francisco Sandoval
IEEE R8 Committee Meeting – Malta,25-27th April 2008
Sub-Com. Members
Prof. Gerhard Hancke Prof. Francisco Sandoval Prof. Marian Kazmierkovski Prof. Peter Farkas Prof. Gerard-Andre Capolino Dr. Jacob Baal-Schem Prof. Andrey Fionov. Prof. Alexander Mikerov Dr. Ing. Carl James Debono
IEEE R8 Committee Meeting – Malta,25-27th April 2008
Meeting agenda Conf. SC
Samantha Padilla (IEEE Staff Director, Meetings and Conferences) will focus her comments on a R8 conference activity overview and conference projects in progress, as I suggested her.
IEEE R8 Committee Meeting – Malta,25-27th April 2008
IEEE Conferences
Samantha H. PadillaStaff Director – Meetings and [email protected]
Region 8 Meeting
IEEE R8 Committee Meeting – Malta,25-27th April 2008
IEEE Global Conference Business
In 2007 IEEE… Sponsored over 850 conferences
In 62 countries
Touched approximately 400,000 attendees
Partnered with over 500 non-IEEE entities
Acquired over 800 proceedings
Generated over $100 million in revenue
THANK YOU
IEEE R8 Committee Meeting – Malta,25-27th April 2008
IEEE Financially Sponsored/Co-Sponsored Conferences and Locations
371401
461
540558
0
100
200
300
400
500
600
2003 2004 2005 2006 2007
TOTAL
Reg 1-6
Reg 7
Reg 8
Reg 9
Reg 10
44% R7-10 52% R7-10
IEEE R8 Committee Meeting – Malta,25-27th April 2008
2007 IEEE Conference Overview…
Society/Council
441
Geo Unit
84
Joint
28
•558 Conferences •2.5% of S/C conferences technically cosponsored by 1 or more Geo Units
•36% of Geo Unit conferences are technically co-sponsored by 1 or more S/Cs
•Budgeted attendance of 246,000
•Budgeted event revenue for S/C conferences ~$95M (IEEE Share ~$72M)
Financially Sponsored TotalOther
5
Society/Council
241
Geo Unit
61
Joint
47
Technically Co-Sponsored•350 Conferences•84% held in Region 7-10•Estimated attendance 141,000
Other
1
IEEE R8 Committee Meeting – Malta,25-27th April 2008
Conference Business is Changing Global
Increased need for collaboration to address global issues Regional economic growth – attractive locations, new communities
of interest, etc. Political and economic situations, travel restrictions, pandemics,
etc. Risk/emergency management growing in importance
Financial Compliance Tightening Financial and other Regulations (ITAR, OFAC, SOX) Local laws and regulations (VAT and Bank Signatory)
New Technologies Create new marketing opportunities, enable faster innovation and
increased collaboration Open market to greater competition
Trends in Conference Industry Revenue Managers have greater influence; MUST know value of our
business Changes in conference programming
Address generational differences in learning Influences of Social Networking
IEEE R8 Committee Meeting – Malta,25-27th April 2008
Issues for IEEE Conferences (examples)
Availability of tools and services to assist organizers – our 1st Customer.
Timely and accurate reporting using – new IEEE Conference Information Schedule and Financial Web Forms
Conference contract reviews & signatory value
Memorandum of Understanding (MOU) for all co-sponsorships
Communication between IEEE OUs
IEEE R8 Committee Meeting – Malta,25-27th April 2008
Issues for IEEE Conferences -2
Incorporating new modes of conference presentation and content delivery
Support global conference business, leveraging local expertise
Value Added Tax (VAT), Payment Card Industry (PCI), Banking Compliance
Risk/emergency management – political situations, travel restriction (changing visa requirements)
IEEE R8 Committee Meeting – Malta,25-27th April 2008
2007 Conferences in R8 Overview…
Society/Council
113
Geo Unit
29
Joint
5
Financially Sponsored R8 •150 Conferences •6% of S/C conferences technically cosponsored by 1 or more Geo Units
•55% of Geo Unit conferences are technically co-sponsored by 1 or more S/Cs
•S/C Budgeted event revenue $17M•Geo Unit unknown, 45% <$25K
•Budgeted attendance 79,000*
•Exhibits 23%
•Tutorials 33%
Other
3
*includes 45,000 attendees of International Broadcasting Convention
Society/Council
129
Geo Unit
27
Joint
23
Technically Co-Sponsored•156 Conferences•Estimated attendance of 32,400
IEEE R8 Committee Meeting – Malta,25-27th April 2008
IEEE Conference Support Services Providing guidance, information and support to sponsoring
OUs and conference organizers Researching and recommending innovative programs and
services to advance Strategic Goals of IEEE Conferences Performing Analysis/Forecasting/Reporting
Monitor how the conference business is doing, are there signs of problems, trends, etc.
Identify gaps in tools, training and support
Identifying and implementing of easy to use, cost effective tools and services
Easing the burden on volunteers – conference management, data collection and analysis and compliance
Right tools for the right jobs, focused the right way Painless access to information for all who need to know Information sharing tools to drive best practices sharing
and economies of scale
IEEE R8 Committee Meeting – Malta,25-27th April 2008
VAT Update IEEE (VAT) Management Overview
Consulted with three major international accounting firms regarding a centralized VAT management program
All three recommended separate legal entity to management conference VAT and keep intact the EU Special Scheme registration for sales of electronically delivered products
Selected to cooperate with Deloitte European Indirect Tax Compliance Centre in Brussels, Belgium
Streamlined process under the umbrella of IEEE International LLC for conferences in Europe (IEEE International LLC is an incorporated entity owned by IEEE)
Hotel contracts and invoices will need to be in the name of IEEE International LLC if VAT is handled through IEEE International LLC
Monthly transaction reporting via Deloitte On Line (DOL)
IEEE R8 Committee Meeting – Malta,25-27th April 2008
Current Findings Based on registration investigations and responses
from the conference organizers we might need to reassess the scenarios suggested by Deloitte:
Some conference organizers are convinced that there is another way of handling the VAT through the geographic units or university partnerships.
Some managing agencies confirmed that managing all finances through them is legal in their country (Deloitte is not aware of this way of handling the VAT).
Only 6% of organizer respondents did not know how to handle the VAT.
Registration in some countries is impossible without a PE (permanent establishment).
Registration in some countries need to be reconsidered from the business perspective based on the annual revenue analyses.
IEEE R8 Committee Meeting – Malta,25-27th April 2008
End State Goals
1. Comply with all applicable local laws in the European countries – not underpay/overpay authorities
2. Gain volunteer trust – credibility with the conference organizers for providing them with correct VAT handling information and all possible alternatives for VAT exemptions
3. Gain volunteer support and agreement – not overburden our volunteer conference organizers and lose their support to other organizations
4. Minimize expenses
5. Keep IEEE pricing competitive
IEEE R8 Committee Meeting – Malta,25-27th April 2008
VAT Roadmap Proceed with current program while completing an
analysis/reassessment of different scenarios of handling VAT
through the geographic units and university co-sponsorship
through managing agencies through partnerships with universities and other non-profit
organizers that have VAT exempt status as designated “managing financial partner” in lieu of financial co-sponsor
Determining appropriate VAT handling for: Countries where PE (permanent establishment) is required Countries where management and increased registration
fees exceed annual revenue or significant loss is incurred
IEEE R8 Committee Meeting – Malta,25-27th April 2008
How Can You Stay Informed and Involved in Conference Related
Discussions?
IEEE R8 Committee Meeting – Malta,25-27th April 2008
3rd Annual Panel of Conference Organizers 2008
POCO covers every aspect of IEEE Conferences, and is a must-attend for both the novice and veteran organizer
Draft Agenda is posted (your input is welcome) Strategy session for sponsoring OU volunteers Conference Portfolio Mgmt Perspectives – Society, Region,
Section and Chapter Basics session for new organizers How-to workshops
http://www.ieee.org/web/services/mps/poco08
POCO 2008Marriott Seattle WaterfrontSeattle, WA USA24-26 July 2008
IEEE R8 Committee Meeting – Malta,25-27th April 2008
Communication with Organizer Community
Professional redesign
Subscription management options
Launched Jan 08 Issue
IEEE R8 Committee Meeting – Malta,25-27th April 2008
IEEE Conference Organizers Web Page IEEE Conference Organization Manual Required Conference Forms (electronic) Publication information, tools, requirements Contract/MOU templates Membership verification CD Panel of Conferences Organizers (information)
Links to other information IEEE Policies, IEEE’s Tax Dept, Visa request guidelines, CEU
Information and more
Undergoing complete reorganization and content rewrite in 1Q/2Q 2008 based on Information Architecture Report
(data gathered from Organizers/Volunteers at POCO 2007)
Resources for Conference Organizershttp://www.ieee.org/web/conferences/organizers/index.html
IEEE R8 Committee Meeting – Malta,25-27th April 2008
IEEE Meetings and Conferences
Oversight from IEEE Conferences Committee 2008 Chair: Gerald L. Engel
“Primary” contact for all questions/concerns Sponsorship Legal, Contracting and MOU issues Financial – budgeting, banking, tax, etc. Content management - Publications Interpretation of IEEE Policies & Guidelines Event management
Contact Information phone: +1 732 562 3878 fax: +1 732 981 1769 e-mail: [email protected]
IEEE R8 Committee Meeting – Malta,25-27th April 2008
Present and Future Conferences
EUROCON 2007 was held on September 9-12th 2007 in Warsaw, Poland.Warsaw, Poland.
OOver 650 submissionsver 650 submissions 477 accepted papers477 accepted papers Economical balance is ready. Full report has
been received. Professor Marian Kazmierkovski presented the
possible reasons why EUROCON 2007 has been a full success.
CONGRATULATIONS!
IEEE R8 Committee Meeting – Malta,25-27th April 2008
Present and Future Conferences
● MELECON 2008 to be held on May 5-7th 2008 in Ajaccio, Corsica, France.
Papers submitted: 265 Papers accepted and received: 156 Acceptance ratio: 59% Countries: 32 (3 outside region 8) Tutorials: 3 Keynote speaker: 1 (Pierre Matarasso) Student papers: 11 (5 in SPC) Melecon’s chairman is requested to present a
detailed report of the final balance of the Conference.
IEEE R8 Committee Meeting – Malta,25-27th April 2008
Present and Future Conferences
1st edition of IEEE History of Electrotechnology Conference (HISTELCON 2008), to be held in Paris, France, on September 11-12th 2008:
Full report has been received. Thanks to Jacob Baal-Schem for his
effort to organize such a pionner and interesting conference.
IEEE R8 Committee Meeting – Malta,25-27th April 2008
Present and Future Conferences
1st edition of the International Conference on Computational Technologies in Electrical and Electronics Engineering (SIBIRCON 2008) to be held in Novosobirsk, Russia on July 21-25th 2008:
125 papers were submitted and 97 of them accepted.
IEEE R8 Committee Meeting – Malta,25-27th April 2008
Present and Future Conferences
EUROCON 2009 is to be held in Saint Petersburg, Russia, on May 18-23rd 2009, and is to be devoted to 150 Anniversary of Alexander Popov:
Call for Papers and Website are ready. Budget proposal has been approved. Full report has been received EUROCON 2009 needs people to serve as
reviewers in the topics of the Conference.
IEEE R8 Committee Meeting – Malta,25-27th April 2008
Present and Future Conferences
AFRICON 2009 : AFRICON 2009 was approved in Belgrade IEEE
R8 Meeting to be held in Nairobi Kenya, September 22-25th 2009, and will be organized by South Africa Section and Kenya Section.
Call for papers, budget and website are not still ready because of the possibility of changing the place to be held the Conference.
IEEE R8 Committee Meeting – Malta,25-27th April 2008
Present and Future Conferences
To organize MELECON 2010 it has only been received a formal proposal from Malta Section.
It is under discussion the proposed registration fees for IEEE Member, Non Member and Students; the payment to Committee members; and on what is or it is not professional. It is expected to reach soon a reasonable agreement.
IEEE R8 Committee Meeting – Malta,25-27th April 2008
Motion Conference Coordination
Sub-Committee MOTION 1:
Recommends acceptance of proposal by Russia Northwest IEEE Section to hold EUROCON 2009, on May 18-23, 2009, in Saint Petersburg, RUSSIA, and recommends financial support of $6,000 to the EUROCON 2009 Conference Organising Committee.
MOTION 2:
Recommends acceptance of proposal by IEEE Region 8 History Council to hold the IEEE HISTory of TELecommunication CONference (HISTELCON), on September 11-12th, 2008, in Paris (France), and recommends financial support of $4,000 to the HISTELCON 2008 Conference Organising Committee.
MOTION 3:
Recommends acceptance of proposal by Malta IEEE Section to hold MELECON 2010, on May 2010, in MALTA.
IEEE R8 Committee Meeting – Malta,25-27th April 2008
IEEE R8 Calendar
About 40 new events have been added to the IEEE R8 Calendar.
4 new IEEE R8 Technical Co-Sponsorships have been approved.
IEEE R8 Committee Meeting – Malta,25-27th April 2008
Technical sponsorship from IEEE R8
Rules to get technical sponsorship from IEEE R8:
1. At least two other IEEE entities (Chapter, Section, Society, ...) different of IEEE Region 8 have to confirm they sponsorship or technical sponsorship in advance (before technical sponsorship of IEEE R8 could be granted). These two entities should send an email to the IEEE R8 Conference Coordinator confirming they sponsorship.
2.The organizers will handle the IEEE logo in accordance with the valid rules. (Please see the web page for conference organizers and the manual there in for more details).
3. The one page from Membership development IEEE R8 volunteer will be publish in a proceedings of the event. The organizers have to bound themselves for that in some way.
4. Promote IEEE Membership at the Conference web page with a link to "join IEEE".
5. The Conference organizers should include an IEEE Membership Desk at the Conference site, with a possibility to join IEEE. The Conference organizers should appoint a person (a local MD volunteer) responsible for the IEEE information desk who should ask Piscataway for MD promotional material or through Rolf Remshardt (Rolf [email protected]) or Aleksander Szabo ([email protected]).
IEEE R8 Committee Meeting – Malta,25-27th April 2008
Other activities
We have received the formal proposal from Croation Section to organize EUROCON 2011.
Two another countries, Portugal and Italy, are preparing their proposal to organize EUROCON 2011.
IEEE R8 Committee Meeting – Malta,25-27th April 2008
Other activities
The R8 Subcom. Conf. Coord. proposes a new congress on the technological issues around oil and gas in the electrical engineering field.
The name would be "Energycon", and the first edition could take place at the end of 2009 or in 2010, with a periodicity of 2 (or 3) years.
We request from Ghaleb Dandan the submission of a formal proposal.
IEEE R8 Committee Meeting – Malta,25-27th April 2008
Other activities
Looking for candidates to organize: Eurocon 2011, Melecon 2012, Africon 2011, Sibircon 2010.