Conference Education - IEEE Entity Web Hosting
Conference Education - IEEE Entity Web Hosting
Conference Education - IEEE Entity Web Hosting
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<strong>IEEE</strong> Meetings, <strong>Conference</strong>s & Events<br />
MCE – Serving the Global Customer<br />
Region 2 Meeting – Morgantown, WV<br />
2013 April 20<br />
Kevin Hanft, John Tracy<br />
4/28/2013 1
Agenda<br />
Sponsorship Overview<br />
Getting Started with <strong>Conference</strong> Initiation<br />
– Timeline<br />
– <strong>Conference</strong> Operations Review<br />
– MoU<br />
– <strong>Conference</strong> Approval<br />
<strong>Conference</strong> Publications<br />
<strong>Conference</strong> Finance & Contracts<br />
Required Actions<br />
2<br />
MCE Overview<br />
4/28/2013
External Forces Affecting the <strong>IEEE</strong><br />
<strong>Conference</strong> Business<br />
Rapid Growth in Asia<br />
Rapid Growth of Technical Co-Sponsorship<br />
Technical Program / <strong>Conference</strong> Publication Quality<br />
Issues<br />
Unauthorized Use / Improper use of <strong>IEEE</strong> Brand<br />
Open Access Publishing<br />
Virtual Presence at <strong>Conference</strong>s<br />
3<br />
4/28/2013
Sponsorship Overview<br />
4 4/28/2013
Sponsorship<br />
What is it?<br />
What are the responsibilities?<br />
Why & how should it be offered?<br />
5<br />
4/28/2013
<strong>Conference</strong> sponsorship<br />
What Is It?<br />
<strong>Conference</strong> sponsorships refers to responsibility for:<br />
– administrative, business, legal<br />
– banking, financial, tax<br />
– technical program<br />
– marketing and publicity<br />
– planning and running of the conference<br />
<strong>IEEE</strong> Organizational Units (OU) can provide<br />
sponsorship to conferences that includes either<br />
financial involvement or non-financial involvement.<br />
6<br />
4/28/2013
Types of Financial Sponsorship -<br />
Sole sponsorship<br />
One <strong>IEEE</strong> organizational unit has complete responsibility for the<br />
financial, technical, publicity and administrative running of the<br />
conference.<br />
In a sole sponsorship, the rights to the conference name, slogan,<br />
copyright for publications, and/or logo are owned by <strong>IEEE</strong>.<br />
The sole sponsor:<br />
– approves the conference;<br />
– receives the entire portion of the surplus or is liable for the deficit resulting from a<br />
conference;<br />
– is responsible for assuring the timely resolution of any legal issues;<br />
– is responsible for issuing any loans that the conference might need and assuring<br />
subsequent repayment;<br />
– is responsible for proper usage of the <strong>IEEE</strong> name and the <strong>IEEE</strong> logo;<br />
– is responsible for defining the scope of the conference and managing the technical<br />
program<br />
7<br />
4/28/2013
Types of Financial Sponsorship<br />
Co-sponsorship<br />
An <strong>IEEE</strong> organizational unit shares significant responsibility for the financial,<br />
technical, publicity and administrative running of the conference.<br />
The relationship between sponsoring organizations must be explicitly<br />
defined in terms of a Memorandum of Understanding (MOU).<br />
The <strong>IEEE</strong> co-sponsor:<br />
– approves the conference;<br />
– receives a portion of the surplus or is liable for a portion of the deficit resulting from<br />
a conference;<br />
– is responsible for assuring the timely resolution of any legal issues;<br />
– is responsible for issuing any loans that the conference might need and assuring<br />
subsequent repayment;<br />
– is responsible for proper usage of the <strong>IEEE</strong> name and the <strong>IEEE</strong> logo;<br />
– is responsible for defining the scope and managing the technical program<br />
– requires specific approvals from <strong>IEEE</strong>;<br />
– can use the <strong>IEEE</strong> logo in conference publications and announcements;<br />
8<br />
4/28/2013
Technical Co-Sponsorship<br />
An <strong>IEEE</strong> organizational unit has direct and substantial involvement<br />
in the development, organization and running of the technical<br />
program, but no financial involvement in the conference.<br />
The relationship between sponsoring organizations must be<br />
explicitly defined in terms of a Memorandum of Understanding<br />
(MOU).<br />
The <strong>IEEE</strong> technical co-sponsor:<br />
– is responsible for defining the scope of the conference and managing the<br />
technical program, including oversight of the program development,<br />
review process and participating in peer reviews.<br />
– requires specific approvals from <strong>IEEE</strong><br />
– is responsible for proper usage of the <strong>IEEE</strong> name and the <strong>IEEE</strong> logo;<br />
9<br />
– For conferences where <strong>IEEE</strong> is the technical co-sponsor:<br />
– The organization that has financial sponsorship of the conference must<br />
be explicitly identified in the supporting documentation and<br />
promotional material for technical co-sponsorship to be granted.<br />
4/28/2013
Working with Non-<strong>IEEE</strong> Organizations<br />
Benefits of co-sponsorship<br />
Benefit from collaboration<br />
– Technical knowledge<br />
– Local knowledge<br />
– Relationships<br />
– Suppliers<br />
– Learn from others: understand purpose and operation; see how<br />
they run events<br />
– Membership building<br />
– Networking<br />
Increase pool of potential attendees / marketing lists<br />
10<br />
Spread risk and organizing effort, access to additional<br />
resources<br />
4/28/2013
Other <strong>Conference</strong> Supporters<br />
Organizations can support an <strong>IEEE</strong> conference in ways other<br />
than sponsorship:<br />
– Contributors – Partners – Patrons – Supporters<br />
This support should be in the form of donations or grants:<br />
– Underwriting the general conference budget<br />
– underwriting a specific activity (breaks, lunch, etc.)<br />
– providing attendee gifts<br />
Some supporters may choose to donate goods or services<br />
These supporters should be not be called “Sponsors”<br />
– They should be noted separately on the conference materials and website<br />
to distinguish them from financial and technical sponsors<br />
11<br />
4/28/2013
<strong>Conference</strong> Portfolio Assessment<br />
Resources<br />
Existing <strong>Conference</strong>s<br />
Conduct a critical assessment of<br />
your current conference portfolio.<br />
Are resources are sufficient to<br />
ensure direct and substantial<br />
involvement the technical program.<br />
Conduct post conference evaluations<br />
on existing conference.<br />
Work towards sponsoring<br />
conferences that are aligned with<br />
the most influential, engineering<br />
academic institutions or nonacademic<br />
organizations.<br />
Determine if your OU is either<br />
positioned to expand, contract or<br />
remain at the current number of<br />
12 conferences 4/28/2013 executed annually.<br />
Proactive – New Opportunities<br />
Is my OU aligned with the top<br />
engineering academic institutions?<br />
Evaluate non-<strong>IEEE</strong> conferences that<br />
are highly successful.<br />
Are there sister organizations,<br />
should look to work with?<br />
– Technical Society agreements:<br />
http://www.ieee.org/about/corporate/agreements/sister.html<br />
– National Societies:<br />
http://www.ieee.org/about/corporate/agreements/regional.html<br />
Does the new conference<br />
opportunity fill a topical niche that<br />
benefits your membership?<br />
Does the new conference<br />
opportunity have long term<br />
potential?
<strong>Conference</strong> Approval<br />
Timeline<br />
13 4/28/2013
Getting Started<br />
<strong>Conference</strong> Approval Timeline<br />
ICX<br />
Enter<br />
<strong>Conference</strong><br />
Information<br />
<strong>Conference</strong><br />
Operations<br />
Application<br />
Review<br />
<strong>Conference</strong><br />
Services<br />
MoU<br />
Validated<br />
OU Approval<br />
Approval<br />
Sent<br />
<strong>Conference</strong><br />
Operations<br />
<strong>Conference</strong><br />
Operations<br />
Approves<br />
<strong>Conference</strong><br />
<strong>Conference</strong><br />
Entered<br />
<strong>IEEE</strong><br />
<strong>Conference</strong><br />
Search<br />
14<br />
4/28/2013
<strong>Conference</strong> Application Process<br />
ICX – OU Enter Data<br />
<strong>IEEE</strong> <strong>Conference</strong> Exchange (ICX) is the <strong>IEEE</strong><br />
conference-management platform.<br />
<strong>IEEE</strong> launched the first phase of ICX in June 2012 with<br />
the introduction of the <strong>IEEE</strong> <strong>Conference</strong> Application,<br />
with integrated Memorandum of<br />
Understanding (MOU) development.<br />
<strong>Conference</strong> Organizer <strong>Web</strong>site – online form<br />
– http://www.ieee.org/conferences_events/conferences/organizers/conf_app.html<br />
ICX checklist (hand out)<br />
– Information you need to complete application<br />
ICX<br />
Enter<br />
<strong>Conference</strong><br />
Information<br />
15<br />
4/28/2013
Review Application<br />
<strong>Conference</strong> Operations<br />
Review applications for completeness<br />
Validate Sponsors<br />
<strong>Conference</strong> <strong>Web</strong>site Review<br />
– Branding<br />
– Language (can not guarantee publication into Xplore)<br />
Conduct outreach on any discrepancies<br />
<strong>Conference</strong><br />
Operations<br />
Application<br />
Review<br />
16<br />
4/28/2013
MOU<br />
<strong>Conference</strong> Services<br />
A Memorandum of Understanding (MOU) is required<br />
when two or more entities agree to provide cosponsorship<br />
to a conference. These entities may be all<br />
<strong>IEEE</strong> organizational units or <strong>IEEE</strong> and not-for-profit<br />
non-<strong>IEEE</strong> organizations.<br />
Approved by <strong>Conference</strong> Services<br />
Sent to Sponsoring OU for Approval<br />
– Electronic review and signatory process <strong>Conference</strong><br />
Services<br />
MoU<br />
Validated<br />
17<br />
4/28/2013
MGA <strong>Conference</strong> Sponsorship<br />
Review Process<br />
Any MGA Organizational Unit that intends to partner with a<br />
non-<strong>IEEE</strong> entity on a conference must obtain approval<br />
– Applies to all co-sponsored conferences<br />
– Financial<br />
– Technical<br />
Section Level approval needed when the following OUs partner<br />
with a non-<strong>IEEE</strong> entity:<br />
– <strong>IEEE</strong> Subsections<br />
– Chapters<br />
– Affinity Groups<br />
– Student Branches etc.<br />
OU Approval<br />
Approval<br />
Sent<br />
<strong>Conference</strong><br />
Operations<br />
18<br />
Region Level approval needed when the following OUs partner<br />
with a non-<strong>IEEE</strong> entity:<br />
4/28/2013<br />
– Geographic Councils
<strong>Conference</strong> Approved<br />
<strong>Conference</strong> Operations<br />
<strong>Conference</strong> is entered into the <strong>IEEE</strong> <strong>Conference</strong> Search<br />
Engine<br />
<strong>Conference</strong><br />
Entered<br />
<strong>IEEE</strong><br />
<strong>Conference</strong><br />
Search<br />
19<br />
4/28/2013
<strong>Conference</strong> Publications<br />
20 4/28/2013
<strong>IEEE</strong> <strong>Conference</strong> Publication<br />
Program<br />
<strong>Conference</strong>s must apply separately to participate in the <strong>IEEE</strong><br />
<strong>Conference</strong> Publication Program<br />
<strong>IEEE</strong> sponsorship, of any kind, does not guarantee that<br />
papers accepted for presentation at the conference will be<br />
eligible for publication in the <strong>IEEE</strong> Xplore Digital Library.<br />
The <strong>IEEE</strong> <strong>Conference</strong> Publication Program (CPP) handles<br />
distribution of conference publications for <strong>IEEE</strong>.<br />
Consider the <strong>Conference</strong>’s Non-presented paper policy.<br />
Submit conference proceedings within 30 Days.<br />
No paper or proceedings is guaranteed to be indexed.<br />
21<br />
4/28/2013
<strong>Conference</strong> Publication Program<br />
Four Basic Steps<br />
Step 1: Submit your completed <strong>IEEE</strong> <strong>Conference</strong> Publication<br />
Form to <strong>Conference</strong> Operations - 6 months in advance of<br />
conference<br />
– http://www.ieee.org/conferences_events/conferences/organizers/pubs/co<br />
nference_publications.html<br />
Step 2: <strong>Conference</strong> Operations sends you a Letter of<br />
Acquisition (LOA)<br />
– Complete the LOA and return it <strong>Conference</strong> Operations<br />
Step 3: Collect and submit copyright forms for the papers in<br />
the proceedings<br />
– http://ecopyright.ieee.org/registration/registration.html<br />
Step 4: Preparing conference content for the Xplore Digital, submit<br />
proceedings to <strong>IEEE</strong><br />
22<br />
4/28/2013
What’s Required for Submission<br />
Xplore<br />
Per <strong>IEEE</strong> Operating Policy, you must provide us with three (3) identical<br />
sets of Xplore compliant files on CD, DVD, or USBs which contain the<br />
following:<br />
Individual Xplore compliant PDFs of each technical paper<br />
Cover, Title Page, Copyright Page, Table of Contents, Author Index,<br />
Front or Back Matter<br />
For detailed information on how to prepare and submit PDF files<br />
and packing lists, download the Packing List Generator at the<br />
following website:<br />
– http://www.ieee.org/conferences_events/conferences/organizers/pubs/preparing_c<br />
ontent.html)<br />
23<br />
4/28/2013
<strong>IEEE</strong> Publishing Tools<br />
Free Services<br />
Electronic Copyright form (eCF)<br />
– The eCF is an online version of the <strong>IEEE</strong> Copyright Form.<br />
– www.ieee.org/publications_standards/publications/rights/eCF_Registration_Intro.html<br />
PDF eXpress - A tool that assists conference authors in meeting<br />
<strong>IEEE</strong> Xplore® requirements for PDF files.<br />
– Converts non-PDF source documents (typically, a Microsoft Word document or LaTeX<br />
bundle) into a PDF that meets <strong>IEEE</strong> Xplore® requirements<br />
– Visit www.ieee.org/pdfeXpress to register your conference<br />
PDF eXpress PLUS - Enables authors to deposit their final, Xplorevalidated<br />
PDFs on the site for collection by the conference publication or<br />
technical program chair.<br />
– Eliminates the need for publication or program chairs to track down<br />
individual authors for their papers<br />
24<br />
4/28/2013
Plagiarism / CrossCheck<br />
Free Service<br />
CrossCheck was selected as the <strong>IEEE</strong> plagiarism screening<br />
tool because it is especially suited to filtering academic<br />
content<br />
– “Similarity Reports” are generated that rate all submissions with verbatim<br />
passages to previously published works.<br />
– Publisher/Editor must then follow up to isolate and review the highscoring<br />
papers as necessary.<br />
For more information or to register your conference:<br />
– http://www.ieee.org/publications_standards/publications/rights/crosschec<br />
kmain.html<br />
25<br />
4/28/2013
<strong>Conference</strong> Publishing Services<br />
There are two <strong>IEEE</strong> teams providing comprehensive,<br />
fee-based publication services:<br />
– Paper collection, validation, metadata capture, media creation,<br />
publication in <strong>IEEE</strong> Xplore®<br />
<strong>IEEE</strong> Computer Society <strong>Conference</strong> Publishing Services<br />
(CPS) Los Alamitos, CA, USA<br />
– Contact: cps@computer.org<br />
<strong>IEEE</strong> eXpress <strong>Conference</strong> Publishing, Piscataway, NJ,<br />
USA<br />
– Contact: conferencepublishing@ieee.org<br />
26<br />
4/28/2013
<strong>Conference</strong> Finance &<br />
Contracts<br />
27 4/28/2013
Getting Started<br />
Topics for Discussion<br />
Budgeting, Banking & Insurance<br />
Contracts<br />
Transaction Processing<br />
Financial, Tax & Compliance Reporting<br />
Closing your <strong>Conference</strong><br />
28<br />
4/28/2013
Creating a Budget<br />
Understanding historical performance<br />
Accounting for differences in location<br />
Identifying major expense items<br />
F&B, A/V, Venue, etc.<br />
Identifying all revenue sources<br />
Registration Fees, Tutorials, Grants, etc.<br />
Assessing the market landscape and setting<br />
registration rates<br />
29<br />
4/28/2013
Establishing an Operating Account<br />
Options available<br />
<strong>IEEE</strong> Concentration Banking (CB)<br />
Section Account<br />
<strong>Conference</strong> account at a local bank<br />
Fiscal Agent Representation<br />
30<br />
4/28/2013
Fiscal Agents<br />
If the conference bank account is owned by another<br />
entity (University, 3rd Party, etc.) a Fiscal Agent MoU<br />
is needed.<br />
This is an agreement signed by the account owner, a<br />
conference committee representative and the <strong>IEEE</strong><br />
Staff Director-Financial Services.<br />
– It is separate and distinct from the Sponsorship MoU.<br />
31<br />
4/28/2013
<strong>Conference</strong> Insurance<br />
General Liability & Property Damage<br />
Event Cancellation<br />
Certificates of Insurance<br />
32<br />
4/28/2013
General Liability Insurance<br />
Covers all <strong>IEEE</strong> Volunteers<br />
Section, Region, Society, Council, <strong>Conference</strong>, etc.<br />
Free to all approved conferences<br />
Personal liability protection for volunteers while acting<br />
within the scope of their duly authorized duties<br />
Proportionate to <strong>IEEE</strong> financial share of event<br />
Submit Committee List to substantiate participation<br />
33<br />
4/28/2013
Event Cancellation Insurance<br />
Comprehensive coverage against unexpected<br />
disruption due to:<br />
– Natural Disasters - Hurricanes, Earthquakes, etc.<br />
– Communicable Diseases- SARS, pandemic<br />
– Labor Disputes / Strikes / Acts of Terrorism<br />
What’s covered?<br />
– Lost revenue and/or additional operating expenses incurred<br />
because of an unexpected disruption<br />
– Future marketing expenses<br />
– Hotel penalty charges<br />
34<br />
Optional coverage, payable by conference<br />
– Premium priced on many factors – Location, # of Participants,<br />
Budgeted Gross Revenue / Expense<br />
4/28/2013
Insurance for <strong>IEEE</strong> <strong>Conference</strong>s<br />
Certificate of insurance verifies that an organization<br />
maintains insurance coverage<br />
Third party organizations often request <strong>IEEE</strong> to provide<br />
evidence of coverage in connection with contractual<br />
agreements<br />
– Hotels<br />
– <strong>Conference</strong> center<br />
35<br />
4/28/2013
Contracts<br />
Why enter into contracts?<br />
Establish what goods/services will be exchanged by the<br />
parties, and at what cost<br />
Document terms and conditions under which these<br />
transactions will take place<br />
Secure goods/services/pricing to be consumed at a<br />
later date<br />
36<br />
4/28/2013
<strong>Conference</strong> Contract<br />
Reporting<br />
When do you need to report a conference to<br />
<strong>Conference</strong> Services?<br />
Budgeted income or expense of $25K USD or higher,<br />
<strong>IEEE</strong> must review and execute contract.<br />
37<br />
4/28/2013
Accepting Payments<br />
Registration<br />
Registration Fees are the single most significant source<br />
of <strong>Conference</strong> Revenue for <strong>IEEE</strong> Events<br />
Nearly all <strong>Conference</strong>s now use an online tool for<br />
registration, but there are many moving parts<br />
– The key to a successful system is ensuring that all are compatible<br />
with one another<br />
38<br />
4/28/2013
Transaction Processing<br />
Accepting Payments<br />
Apart from Registration, most other conference<br />
revenue is received as either by check or bank transfer<br />
– Using a CB Account, allows deposits to be made at any local<br />
Wells Fargo branch, or through the mail<br />
39<br />
4/28/2013
Transaction Processing<br />
Making Payments<br />
When is it appropriate?<br />
– Scheduled in contract<br />
– Payable upon completion<br />
Execution options available<br />
– Check, wire transfer, debit card (CB account)<br />
Documentation to be retained<br />
Conflict of Interest Disclosure<br />
40<br />
4/28/2013
Financial Reporting<br />
Conventional Approach<br />
Budget Updates<br />
Forecasting – Pre & Post-<strong>Conference</strong> Views<br />
Final Financial Report<br />
41<br />
4/28/2013
Financial Reporting<br />
NetSuite for <strong>IEEE</strong> <strong>Conference</strong>s<br />
– Distinct & separate instance from Section<br />
Transaction-Level Reporting<br />
42<br />
4/28/2013
Tax Collection & Reporting<br />
It is imperative that <strong>IEEE</strong> comply with all US-specific<br />
and local tax laws & practices<br />
– Income Tax<br />
– Local Sales & Use Taxes<br />
Income Taxes - U.S. Persons (1099) Payments made<br />
to: U.S. Citizens & U.S. Resident Aliens<br />
– Reportable payments include: Awards; Grants; Honoraria; Prizes;<br />
Commissions<br />
43<br />
Income Taxes - Non-U.S. Persons (1042) Payments<br />
made to: Non-U.S. Citizens & Non-Resident Aliens<br />
– Only for “U.S. source income”<br />
– Payments made for work performed in the U.S.<br />
– Reportable payments are the same as for 1099’s<br />
4/28/2013
Tax Collection & Reporting<br />
Income Tax - Best Practices<br />
Gather the following information before payment is<br />
made:<br />
– Full name & Permanent Address<br />
– U.S. Citizenship Status (Citizen, Resident Alien, etc.)<br />
– U.S. Social Security # (if US Citizen/Resident Alien)<br />
– Total payments issued in $US<br />
– Calendar year payment was made<br />
– Purpose of payment<br />
44<br />
4/28/2013
Closing Your <strong>Conference</strong><br />
Final Reporting & Analysis<br />
Your Exit Strategy<br />
– All Balances Collected/Paid<br />
– Close your Operating Accounts<br />
– Create a Final Financial Report<br />
Best Practices<br />
– The Need for a Financial Audit<br />
– Required for conference > $250K<br />
– Handing off to Sponsors/Successors<br />
45<br />
4/28/2013
<strong>Conference</strong> Reporting<br />
Information Gathering<br />
Pre-<br />
<strong>Conference</strong><br />
Post<br />
<strong>Conference</strong><br />
• Organizing Committee List<br />
• PoBC/CoI<br />
• Banking Information<br />
• Tax Collection Information<br />
• Budget & Pre-<strong>Conference</strong> Forecast<br />
• Post <strong>Conference</strong> Forecast & Final Report<br />
• Tax Reporting (Income, Sales, & Indirect)<br />
• Loan Repayment<br />
• Proof of Bank Closure<br />
• Final Financial Report<br />
• Surplus Remittance<br />
• Audit<br />
46<br />
4/28/2013
Required Actions<br />
47 4/28/2013
Required Business & Legal Forms<br />
<strong>IEEE</strong> <strong>Conference</strong> Application Form (online, ICX)<br />
Memorandum of Understanding<br />
– Required for any co-sponsored conference<br />
Principles of Business Conduct and Conflict of Interest Form<br />
(POBS/COI)<br />
Finance<br />
<strong>IEEE</strong> Financial Reporting<br />
– Online form to report summary financial information<br />
Certificate of Accuracy<br />
– Required with your financial closing information<br />
48<br />
1099 & 1042 Schedule of Payments<br />
4/28/2013 – Required each January for payments in the previous year
Required Business & Legal Forms<br />
Publications<br />
<strong>IEEE</strong> <strong>Conference</strong> Publications Form (online)<br />
– Required for all conferences intending to publish a proceeding<br />
with <strong>IEEE</strong>.<br />
<strong>IEEE</strong> Copyright Form<br />
Brand<br />
– Required from each author<br />
Brand Identity Toolkit<br />
Basic rules for using <strong>IEEE</strong> Master Brand and logos<br />
49<br />
4/28/2013
MCE OVERVIEW<br />
Capabilities<br />
Contacts<br />
50 4/28/2013
MCE Business Groups and Contacts<br />
Director of Event Management Services – Sherri Russ<br />
– 732 562 3980 / s-russ@ieee.org<br />
Senior Manager Business Operations - Rich Jannuzzi<br />
– 732 562 3858 / r.jannuzzi@ieee.org<br />
Director <strong>Conference</strong> Operations – Kevin Dressely<br />
– 732 562 3930 / k.dresely@ieee.org<br />
Director <strong>Conference</strong> Business Services /Strategic Programs – Susan Root<br />
– 732 562 6607 / s.root@ieee.org<br />
Director <strong>Conference</strong> Quality – Gordon MacPherson<br />
– 732 562 3890 / g.macpherson@ieee.org<br />
Senior Manager of Customer Relationship Management – Julie Amodeo<br />
– 732 562 7807 / julie.amodeo@ieee.org<br />
Senior Manager of Community Engagement & Innovation – Mark Vasquez<br />
51<br />
– 732 562 3912 / m.vasquez@ieee.org<br />
4/28/2013
Do you need MCE support?<br />
Sherry’s Team - Event Mgmt. Services Overview<br />
– Support over 300 global events annually, diverse team whose<br />
experience spans a production resume of over 50,000 events<br />
– Services range from initial consultation and guidance to full event<br />
mgmt. and production services, robust technology solutions and<br />
resources available<br />
– Prestigious client base spanning some of the largest and complex<br />
events within the <strong>IEEE</strong> portfolio<br />
52<br />
Rich’s Team - Support Financially Sponsored Events<br />
– Financial Statement Preparation and Review<br />
– Transaction and Cash Management<br />
– Tax Reporting (Income, Sales & Indirect)<br />
– <strong>Conference</strong> Closing and Audit<br />
4/28/2013
Do you need MCE support?<br />
Kevin’s Team - End-to-end support of <strong>IEEE</strong> <strong>Conference</strong>s<br />
from the application process through publication<br />
– Work closely with <strong>Conference</strong> Business Services and the Meetings<br />
& <strong>Conference</strong>s Quality team to provide guidance on overall<br />
conference and publication quality to our organizing communities<br />
Susan’s Team - Developing effective <strong>Conference</strong><br />
Organizer Engagement through communications,<br />
education and thought leadership<br />
– Sponsorship & MOU<br />
– System and application to support the business<br />
– ICX: <strong>IEEE</strong> <strong>Conference</strong> Exchange<br />
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Do you need MCE support?<br />
Gordon’s Team - Manages Scope and Quality issues<br />
– Ensure conference quality, reviews papers well outside of the<br />
stated subject matter scope of the conference, papers well<br />
outside of <strong>IEEE</strong>’s engineering/technology subject areas<br />
Julie’s Team - Single Point of Contact for all MCE customers<br />
– Provide unlimited access to critical information through our relationships<br />
with staff, volunteers, and industry leaders. Outreach and relationship<br />
building with all <strong>IEEE</strong> OUs, Partners and Volunteers<br />
Mark’s Team - Identifying/introducing new conference<br />
features/tools/services<br />
– Publicity/social media<br />
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You Are Our Customer<br />
MCE Customer Focus<br />
We can assist conference organizers in any phase of a<br />
conference.<br />
– Overall Guidance<br />
– Identifying Sponsors<br />
– Finance, Budgeting, Insurance, Contracts, MOUs<br />
– Site location, Event Management, Meeting Logistics<br />
– Publication<br />
– Marketing your conference<br />
– Contract Negotiation<br />
– Food & Beverage Planning<br />
– Venue/Supplier Management<br />
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END<br />
REGION 2<br />
MCE PRESENTATION<br />
56 4/28/2013
MCE<br />
Additional Detail<br />
57 4/28/2013
MCE Senior Leadership Team<br />
Marie McErlean Hunter<br />
Senior Director, Meetings,<br />
<strong>Conference</strong>s & Events<br />
Kevin Dresely<br />
Director, <strong>Conference</strong><br />
Operations<br />
Richard Jannuzzi<br />
Sr. Manager, Business<br />
Operations<br />
Susan Root<br />
Director, <strong>Conference</strong><br />
Business Services &<br />
Strategic Programs<br />
Mark A. Vasquez<br />
Sr. Manager, Community<br />
Engagement & Innovation<br />
Julie Amodeo<br />
Sr. Manager, Customer<br />
Relationship Management<br />
Sherry Russ Sills<br />
Director, Event<br />
Management Services<br />
Gordon MacPherson<br />
Director, <strong>Conference</strong><br />
Quality<br />
We are part of<br />
TA, funded by<br />
Multiple OUs<br />
and Serve ALL<br />
<strong>IEEE</strong> & Related<br />
Communities<br />
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Event Management Services<br />
Director of Event Management Services – Sherri Russ<br />
Support over 300 global events annually<br />
Diverse team whose experience spans a production<br />
resume of over 50,000 events<br />
Services range from initial consultation and guidance to<br />
full event mgmt. and production services<br />
Robust technology solutions and resources available<br />
Prestigious client base spanning some of the largest<br />
and complex events within the <strong>IEEE</strong> portfolio<br />
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Full Event Management Provider<br />
Director of Event Management Services – Sherri Russ<br />
<br />
<br />
<br />
<br />
<br />
<br />
<br />
<br />
Timeline Management<br />
Budget Development/Financial Mgmt.<br />
Site Selection<br />
Contract Negotiation<br />
Food & Beverage Planning<br />
Venue/Supplier Management<br />
Special Event Management<br />
Program Booklet Creation<br />
60<br />
<br />
<br />
<br />
<br />
<br />
<br />
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Sponsorship/Patron Program Development<br />
VIP Handling<br />
Speaker Management & Engagement<br />
Room Block Management<br />
On-site Event Management<br />
Exhibit Management<br />
Giveaways, Signage<br />
…and much more
<strong>Conference</strong> Business Operations<br />
Sr. Manager Business Operations - Rich Jannuzzi<br />
Support Financially Sponsored Events<br />
– Financial Statement Preparation and Review<br />
– Transaction and Cash Management<br />
– Tax Reporting (Income, Sales & Indirect)<br />
– <strong>Conference</strong> Closing and Audit<br />
Coordinate MCE Financial and Reporting Processes<br />
– Department budget and forecast planning<br />
– Support <strong>IEEE</strong>’s annual audit and tax reporting<br />
– Business metrics and operational analysis<br />
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<strong>Conference</strong> Operations<br />
Director <strong>Conference</strong> Operations – Kevin Dressely<br />
End-to-end support of <strong>IEEE</strong> <strong>Conference</strong>s from<br />
sponsorship to publication<br />
Ensuring attention to, and compliance with, our<br />
operating guidelines and business principles<br />
Support the evolving nature of the conference and<br />
event business space and the STM publishing industry<br />
Work closely with <strong>Conference</strong> Business Services and<br />
the Meetings & <strong>Conference</strong>s Quality team to provide<br />
guidance on overall conference and publication quality<br />
to our organizing communities<br />
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<strong>Conference</strong> Services & Strategic Programs<br />
Director of <strong>Conference</strong> Business Services & Strategic Programs – Susan Root<br />
Developing effective <strong>Conference</strong> Organizer Engagement<br />
through communications, education and thought<br />
leadership<br />
Innovating and Delivering New Style <strong>Conference</strong>s<br />
ICX: <strong>IEEE</strong> <strong>Conference</strong> Exchange – The System and<br />
Applications that Support the <strong>Conference</strong> Business<br />
Ensuring <strong>Conference</strong> Policy is relevant and current<br />
<strong>Conference</strong>s Governance via <strong>IEEE</strong> <strong>Conference</strong>s<br />
Committee<br />
Systems for Sponsorship Management<br />
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Community Engagement & Innovation<br />
Senior Manager of Community Engagement & Innovation – Mark Vasquez<br />
Engaging/bridging with various communities via<br />
communications, collaboration opportunities,<br />
content/conversation creation and curation, etc.<br />
MCE employees, other staff groups (such as SA), external<br />
partners, etc.<br />
Identifying/introducing new conference<br />
features/tools/services, e.g.:<br />
Event lifecycle definition and bridging support<br />
Publicity/social media<br />
Conducting trials (and operationalizing successful ones)<br />
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Other special projects<br />
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Customer Relationship Management<br />
Senior Manager of Customer Relationship Management – Julie Amodeo<br />
Who we are…<br />
– Single Point of Contact for all MCE customers<br />
– Dedicated to deliver a best-in-class quality customer service experience<br />
– Provide unlimited access to critical information through our relationships<br />
with staff, volunteers, and industry leaders<br />
What we do…<br />
– Outreach and relationship building with all <strong>IEEE</strong> OUs, Partners and<br />
Volunteers<br />
– Develop new processes and services to serve our customers<br />
– Use communication with our customers as a means to improve and grow<br />
our business<br />
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<strong>Conference</strong> Quality<br />
Director <strong>Conference</strong> Quality – Gordon MacPherson<br />
Scope and Quality issues<br />
– Papers well outside of the stated subject matter scope of the conference<br />
– Papers well outside of <strong>IEEE</strong>’s engineering/technology subject areas<br />
– Papers that are poorly or unintelligibly written<br />
– Inadequate resources dedicated to peer review (e.g., dozens of papers<br />
per referee)<br />
Improper or careless behavior by conference organizers or sponsors<br />
– Partnering with co-sponsors whose non-profit status is questionable<br />
– Very short time span between conference initialization request and the<br />
actual event (sometimes four to six months, when best practice is oneand-a-half<br />
to two years)<br />
– Organizer-to-author communication that implies pay-to-publish/no-show<br />
business models<br />
– False advertising and misrepresentation<br />
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Sponsorship<br />
Additional Detail<br />
67 4/28/2013
What Should You Know About Your Co-<br />
Sponsors & Supporters?<br />
Not-for-profit? Legal documentation available<br />
Do they share a similar mission as your OU/<strong>IEEE</strong>?<br />
What is the basis / reason for co-sponsoring?<br />
Will they add value to the conference?<br />
Do they have complementary resources, skills talents?<br />
Can you forge a good working relationship? In good times &<br />
difficult times?<br />
Are you aligned on conference goals, responsibilities and<br />
assignments?<br />
CONFERECE EVALUTIONS<br />
Can someone you trust verify their suitability as a partner for<br />
<strong>IEEE</strong>?<br />
68<br />
What 4/28/2013 is their reputation and brand?
Organization Sponsorship Checklist<br />
Research<br />
Not for profit status? Is legal documentation available.<br />
MGA/Societies: Does the conference topic align with <strong>IEEE</strong>’s scope or<br />
society's FOI?<br />
Do any members from your OU have previous experience with this<br />
organization? (All opportunities should still be researched)<br />
Conduct a complete review of the organization's website<br />
Confirm organization's headquarters address, phone #, contact info<br />
Does this site display the organization’s management structure?<br />
All are links functioning on the organization’s website?<br />
Review previous conference website urls: are venues noted, do the<br />
conference timelines make sense?<br />
Review statistics from previous conferences they have held: attendance,<br />
acceptance rates, # reviews per paper, # paper assigned to each reviewer<br />
Request biographies of the organization's leadership team<br />
Request formal presentation of this information.<br />
CONFERECE EVALUTIONS<br />
69<br />
If the answers to these questions are not appropriate, we should not sponsor<br />
the conference or it requires additional due diligence.<br />
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Evaluating New Sponsorship Opportunities<br />
Best Practices<br />
CONFERECE EVALUTIONS<br />
Conduct a critical assessment of your current conference portfolio.<br />
Have the organization formally present to the OU conference’s<br />
committee on why <strong>IEEE</strong> should sponsor this conference.<br />
The decision is always dependent on available OU resources to<br />
participate in the conference’s technical program development.<br />
The conference sponsorship lead time should not be less then 12<br />
months in advance of the conference date.<br />
Ensure the new opportunity does not compete with any of your<br />
existing conferences, from a timing or topical perspective.<br />
Implement an application process to collect key information on<br />
previous conferences the new organization has previously executed.<br />
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Research the organization that is approaching <strong>IEEE</strong>, utilizing the<br />
Organization Sponsorship Checklist (next slide).<br />
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Benefits to Implementation<br />
New Sponsorship Evaluations<br />
CONFERECE EVALUTIONS<br />
The OU will execute higher quality conferences and obtain<br />
more attractive IP which stimulates both usage and<br />
downloads.<br />
The OU’s involvement in each conference's technical program<br />
review ensures that the process is managed properly. If the<br />
technical program is not conducted up to our standards, you<br />
can withdraw sponsorship and remove them from your<br />
portfolio.<br />
Protects the <strong>IEEE</strong> Brand; by working with only quality<br />
organizations. We will protect the <strong>IEEE</strong> brand currently<br />
valued at one billion US dollars.<br />
IP/content will not be rejected due to poor quality and<br />
excluded from Xplore.<br />
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OU <strong>Conference</strong> Evaluation<br />
Summary<br />
CONFERECE EVALUTIONS<br />
Define OU strategy<br />
– Contract / Expand / Status Quo<br />
No <strong>IEEE</strong> OU is required to sponsor a conference; take<br />
time and complete a comprehensive assessment before<br />
agreeing to any sponsorship.<br />
<strong>IEEE</strong>’s brand is highly sought after; an OU has to be<br />
selective and sponsor only the best opportunities.<br />
Scope match is critical<br />
Utilize the sponsorship checklist<br />
72<br />
If an OU is unsure of an organization, they can reach<br />
out to <strong>Conference</strong> Services for a consultation.<br />
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Publications<br />
Additional Detail<br />
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Set 1: Complete Publications Form<br />
Submit your completed <strong>IEEE</strong> <strong>Conference</strong> Publication<br />
Form to <strong>Conference</strong> Operations<br />
Submit form 6 months in advance of conference<br />
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Step 2: Letter of Acquisition<br />
Upon receipt of the <strong>IEEE</strong> <strong>Conference</strong> Publication Form, and verification of sponsorship, the <strong>IEEE</strong><br />
<strong>Conference</strong> Publication Operations staff will issue a Letter of Acquisition (LoA) with information required<br />
for producing the conference content.<br />
The following information will be provided to the Publications Chair in the LoA:<br />
• Titling Information<br />
• Submissions Required<br />
• Catalog Numbers<br />
• Copyright Information<br />
• Shipping Instructions<br />
• Additional Resources<br />
The LoA is a formal agreement between the conference and <strong>IEEE</strong>. Make sure to read, sign and return the<br />
LoA to confpubs@ieee.org.<br />
Non adherence to all requirements outlined in the LoA will delay the availability of the<br />
conference proceedings in Xplore and the indexing of the technical papers.<br />
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Step 3: <strong>IEEE</strong> Copyright Forms<br />
Everyone can now use the Electronic <strong>IEEE</strong> Copyright Form (eCF):<br />
For conferences using a manuscript submission system, the conference Publications<br />
Chair needs to register to use the eCF. The registration form can be found at:<br />
http://ecopyright.ieee.org/registration/registration.html<br />
For conferences without a manuscript submission system, the Publications Chair should<br />
register to use the tool at: https://ecopyright.ieee.org/copyrights/registration.jsp<br />
Printable versions of the <strong>IEEE</strong> Copyright Form are also available in PDF, DOC, and HTML<br />
formats. You can find the printable versions at:<br />
http://www.ieee.org/publications_standards/publications/rights/copyrightmain.html<br />
For more information or questions, please contact <strong>IEEE</strong> Intellectual Property Rights or<br />
visit their website as provided below:<br />
<strong>Web</strong>site: http://www.ieee.org/publications_standards/publications/rights/index.html<br />
Email: pubs-permissions@ieee.org<br />
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Step 4: Preparing <strong>Conference</strong> Content<br />
for the Xplore Digital Library<br />
Three ways to prepare Xplore submission:<br />
Preparation by an <strong>IEEE</strong> production operation - <strong>IEEE</strong> eXpress <strong>Conference</strong><br />
Publishing and <strong>Conference</strong> Publishing Services (CPS), a division of <strong>IEEE</strong><br />
Computer Society, both offer fee-based publishing services including<br />
preparation of PDFs for the <strong>IEEE</strong> Xplore Digital Library<br />
Preparation by a qualified third-party vendor - Xplore-compliant PDFs may<br />
be prepared by a third-party vendor. The vendor should review the <strong>IEEE</strong><br />
Xplore requirements and confirm its capability to deliver compliant files<br />
Prepare it yourself- If conference authors are preparing their own PDFs, the<br />
conference should register for <strong>IEEE</strong> PDF eXpress -- a free, online tool for<br />
authors that will allow them to either convert their documents into<br />
compatible PDFs or to submit their own PDFs for compatibility testing<br />
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Electronic Copyright Form (eCF)<br />
The eCF is an online version of the <strong>IEEE</strong> Copyright Form.<br />
– authors answer a series of questions that determines the author's<br />
copyright status<br />
– type of organization the author is affiliated with (for example, private<br />
industry, U.S. Government, or a Crown Government)<br />
– eCF Wizard then presents the author with the appropriate form to<br />
electronically sign<br />
Use of the eCF is open to any <strong>IEEE</strong> conference publication chair<br />
who wants to link his or her manuscript submission site to the eCF.<br />
There is no charge to use this tool.<br />
Registration of a submission site with the <strong>IEEE</strong> Intellectual Property<br />
Rights (IPR) team as a ‘trusted source’ is required.<br />
Where can I learn more about the eCF?<br />
CONFERECE PUBLICATIONS<br />
– www.ieee.org/publications_standards/publications/rights/eCF_Registration_Intro.html<br />
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PDF eXpress<br />
<strong>IEEE</strong> Publishing Tools<br />
PDF eXpress is an <strong>IEEE</strong>-sponsored tool that assists<br />
conference authors in meeting <strong>IEEE</strong> Xplore® requirements<br />
for PDF files, at no cost.<br />
Usage is restricted to conferences that have been<br />
approved to participate in the <strong>IEEE</strong> <strong>Conference</strong><br />
Publications Program.<br />
79<br />
PDF eXpress is a <strong>Web</strong>-hosted application that will<br />
perform one of two functions:<br />
– Convert a non-PDF source document (typically, a Microsoft Word<br />
document or LaTeX bundle) into a PDF that meets <strong>IEEE</strong> Xplore®<br />
requirements<br />
– Confirm that an author-generated PDF meets <strong>IEEE</strong> Xplore requirements<br />
(and if not, it will identify the issues that are causing problems for that<br />
PDF).<br />
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PDF eXpress PLUS<br />
<strong>IEEE</strong> Publishing Tools<br />
“PLUS” enables authors to deposit their final, Xplorevalidated<br />
PDFs on the site for collection by the conference<br />
publication or technical program chair.<br />
Benefits:<br />
Eliminates the need for publication or program chairs to<br />
track down individual authors for their papers<br />
Helps ensure that the publication or program chair has the<br />
most recent version of the author’s paper<br />
Meets a business need for small to medium-sized<br />
conferences whose publishing requirements are very simple<br />
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How do I get my own?<br />
PDF eXpress or PDF Express Plus site<br />
Visit www.ieee.org/pdfeXpress to register your conference<br />
A welcome package will provide the project-specific URL and<br />
<strong>Conference</strong> ID to provide to authors whose papers have<br />
been accepted for your conference<br />
Place the link to your PDF eXpress or PLUS site on your<br />
conference author instruction page:<br />
A customized PDF eXpress <strong>Web</strong> page is now available<br />
exclusively to your conference authors.<br />
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<strong>Conference</strong> Publishing Services<br />
There are two <strong>IEEE</strong> teams providing comprehensive,<br />
fee-based publication services:<br />
– Paper collection, validation, metadata capture, media creation,<br />
publication in <strong>IEEE</strong> Xplore®<br />
<strong>IEEE</strong> Computer Society <strong>Conference</strong> Publishing Services<br />
(CPS) Los Alamitos, CA, USA<br />
– Contact: cps@computer.org<br />
<strong>IEEE</strong> eXpress <strong>Conference</strong> Publishing, Piscataway, NJ,<br />
USA<br />
– Contact: conferencepublishing@ieee.org<br />
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MGA Approval Process<br />
Policy<br />
Additional Detail<br />
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Working with Other <strong>IEEE</strong> OUs<br />
Geographic OUs<br />
– Out of area sponsorship<br />
– Does this make sense for your OU?<br />
– Have you obtained Cross-Endorsement?<br />
Non-Geographic OUs<br />
(Societies, Councils & <strong>Education</strong>al Activities)<br />
– Bidding for global, flagship conferences to be hosted in your area<br />
– Collaborating with Societies on events of mutual interest<br />
– Have you made outreach to Societies?<br />
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Working with Other <strong>IEEE</strong> OUs<br />
Geographic OUs<br />
Policy 10.1.3<br />
– Geographic organizational units (OU), such as Regions, Sections<br />
and Chapters are established to serve all of the technical<br />
interests of <strong>IEEE</strong> members residing within specific geographic<br />
organizational areas. In order to do this, geographic OUs may<br />
sponsor conferences of technical interest to the local members.<br />
– Each OU has a defined field of interest or geographical interest<br />
area. It is expected that each OU run conferences within their<br />
field of interest area or geographical interest area. When an<br />
organizational unit moves out of their defined geographical area<br />
or field of interest, co-sponsorship and cross endorsements are<br />
recommended and sometimes required (10.1.4)<br />
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Additional Detail<br />
Peer Review<br />
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Outline<br />
Why Review?<br />
What to Review?<br />
How to Review?<br />
Ongoing Challenges<br />
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Why Review<br />
Determine suitability of material for conference<br />
Determine the quality of suitable material<br />
Provide a filter for potential plagiarism<br />
Increase the reputation of the conference<br />
Organize material into sessions<br />
Identify people to chair sessions<br />
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What to Review<br />
All material that will go into Xplore should be reviewed<br />
Typically this does not include:<br />
– Panel Sessions<br />
– Invited talks – unless there is a paper<br />
– Keynote presentations, unless there is a paper<br />
– Poster sessions not associated with papers in the proceedings<br />
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How to Review<br />
Authors submit full paper for review<br />
– Should meet <strong>IEEE</strong> standards for references<br />
– Best if use <strong>IEEE</strong> template<br />
– Best if done electronically with communication trail with author(s)<br />
There should be one corresponding author/paper<br />
Need to identify experts to review the paper<br />
– <strong>IEEE</strong> recommends at least 2 reviewers for each paper.<br />
Best practices suggest that each reviewer be assigned no<br />
more than 12 to 15 papers.<br />
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Technical Program Chair organizes a Technical Program<br />
Committee<br />
– Based on the conference topical areas<br />
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How to Review<br />
Step One - suitability – determine whether paper is in<br />
the conference area of interest and meets any<br />
guidelines for length, format, etc.<br />
– Often done by the TPC Chair, sometimes with small committee<br />
Step Two – Assign to one of the major areas of the<br />
conference<br />
– Often associated with an individual or group on the Technical<br />
Program Committee<br />
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How to Review<br />
Step Three - paper quality – many variations<br />
Member of TPC takes the lead of an area and is<br />
assigned a group of papers<br />
– TPC has a number of members in this area<br />
Or Area lead has list of reviewers<br />
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Papers are reviewed<br />
– Must have review guidelines<br />
– Comments from reviewers must be useful in judging paper<br />
– Accept – very high quality<br />
– Accept – high quality<br />
– Marginal Accept – quality OK, but not very interesting<br />
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– Reject
How to Review<br />
All individual paper reviews should be done before any<br />
TPC review meeting<br />
The results of all reviews should be available to the<br />
TPC members in each specific area<br />
– Reviews should be anonymous – authors not known to reviewers<br />
Decisions on which papers to accept must be made<br />
– Suggestion – triage based on reviews<br />
– Absolutely accept<br />
– Maybe accept<br />
– Reject<br />
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How to Review<br />
KEY POINT<br />
MUST HAVE MULTIPLE REVIEWERS<br />
– Best practice is three, but MUST be more than one<br />
THIS IS CRITICAL<br />
The material submitted to Xplore must be reviewed<br />
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How to Review<br />
Spend time in the TPC meeting discussing the “Maybe<br />
Accept”<br />
– Try to understand the reviewers concerns, does the paper have<br />
fatal flaws?<br />
– Look at whether the paper would make a nice contribution to a<br />
session – help round out a session<br />
How many papers are needed?<br />
– If too many papers have been submitted for the number of<br />
available slots some “Maybe” papers will be rejected<br />
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How to Review<br />
It is possible to require that authors make certain<br />
changes to papers before they are acceptable<br />
Communicate to authors with:<br />
– results of review process<br />
– any next steps<br />
– requirements for presentation at the conference<br />
– non-presented paper policy<br />
– etc.<br />
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Ongoing Challenges in Reviews<br />
No matter what conference there are always two<br />
challenges<br />
– Getting enough high quality papers by the submission deadline<br />
– Finding enough experts to complete reviews by the deadline<br />
It is important that all reviews are completed before<br />
any face-to-face meeting of the TPC<br />
Improving the conference quality and reputation will<br />
help with both of these<br />
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Additional Review issues<br />
Managing peer reviews - <strong>IEEE</strong> recommends that you<br />
use a peer review tool to manage conference papers.<br />
– A peer review tool helps you to follow a consistent process and<br />
improves the quality of your reviews.<br />
Maintain confidentiality- <strong>IEEE</strong> maintains a policy of<br />
strict confidentiality for all conference submissions.<br />
– You must notify your reviewers that they cannot disclose or make<br />
inappropriate use of the content before publication.<br />
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Plagiarism/CrossCheck<br />
Additional Detail<br />
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Plagiarism / CrossCheck<br />
CrossCheck was selected as the <strong>IEEE</strong> plagiarism screening<br />
tool because it is especially suited to filtering academic<br />
content<br />
– compares authored work against a content database, highlighting<br />
matching or similar text for further editorial review<br />
– Manuscripts are loaded into a web-based tool for screening<br />
– CrossCheck compares manuscripts against the database of content<br />
published in the scientific, technical and medical fields.<br />
– “Similarity Reports” are generated that rate all submissions with verbatim<br />
passages to previously published works.<br />
– Publisher/Editor must then follow up to isolate and review the highscoring<br />
papers as necessary.<br />
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For more information or to register your conference:<br />
– http://www.ieee.org/publications_standards/publications/rights/crosschec<br />
kmain.html<br />
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<strong>IEEE</strong> Provides Full Funding and<br />
Support for CrossCheck<br />
Financial Support<br />
– No cost to any Organizational Unit to use<br />
– All CrossCheck costs assumed by <strong>IEEE</strong> Staff Support<br />
Staff Support<br />
– Intellectual Property Rights (IPR) Office staff supports<br />
CrossCheck with all publication volunteers<br />
– IPR staff will provide policy advice and plagiarism resolution<br />
support<br />
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Plagiarism Levels As Defined by<br />
<strong>IEEE</strong><br />
Level 1—Unaccredited verbatim copying of 50-100%<br />
Level 2—Unaccredited verbatim copying of 20-50%<br />
Level 3—Unaccredited verbatim copying of individual<br />
elements (up to 20%)<br />
Level 4—Unaccredited improper paraphrasing of<br />
pages/paragraphs Level<br />
5—Credited verbatim copying without clear delineation<br />
in the body of the paper<br />
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Contracts<br />
Additional Detail<br />
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<strong>IEEE</strong> Contracting Requirements<br />
Contracts of a value of US $25,000 or higher must be reviewed and<br />
executed by <strong>IEEE</strong> headquarters to be considered valid and legally binding.<br />
– Send to conference-contracts@ieee.org<br />
Contracts with a value less than US $25,000 may be approved and executed<br />
by the organizer, however, a copy must be sent to <strong>IEEE</strong> for central record<br />
retention.<br />
– Send to conference-finance@ieee.org at time of signing<br />
<strong>IEEE</strong> strongly encourages all contracts, regardless of value, to be reviewed<br />
by subject matter experts prior to final approval and execution.<br />
– Send to conference-contracts@ieee.org<br />
Refer to <strong>IEEE</strong> governing documents for full scope at<br />
– <strong>IEEE</strong> Policy (Section 10.1.18)<br />
– <strong>IEEE</strong> Finance Operations Manual (FOM Section 8)<br />
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<strong>Conference</strong> Finance<br />
Additional Detail<br />
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Insurance for <strong>IEEE</strong> <strong>Conference</strong>s<br />
What is it for?<br />
Used to verify that an organization maintains insurance<br />
coverage<br />
Who wants to know?<br />
Third party organizations often request <strong>IEEE</strong> to provide<br />
evidence of coverage in connection with contractual<br />
agreements<br />
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Insurance for <strong>IEEE</strong> <strong>Conference</strong>s<br />
How do I obtain one, and how long will it take?<br />
– Certificates of insurance must be prepared by <strong>IEEE</strong>'s Insurance<br />
Broker. The normal turnaround for routine requests is 1-2<br />
business days.<br />
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Insurance for <strong>IEEE</strong> <strong>Conference</strong>s<br />
<strong>IEEE</strong>’s Office of Risk and Insurance Management<br />
Services (ORIMS)<br />
Responsible for managing claims where it is<br />
alleged that <strong>IEEE</strong> may have caused others bodily injury<br />
or damage to property of third parties, as well as<br />
claims that involve loss of, or damage to, <strong>IEEE</strong> owned<br />
property.<br />
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Insurance for <strong>IEEE</strong> <strong>Conference</strong>s<br />
Types of Claims managed:<br />
General Liability<br />
Property<br />
Auto Liability (and Physical Damage)<br />
Global Volunteer Travel Accident / Medical Expense<br />
Professional Liability<br />
Other Liability<br />
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Insurance for <strong>IEEE</strong> <strong>Conference</strong>s<br />
When and how do I file a claim?<br />
– Any incident, which may result in a Property, Auto, or other<br />
Liability claim, should be immediately reported to<br />
ORIMS@ieee.org. ORIMS will investigate reported incidents and<br />
submit claims to the appropriate insurance carriers.<br />
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Budgeting, Banking & Insurance<br />
How can you obtain a policy for your event?<br />
– Available for purchase at the discretion of the Organizing<br />
Committee<br />
Who is providing the coverage?<br />
– <strong>IEEE</strong> has partnered with Expo-Plus, and our staff will be able to<br />
guide you through the process of securing coverage<br />
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END