Conference Education - IEEE Entity Web Hosting

IEEE Meetings, Conferences & Events
MCE – Serving the Global Customer
Region 2 Meeting – Morgantown, WV
2013 April 20
Kevin Hanft, John Tracy
4/28/2013 1

Agenda
Sponsorship Overview
Getting Started with Conference Initiation
– Timeline
– Conference Operations Review
– MoU
– Conference Approval
Conference Publications
Conference Finance & Contracts
Required Actions
2
MCE Overview
4/28/2013

External Forces Affecting the IEEE
Conference Business
Rapid Growth in Asia
Rapid Growth of Technical Co-Sponsorship
Technical Program / Conference Publication Quality
Issues
Unauthorized Use / Improper use of IEEE Brand
Open Access Publishing
Virtual Presence at Conferences
3
4/28/2013

Sponsorship Overview
4 4/28/2013

Sponsorship
What is it?
What are the responsibilities?
Why & how should it be offered?
5
4/28/2013

Conference sponsorship
What Is It?
Conference sponsorships refers to responsibility for:
– administrative, business, legal
– banking, financial, tax
– technical program
– marketing and publicity
– planning and running of the conference
IEEE Organizational Units (OU) can provide
sponsorship to conferences that includes either
financial involvement or non-financial involvement.
6
4/28/2013

Types of Financial Sponsorship -
Sole sponsorship
One IEEE organizational unit has complete responsibility for the
financial, technical, publicity and administrative running of the
conference.
In a sole sponsorship, the rights to the conference name, slogan,
copyright for publications, and/or logo are owned by IEEE.
The sole sponsor:
– approves the conference;
– receives the entire portion of the surplus or is liable for the deficit resulting from a
conference;
– is responsible for assuring the timely resolution of any legal issues;
– is responsible for issuing any loans that the conference might need and assuring
subsequent repayment;
– is responsible for proper usage of the IEEE name and the IEEE logo;
– is responsible for defining the scope of the conference and managing the technical
program
7
4/28/2013

Types of Financial Sponsorship
Co-sponsorship
An IEEE organizational unit shares significant responsibility for the financial,
technical, publicity and administrative running of the conference.
The relationship between sponsoring organizations must be explicitly
defined in terms of a Memorandum of Understanding (MOU).
The IEEE co-sponsor:
– approves the conference;
– receives a portion of the surplus or is liable for a portion of the deficit resulting from
a conference;
– is responsible for assuring the timely resolution of any legal issues;
– is responsible for issuing any loans that the conference might need and assuring
subsequent repayment;
– is responsible for proper usage of the IEEE name and the IEEE logo;
– is responsible for defining the scope and managing the technical program
– requires specific approvals from IEEE;
– can use the IEEE logo in conference publications and announcements;
8
4/28/2013

Technical Co-Sponsorship
An IEEE organizational unit has direct and substantial involvement
in the development, organization and running of the technical
program, but no financial involvement in the conference.
The relationship between sponsoring organizations must be
explicitly defined in terms of a Memorandum of Understanding
(MOU).
The IEEE technical co-sponsor:
– is responsible for defining the scope of the conference and managing the
technical program, including oversight of the program development,
review process and participating in peer reviews.
– requires specific approvals from IEEE
– is responsible for proper usage of the IEEE name and the IEEE logo;
9
– For conferences where IEEE is the technical co-sponsor:
– The organization that has financial sponsorship of the conference must
be explicitly identified in the supporting documentation and
promotional material for technical co-sponsorship to be granted.
4/28/2013

Working with Non-IEEE Organizations
Benefits of co-sponsorship
Benefit from collaboration
– Technical knowledge
– Local knowledge
– Relationships
– Suppliers
– Learn from others: understand purpose and operation; see how
they run events
– Membership building
– Networking
Increase pool of potential attendees / marketing lists
10
Spread risk and organizing effort, access to additional
resources
4/28/2013

Other Conference Supporters
Organizations can support an IEEE conference in ways other
than sponsorship:
– Contributors – Partners – Patrons – Supporters
This support should be in the form of donations or grants:
– Underwriting the general conference budget
– underwriting a specific activity (breaks, lunch, etc.)
– providing attendee gifts
Some supporters may choose to donate goods or services
These supporters should be not be called “Sponsors”
– They should be noted separately on the conference materials and website
to distinguish them from financial and technical sponsors
11
4/28/2013

Conference Portfolio Assessment
Resources
Existing Conferences
Conduct a critical assessment of
your current conference portfolio.
Are resources are sufficient to
ensure direct and substantial
involvement the technical program.
Conduct post conference evaluations
on existing conference.
Work towards sponsoring
conferences that are aligned with
the most influential, engineering
academic institutions or nonacademic
organizations.
Determine if your OU is either
positioned to expand, contract or
remain at the current number of
12 conferences 4/28/2013 executed annually.
Proactive – New Opportunities
Is my OU aligned with the top
engineering academic institutions?
Evaluate non-IEEE conferences that
are highly successful.
Are there sister organizations,
should look to work with?
– Technical Society agreements:
http://www.ieee.org/about/corporate/agreements/sister.html
– National Societies:
http://www.ieee.org/about/corporate/agreements/regional.html
Does the new conference
opportunity fill a topical niche that
benefits your membership?
Does the new conference
opportunity have long term
potential?

Conference Approval
Timeline
13 4/28/2013

Getting Started
Conference Approval Timeline
ICX
Enter
Conference
Information
Conference
Operations
Application
Review
Conference
Services
MoU
Validated
OU Approval
Approval
Sent
Conference
Operations
Conference
Operations
Approves
Conference
Conference
Entered
IEEE
Conference
Search
14
4/28/2013

Conference Application Process
ICX – OU Enter Data
IEEE Conference Exchange (ICX) is the IEEE
conference-management platform.
IEEE launched the first phase of ICX in June 2012 with
the introduction of the IEEE Conference Application,
with integrated Memorandum of
Understanding (MOU) development.
Conference Organizer Website – online form
– http://www.ieee.org/conferences_events/conferences/organizers/conf_app.html
ICX checklist (hand out)
– Information you need to complete application
ICX
Enter
Conference
Information
15
4/28/2013

Review Application
Conference Operations
Review applications for completeness
Validate Sponsors
Conference Website Review
– Branding
– Language (can not guarantee publication into Xplore)
Conduct outreach on any discrepancies
Conference
Operations
Application
Review
16
4/28/2013

MOU
Conference Services
A Memorandum of Understanding (MOU) is required
when two or more entities agree to provide cosponsorship
to a conference. These entities may be all
IEEE organizational units or IEEE and not-for-profit
non-IEEE organizations.
Approved by Conference Services
Sent to Sponsoring OU for Approval
– Electronic review and signatory process Conference
Services
MoU
Validated
17
4/28/2013

MGA Conference Sponsorship
Review Process
Any MGA Organizational Unit that intends to partner with a
non-IEEE entity on a conference must obtain approval
– Applies to all co-sponsored conferences
– Financial
– Technical
Section Level approval needed when the following OUs partner
with a non-IEEE entity:
– IEEE Subsections
– Chapters
– Affinity Groups
– Student Branches etc.
OU Approval
Approval
Sent
Conference
Operations
18
Region Level approval needed when the following OUs partner
with a non-IEEE entity:
4/28/2013
– Geographic Councils

Conference Approved
Conference Operations
Conference is entered into the IEEE Conference Search
Engine
Conference
Entered
IEEE
Conference
Search
19
4/28/2013

Conference Publications
20 4/28/2013

IEEE Conference Publication
Program
Conferences must apply separately to participate in the IEEE
Conference Publication Program
IEEE sponsorship, of any kind, does not guarantee that
papers accepted for presentation at the conference will be
eligible for publication in the IEEE Xplore Digital Library.
The IEEE Conference Publication Program (CPP) handles
distribution of conference publications for IEEE.
Consider the Conference’s Non-presented paper policy.
Submit conference proceedings within 30 Days.
No paper or proceedings is guaranteed to be indexed.
21
4/28/2013

Conference Publication Program
Four Basic Steps
Step 1: Submit your completed IEEE Conference Publication
Form to Conference Operations - 6 months in advance of
conference
– http://www.ieee.org/conferences_events/conferences/organizers/pubs/co
nference_publications.html
Step 2: Conference Operations sends you a Letter of
Acquisition (LOA)
– Complete the LOA and return it Conference Operations
Step 3: Collect and submit copyright forms for the papers in
the proceedings
– http://ecopyright.ieee.org/registration/registration.html
Step 4: Preparing conference content for the Xplore Digital, submit
proceedings to IEEE
22
4/28/2013

What’s Required for Submission
Xplore
Per IEEE Operating Policy, you must provide us with three (3) identical
sets of Xplore compliant files on CD, DVD, or USBs which contain the
following:
Individual Xplore compliant PDFs of each technical paper
Cover, Title Page, Copyright Page, Table of Contents, Author Index,
Front or Back Matter
For detailed information on how to prepare and submit PDF files
and packing lists, download the Packing List Generator at the
following website:
– http://www.ieee.org/conferences_events/conferences/organizers/pubs/preparing_c
ontent.html)
23
4/28/2013

IEEE Publishing Tools
Free Services
Electronic Copyright form (eCF)
– The eCF is an online version of the IEEE Copyright Form.
– www.ieee.org/publications_standards/publications/rights/eCF_Registration_Intro.html
PDF eXpress - A tool that assists conference authors in meeting
IEEE Xplore® requirements for PDF files.
– Converts non-PDF source documents (typically, a Microsoft Word document or LaTeX
bundle) into a PDF that meets IEEE Xplore® requirements
– Visit www.ieee.org/pdfeXpress to register your conference
PDF eXpress PLUS - Enables authors to deposit their final, Xplorevalidated
PDFs on the site for collection by the conference publication or
technical program chair.
– Eliminates the need for publication or program chairs to track down
individual authors for their papers
24
4/28/2013

Plagiarism / CrossCheck
Free Service
CrossCheck was selected as the IEEE plagiarism screening
tool because it is especially suited to filtering academic
content
– “Similarity Reports” are generated that rate all submissions with verbatim
passages to previously published works.
– Publisher/Editor must then follow up to isolate and review the highscoring
papers as necessary.
For more information or to register your conference:
– http://www.ieee.org/publications_standards/publications/rights/crosschec
kmain.html
25
4/28/2013

Conference Publishing Services
There are two IEEE teams providing comprehensive,
fee-based publication services:
– Paper collection, validation, metadata capture, media creation,
publication in IEEE Xplore®
IEEE Computer Society Conference Publishing Services
(CPS) Los Alamitos, CA, USA
– Contact: cps@computer.org
IEEE eXpress Conference Publishing, Piscataway, NJ,
USA
– Contact: conferencepublishing@ieee.org
26
4/28/2013

Conference Finance &
Contracts
27 4/28/2013

Getting Started
Topics for Discussion
Budgeting, Banking & Insurance
Contracts
Transaction Processing
Financial, Tax & Compliance Reporting
Closing your Conference
28
4/28/2013

Creating a Budget
Understanding historical performance
Accounting for differences in location
Identifying major expense items
F&B, A/V, Venue, etc.
Identifying all revenue sources
Registration Fees, Tutorials, Grants, etc.
Assessing the market landscape and setting
registration rates
29
4/28/2013

Establishing an Operating Account
Options available
IEEE Concentration Banking (CB)
Section Account
Conference account at a local bank
Fiscal Agent Representation
30
4/28/2013

Fiscal Agents
If the conference bank account is owned by another
entity (University, 3rd Party, etc.) a Fiscal Agent MoU
is needed.
This is an agreement signed by the account owner, a
conference committee representative and the IEEE
Staff Director-Financial Services.
– It is separate and distinct from the Sponsorship MoU.
31
4/28/2013

Conference Insurance
General Liability & Property Damage
Event Cancellation
Certificates of Insurance
32
4/28/2013

General Liability Insurance
Covers all IEEE Volunteers
Section, Region, Society, Council, Conference, etc.
Free to all approved conferences
Personal liability protection for volunteers while acting
within the scope of their duly authorized duties
Proportionate to IEEE financial share of event
Submit Committee List to substantiate participation
33
4/28/2013

Event Cancellation Insurance
Comprehensive coverage against unexpected
disruption due to:
– Natural Disasters - Hurricanes, Earthquakes, etc.
– Communicable Diseases- SARS, pandemic
– Labor Disputes / Strikes / Acts of Terrorism
What’s covered?
– Lost revenue and/or additional operating expenses incurred
because of an unexpected disruption
– Future marketing expenses
– Hotel penalty charges
34
Optional coverage, payable by conference
– Premium priced on many factors – Location, # of Participants,
Budgeted Gross Revenue / Expense
4/28/2013

Insurance for IEEE Conferences
Certificate of insurance verifies that an organization
maintains insurance coverage
Third party organizations often request IEEE to provide
evidence of coverage in connection with contractual
agreements
– Hotels
– Conference center
35
4/28/2013

Contracts
Why enter into contracts?
Establish what goods/services will be exchanged by the
parties, and at what cost
Document terms and conditions under which these
transactions will take place
Secure goods/services/pricing to be consumed at a
later date
36
4/28/2013

Conference Contract
Reporting
When do you need to report a conference to
Conference Services?
Budgeted income or expense of $25K USD or higher,
IEEE must review and execute contract.
37
4/28/2013

Accepting Payments
Registration
Registration Fees are the single most significant source
of Conference Revenue for IEEE Events
Nearly all Conferences now use an online tool for
registration, but there are many moving parts
– The key to a successful system is ensuring that all are compatible
with one another
38
4/28/2013

Transaction Processing
Accepting Payments
Apart from Registration, most other conference
revenue is received as either by check or bank transfer
– Using a CB Account, allows deposits to be made at any local
Wells Fargo branch, or through the mail
39
4/28/2013

Transaction Processing
Making Payments
When is it appropriate?
– Scheduled in contract
– Payable upon completion
Execution options available
– Check, wire transfer, debit card (CB account)
Documentation to be retained
Conflict of Interest Disclosure
40
4/28/2013

Financial Reporting
Conventional Approach
Budget Updates
Forecasting – Pre & Post-Conference Views
Final Financial Report
41
4/28/2013

Financial Reporting
NetSuite for IEEE Conferences
– Distinct & separate instance from Section
Transaction-Level Reporting
42
4/28/2013

Tax Collection & Reporting
It is imperative that IEEE comply with all US-specific
and local tax laws & practices
– Income Tax
– Local Sales & Use Taxes
Income Taxes - U.S. Persons (1099) Payments made
to: U.S. Citizens & U.S. Resident Aliens
– Reportable payments include: Awards; Grants; Honoraria; Prizes;
Commissions
43
Income Taxes - Non-U.S. Persons (1042) Payments
made to: Non-U.S. Citizens & Non-Resident Aliens
– Only for “U.S. source income”
– Payments made for work performed in the U.S.
– Reportable payments are the same as for 1099’s
4/28/2013

Tax Collection & Reporting
Income Tax - Best Practices
Gather the following information before payment is
made:
– Full name & Permanent Address
– U.S. Citizenship Status (Citizen, Resident Alien, etc.)
– U.S. Social Security # (if US Citizen/Resident Alien)
– Total payments issued in $US
– Calendar year payment was made
– Purpose of payment
44
4/28/2013

Closing Your Conference
Final Reporting & Analysis
Your Exit Strategy
– All Balances Collected/Paid
– Close your Operating Accounts
– Create a Final Financial Report
Best Practices
– The Need for a Financial Audit
– Required for conference > $250K
– Handing off to Sponsors/Successors
45
4/28/2013

Conference Reporting
Information Gathering
Pre-
Conference
Post
Conference
• Organizing Committee List
• PoBC/CoI
• Banking Information
• Tax Collection Information
• Budget & Pre-Conference Forecast
• Post Conference Forecast & Final Report
• Tax Reporting (Income, Sales, & Indirect)
• Loan Repayment
• Proof of Bank Closure
• Final Financial Report
• Surplus Remittance
• Audit
46
4/28/2013

Required Actions
47 4/28/2013

Required Business & Legal Forms
IEEE Conference Application Form (online, ICX)
Memorandum of Understanding
– Required for any co-sponsored conference
Principles of Business Conduct and Conflict of Interest Form
(POBS/COI)
Finance
IEEE Financial Reporting
– Online form to report summary financial information
Certificate of Accuracy
– Required with your financial closing information
48
1099 & 1042 Schedule of Payments
4/28/2013 – Required each January for payments in the previous year

Required Business & Legal Forms
Publications
IEEE Conference Publications Form (online)
– Required for all conferences intending to publish a proceeding
with IEEE.
IEEE Copyright Form
Brand
– Required from each author
Brand Identity Toolkit
Basic rules for using IEEE Master Brand and logos
49
4/28/2013

MCE OVERVIEW
Capabilities
Contacts
50 4/28/2013

MCE Business Groups and Contacts
Director of Event Management Services – Sherri Russ
– 732 562 3980 / s-russ@ieee.org
Senior Manager Business Operations - Rich Jannuzzi
– 732 562 3858 / r.jannuzzi@ieee.org
Director Conference Operations – Kevin Dressely
– 732 562 3930 / k.dresely@ieee.org
Director Conference Business Services /Strategic Programs – Susan Root
– 732 562 6607 / s.root@ieee.org
Director Conference Quality – Gordon MacPherson
– 732 562 3890 / g.macpherson@ieee.org
Senior Manager of Customer Relationship Management – Julie Amodeo
– 732 562 7807 / julie.amodeo@ieee.org
Senior Manager of Community Engagement & Innovation – Mark Vasquez
51
– 732 562 3912 / m.vasquez@ieee.org
4/28/2013

Do you need MCE support?
Sherry’s Team - Event Mgmt. Services Overview
– Support over 300 global events annually, diverse team whose
experience spans a production resume of over 50,000 events
– Services range from initial consultation and guidance to full event
mgmt. and production services, robust technology solutions and
resources available
– Prestigious client base spanning some of the largest and complex
events within the IEEE portfolio
52
Rich’s Team - Support Financially Sponsored Events
– Financial Statement Preparation and Review
– Transaction and Cash Management
– Tax Reporting (Income, Sales & Indirect)
– Conference Closing and Audit
4/28/2013

Do you need MCE support?
Kevin’s Team - End-to-end support of IEEE Conferences
from the application process through publication
– Work closely with Conference Business Services and the Meetings
& Conferences Quality team to provide guidance on overall
conference and publication quality to our organizing communities
Susan’s Team - Developing effective Conference
Organizer Engagement through communications,
education and thought leadership
– Sponsorship & MOU
– System and application to support the business
– ICX: IEEE Conference Exchange
53
4/28/2013

Do you need MCE support?
Gordon’s Team - Manages Scope and Quality issues
– Ensure conference quality, reviews papers well outside of the
stated subject matter scope of the conference, papers well
outside of IEEE’s engineering/technology subject areas
Julie’s Team - Single Point of Contact for all MCE customers
– Provide unlimited access to critical information through our relationships
with staff, volunteers, and industry leaders. Outreach and relationship
building with all IEEE OUs, Partners and Volunteers
Mark’s Team - Identifying/introducing new conference
features/tools/services
– Publicity/social media
54
4/28/2013

You Are Our Customer
MCE Customer Focus
We can assist conference organizers in any phase of a
conference.
– Overall Guidance
– Identifying Sponsors
– Finance, Budgeting, Insurance, Contracts, MOUs
– Site location, Event Management, Meeting Logistics
– Publication
– Marketing your conference
– Contract Negotiation
– Food & Beverage Planning
– Venue/Supplier Management
55
4/28/2013

END
REGION 2
MCE PRESENTATION
56 4/28/2013

MCE
Additional Detail
57 4/28/2013

MCE Senior Leadership Team
Marie McErlean Hunter
Senior Director, Meetings,
Conferences & Events
Kevin Dresely
Director, Conference
Operations
Richard Jannuzzi
Sr. Manager, Business
Operations
Susan Root
Director, Conference
Business Services &
Strategic Programs
Mark A. Vasquez
Sr. Manager, Community
Engagement & Innovation
Julie Amodeo
Sr. Manager, Customer
Relationship Management
Sherry Russ Sills
Director, Event
Management Services
Gordon MacPherson
Director, Conference
Quality
We are part of
TA, funded by
Multiple OUs
and Serve ALL
IEEE & Related
Communities
58
4/28/2013

Event Management Services
Director of Event Management Services – Sherri Russ
Support over 300 global events annually
Diverse team whose experience spans a production
resume of over 50,000 events
Services range from initial consultation and guidance to
full event mgmt. and production services
Robust technology solutions and resources available
Prestigious client base spanning some of the largest
and complex events within the IEEE portfolio
59
4/28/2013

Full Event Management Provider
Director of Event Management Services – Sherri Russ
Timeline Management
Budget Development/Financial Mgmt.
Site Selection
Contract Negotiation
Food & Beverage Planning
Venue/Supplier Management
Special Event Management
Program Booklet Creation
60
4/28/2013
Sponsorship/Patron Program Development
VIP Handling
Speaker Management & Engagement
Room Block Management
On-site Event Management
Exhibit Management
Giveaways, Signage
…and much more

Conference Business Operations
Sr. Manager Business Operations - Rich Jannuzzi
Support Financially Sponsored Events
– Financial Statement Preparation and Review
– Transaction and Cash Management
– Tax Reporting (Income, Sales & Indirect)
– Conference Closing and Audit
Coordinate MCE Financial and Reporting Processes
– Department budget and forecast planning
– Support IEEE’s annual audit and tax reporting
– Business metrics and operational analysis
61
4/28/2013

Conference Operations
Director Conference Operations – Kevin Dressely
End-to-end support of IEEE Conferences from
sponsorship to publication
Ensuring attention to, and compliance with, our
operating guidelines and business principles
Support the evolving nature of the conference and
event business space and the STM publishing industry
Work closely with Conference Business Services and
the Meetings & Conferences Quality team to provide
guidance on overall conference and publication quality
to our organizing communities
62
4/28/2013

Conference Services & Strategic Programs
Director of Conference Business Services & Strategic Programs – Susan Root
Developing effective Conference Organizer Engagement
through communications, education and thought
leadership
Innovating and Delivering New Style Conferences
ICX: IEEE Conference Exchange – The System and
Applications that Support the Conference Business
Ensuring Conference Policy is relevant and current
Conferences Governance via IEEE Conferences
Committee
Systems for Sponsorship Management
63
4/28/2013

Community Engagement & Innovation
Senior Manager of Community Engagement & Innovation – Mark Vasquez
Engaging/bridging with various communities via
communications, collaboration opportunities,
content/conversation creation and curation, etc.
MCE employees, other staff groups (such as SA), external
partners, etc.
Identifying/introducing new conference
features/tools/services, e.g.:
Event lifecycle definition and bridging support
Publicity/social media
Conducting trials (and operationalizing successful ones)
64
Other special projects
4/28/2013

Customer Relationship Management
Senior Manager of Customer Relationship Management – Julie Amodeo
Who we are…
– Single Point of Contact for all MCE customers
– Dedicated to deliver a best-in-class quality customer service experience
– Provide unlimited access to critical information through our relationships
with staff, volunteers, and industry leaders
What we do…
– Outreach and relationship building with all IEEE OUs, Partners and
Volunteers
– Develop new processes and services to serve our customers
– Use communication with our customers as a means to improve and grow
our business
65
4/28/2013

Conference Quality
Director Conference Quality – Gordon MacPherson
Scope and Quality issues
– Papers well outside of the stated subject matter scope of the conference
– Papers well outside of IEEE’s engineering/technology subject areas
– Papers that are poorly or unintelligibly written
– Inadequate resources dedicated to peer review (e.g., dozens of papers
per referee)
Improper or careless behavior by conference organizers or sponsors
– Partnering with co-sponsors whose non-profit status is questionable
– Very short time span between conference initialization request and the
actual event (sometimes four to six months, when best practice is oneand-a-half
to two years)
– Organizer-to-author communication that implies pay-to-publish/no-show
business models
– False advertising and misrepresentation
66
4/28/2013

Sponsorship
Additional Detail
67 4/28/2013

What Should You Know About Your Co-
Sponsors & Supporters?
Not-for-profit? Legal documentation available
Do they share a similar mission as your OU/IEEE?
What is the basis / reason for co-sponsoring?
Will they add value to the conference?
Do they have complementary resources, skills talents?
Can you forge a good working relationship? In good times &
difficult times?
Are you aligned on conference goals, responsibilities and
assignments?
CONFERECE EVALUTIONS
Can someone you trust verify their suitability as a partner for
IEEE?
68
What 4/28/2013 is their reputation and brand?

Organization Sponsorship Checklist
Research
Not for profit status? Is legal documentation available.
MGA/Societies: Does the conference topic align with IEEE’s scope or
society's FOI?
Do any members from your OU have previous experience with this
organization? (All opportunities should still be researched)
Conduct a complete review of the organization's website
Confirm organization's headquarters address, phone #, contact info
Does this site display the organization’s management structure?
All are links functioning on the organization’s website?
Review previous conference website urls: are venues noted, do the
conference timelines make sense?
Review statistics from previous conferences they have held: attendance,
acceptance rates, # reviews per paper, # paper assigned to each reviewer
Request biographies of the organization's leadership team
Request formal presentation of this information.
CONFERECE EVALUTIONS
69
If the answers to these questions are not appropriate, we should not sponsor
the conference or it requires additional due diligence.
4/28/2013

Evaluating New Sponsorship Opportunities
Best Practices
CONFERECE EVALUTIONS
Conduct a critical assessment of your current conference portfolio.
Have the organization formally present to the OU conference’s
committee on why IEEE should sponsor this conference.
The decision is always dependent on available OU resources to
participate in the conference’s technical program development.
The conference sponsorship lead time should not be less then 12
months in advance of the conference date.
Ensure the new opportunity does not compete with any of your
existing conferences, from a timing or topical perspective.
Implement an application process to collect key information on
previous conferences the new organization has previously executed.
70
Research the organization that is approaching IEEE, utilizing the
Organization Sponsorship Checklist (next slide).
4/28/2013

Benefits to Implementation
New Sponsorship Evaluations
CONFERECE EVALUTIONS
The OU will execute higher quality conferences and obtain
more attractive IP which stimulates both usage and
downloads.
The OU’s involvement in each conference's technical program
review ensures that the process is managed properly. If the
technical program is not conducted up to our standards, you
can withdraw sponsorship and remove them from your
portfolio.
Protects the IEEE Brand; by working with only quality
organizations. We will protect the IEEE brand currently
valued at one billion US dollars.
IP/content will not be rejected due to poor quality and
excluded from Xplore.
71
4/28/2013

OU Conference Evaluation
Summary
CONFERECE EVALUTIONS
Define OU strategy
– Contract / Expand / Status Quo
No IEEE OU is required to sponsor a conference; take
time and complete a comprehensive assessment before
agreeing to any sponsorship.
IEEE’s brand is highly sought after; an OU has to be
selective and sponsor only the best opportunities.
Scope match is critical
Utilize the sponsorship checklist
72
If an OU is unsure of an organization, they can reach
out to Conference Services for a consultation.
4/28/2013

Publications
Additional Detail
73 4/28/2013

Set 1: Complete Publications Form
Submit your completed IEEE Conference Publication
Form to Conference Operations
Submit form 6 months in advance of conference
74
4/28/2013

Step 2: Letter of Acquisition
Upon receipt of the IEEE Conference Publication Form, and verification of sponsorship, the IEEE
Conference Publication Operations staff will issue a Letter of Acquisition (LoA) with information required
for producing the conference content.
The following information will be provided to the Publications Chair in the LoA:
• Titling Information
• Submissions Required
• Catalog Numbers
• Copyright Information
• Shipping Instructions
• Additional Resources
The LoA is a formal agreement between the conference and IEEE. Make sure to read, sign and return the
LoA to confpubs@ieee.org.
Non adherence to all requirements outlined in the LoA will delay the availability of the
conference proceedings in Xplore and the indexing of the technical papers.
75
4/28/2013

Step 3: IEEE Copyright Forms
Everyone can now use the Electronic IEEE Copyright Form (eCF):
For conferences using a manuscript submission system, the conference Publications
Chair needs to register to use the eCF. The registration form can be found at:
http://ecopyright.ieee.org/registration/registration.html
For conferences without a manuscript submission system, the Publications Chair should
register to use the tool at: https://ecopyright.ieee.org/copyrights/registration.jsp
Printable versions of the IEEE Copyright Form are also available in PDF, DOC, and HTML
formats. You can find the printable versions at:
http://www.ieee.org/publications_standards/publications/rights/copyrightmain.html
For more information or questions, please contact IEEE Intellectual Property Rights or
visit their website as provided below:
Website: http://www.ieee.org/publications_standards/publications/rights/index.html
Email: pubs-permissions@ieee.org
76
4/28/2013

Step 4: Preparing Conference Content
for the Xplore Digital Library
Three ways to prepare Xplore submission:
Preparation by an IEEE production operation - IEEE eXpress Conference
Publishing and Conference Publishing Services (CPS), a division of IEEE
Computer Society, both offer fee-based publishing services including
preparation of PDFs for the IEEE Xplore Digital Library
Preparation by a qualified third-party vendor - Xplore-compliant PDFs may
be prepared by a third-party vendor. The vendor should review the IEEE
Xplore requirements and confirm its capability to deliver compliant files
Prepare it yourself- If conference authors are preparing their own PDFs, the
conference should register for IEEE PDF eXpress -- a free, online tool for
authors that will allow them to either convert their documents into
compatible PDFs or to submit their own PDFs for compatibility testing
77
4/28/2013

Electronic Copyright Form (eCF)
The eCF is an online version of the IEEE Copyright Form.
– authors answer a series of questions that determines the author's
copyright status
– type of organization the author is affiliated with (for example, private
industry, U.S. Government, or a Crown Government)
– eCF Wizard then presents the author with the appropriate form to
electronically sign
Use of the eCF is open to any IEEE conference publication chair
who wants to link his or her manuscript submission site to the eCF.
There is no charge to use this tool.
Registration of a submission site with the IEEE Intellectual Property
Rights (IPR) team as a ‘trusted source’ is required.
Where can I learn more about the eCF?
CONFERECE PUBLICATIONS
– www.ieee.org/publications_standards/publications/rights/eCF_Registration_Intro.html
78
4/28/2013

PDF eXpress
IEEE Publishing Tools
PDF eXpress is an IEEE-sponsored tool that assists
conference authors in meeting IEEE Xplore® requirements
for PDF files, at no cost.
Usage is restricted to conferences that have been
approved to participate in the IEEE Conference
Publications Program.
79
PDF eXpress is a Web-hosted application that will
perform one of two functions:
– Convert a non-PDF source document (typically, a Microsoft Word
document or LaTeX bundle) into a PDF that meets IEEE Xplore®
requirements
– Confirm that an author-generated PDF meets IEEE Xplore requirements
(and if not, it will identify the issues that are causing problems for that
PDF).
4/28/2013

PDF eXpress PLUS
IEEE Publishing Tools
“PLUS” enables authors to deposit their final, Xplorevalidated
PDFs on the site for collection by the conference
publication or technical program chair.
Benefits:
Eliminates the need for publication or program chairs to
track down individual authors for their papers
Helps ensure that the publication or program chair has the
most recent version of the author’s paper
Meets a business need for small to medium-sized
conferences whose publishing requirements are very simple
80
4/28/2013

How do I get my own?
PDF eXpress or PDF Express Plus site
Visit www.ieee.org/pdfeXpress to register your conference
A welcome package will provide the project-specific URL and
Conference ID to provide to authors whose papers have
been accepted for your conference
Place the link to your PDF eXpress or PLUS site on your
conference author instruction page:
A customized PDF eXpress Web page is now available
exclusively to your conference authors.
81
4/28/2013

Conference Publishing Services
There are two IEEE teams providing comprehensive,
fee-based publication services:
– Paper collection, validation, metadata capture, media creation,
publication in IEEE Xplore®
IEEE Computer Society Conference Publishing Services
(CPS) Los Alamitos, CA, USA
– Contact: cps@computer.org
IEEE eXpress Conference Publishing, Piscataway, NJ,
USA
– Contact: conferencepublishing@ieee.org
82
4/28/2013

MGA Approval Process
Policy
Additional Detail
83 4/28/2013

Working with Other IEEE OUs
Geographic OUs
– Out of area sponsorship
– Does this make sense for your OU?
– Have you obtained Cross-Endorsement?
Non-Geographic OUs
(Societies, Councils & Educational Activities)
– Bidding for global, flagship conferences to be hosted in your area
– Collaborating with Societies on events of mutual interest
– Have you made outreach to Societies?
84
4/28/2013

Working with Other IEEE OUs
Geographic OUs
Policy 10.1.3
– Geographic organizational units (OU), such as Regions, Sections
and Chapters are established to serve all of the technical
interests of IEEE members residing within specific geographic
organizational areas. In order to do this, geographic OUs may
sponsor conferences of technical interest to the local members.
– Each OU has a defined field of interest or geographical interest
area. It is expected that each OU run conferences within their
field of interest area or geographical interest area. When an
organizational unit moves out of their defined geographical area
or field of interest, co-sponsorship and cross endorsements are
recommended and sometimes required (10.1.4)
85
4/28/2013

Additional Detail
Peer Review
86 4/28/2013

Outline
Why Review?
What to Review?
How to Review?
Ongoing Challenges
87
4/28/2013

Why Review
Determine suitability of material for conference
Determine the quality of suitable material
Provide a filter for potential plagiarism
Increase the reputation of the conference
Organize material into sessions
Identify people to chair sessions
88
4/28/2013

What to Review
All material that will go into Xplore should be reviewed
Typically this does not include:
– Panel Sessions
– Invited talks – unless there is a paper
– Keynote presentations, unless there is a paper
– Poster sessions not associated with papers in the proceedings
89
4/28/2013

How to Review
Authors submit full paper for review
– Should meet IEEE standards for references
– Best if use IEEE template
– Best if done electronically with communication trail with author(s)
There should be one corresponding author/paper
Need to identify experts to review the paper
– IEEE recommends at least 2 reviewers for each paper.
Best practices suggest that each reviewer be assigned no
more than 12 to 15 papers.
90
Technical Program Chair organizes a Technical Program
Committee
– Based on the conference topical areas
4/28/2013

How to Review
Step One - suitability – determine whether paper is in
the conference area of interest and meets any
guidelines for length, format, etc.
– Often done by the TPC Chair, sometimes with small committee
Step Two – Assign to one of the major areas of the
conference
– Often associated with an individual or group on the Technical
Program Committee
91
4/28/2013

How to Review
Step Three - paper quality – many variations
Member of TPC takes the lead of an area and is
assigned a group of papers
– TPC has a number of members in this area
Or Area lead has list of reviewers
92
Papers are reviewed
– Must have review guidelines
– Comments from reviewers must be useful in judging paper
– Accept – very high quality
– Accept – high quality
– Marginal Accept – quality OK, but not very interesting
4/28/2013
– Reject

How to Review
All individual paper reviews should be done before any
TPC review meeting
The results of all reviews should be available to the
TPC members in each specific area
– Reviews should be anonymous – authors not known to reviewers
Decisions on which papers to accept must be made
– Suggestion – triage based on reviews
– Absolutely accept
– Maybe accept
– Reject
93
4/28/2013

How to Review
KEY POINT
MUST HAVE MULTIPLE REVIEWERS
– Best practice is three, but MUST be more than one
THIS IS CRITICAL
The material submitted to Xplore must be reviewed
94
4/28/2013

How to Review
Spend time in the TPC meeting discussing the “Maybe
Accept”
– Try to understand the reviewers concerns, does the paper have
fatal flaws?
– Look at whether the paper would make a nice contribution to a
session – help round out a session
How many papers are needed?
– If too many papers have been submitted for the number of
available slots some “Maybe” papers will be rejected
95
4/28/2013

How to Review
It is possible to require that authors make certain
changes to papers before they are acceptable
Communicate to authors with:
– results of review process
– any next steps
– requirements for presentation at the conference
– non-presented paper policy
– etc.
96
4/28/2013

Ongoing Challenges in Reviews
No matter what conference there are always two
challenges
– Getting enough high quality papers by the submission deadline
– Finding enough experts to complete reviews by the deadline
It is important that all reviews are completed before
any face-to-face meeting of the TPC
Improving the conference quality and reputation will
help with both of these
97
4/28/2013

Additional Review issues
Managing peer reviews - IEEE recommends that you
use a peer review tool to manage conference papers.
– A peer review tool helps you to follow a consistent process and
improves the quality of your reviews.
Maintain confidentiality- IEEE maintains a policy of
strict confidentiality for all conference submissions.
– You must notify your reviewers that they cannot disclose or make
inappropriate use of the content before publication.
98
4/28/2013

Plagiarism/CrossCheck
Additional Detail
99 4/28/2013

Plagiarism / CrossCheck
CrossCheck was selected as the IEEE plagiarism screening
tool because it is especially suited to filtering academic
content
– compares authored work against a content database, highlighting
matching or similar text for further editorial review
– Manuscripts are loaded into a web-based tool for screening
– CrossCheck compares manuscripts against the database of content
published in the scientific, technical and medical fields.
– “Similarity Reports” are generated that rate all submissions with verbatim
passages to previously published works.
– Publisher/Editor must then follow up to isolate and review the highscoring
papers as necessary.
100
For more information or to register your conference:
– http://www.ieee.org/publications_standards/publications/rights/crosschec
kmain.html
4/28/2013

IEEE Provides Full Funding and
Support for CrossCheck
Financial Support
– No cost to any Organizational Unit to use
– All CrossCheck costs assumed by IEEE Staff Support
Staff Support
– Intellectual Property Rights (IPR) Office staff supports
CrossCheck with all publication volunteers
– IPR staff will provide policy advice and plagiarism resolution
support
101
4/28/2013

Plagiarism Levels As Defined by
IEEE
Level 1—Unaccredited verbatim copying of 50-100%
Level 2—Unaccredited verbatim copying of 20-50%
Level 3—Unaccredited verbatim copying of individual
elements (up to 20%)
Level 4—Unaccredited improper paraphrasing of
pages/paragraphs Level
5—Credited verbatim copying without clear delineation
in the body of the paper
102
4/28/2013

Contracts
Additional Detail
103 4/28/2013

IEEE Contracting Requirements
Contracts of a value of US $25,000 or higher must be reviewed and
executed by IEEE headquarters to be considered valid and legally binding.
– Send to conference-contracts@ieee.org
Contracts with a value less than US $25,000 may be approved and executed
by the organizer, however, a copy must be sent to IEEE for central record
retention.
– Send to conference-finance@ieee.org at time of signing
IEEE strongly encourages all contracts, regardless of value, to be reviewed
by subject matter experts prior to final approval and execution.
– Send to conference-contracts@ieee.org
Refer to IEEE governing documents for full scope at
– IEEE Policy (Section 10.1.18)
– IEEE Finance Operations Manual (FOM Section 8)
104
4/28/2013

Conference Finance
Additional Detail
105 4/28/2013

Insurance for IEEE Conferences
What is it for?
Used to verify that an organization maintains insurance
coverage
Who wants to know?
Third party organizations often request IEEE to provide
evidence of coverage in connection with contractual
agreements
106
4/28/2013

Insurance for IEEE Conferences
How do I obtain one, and how long will it take?
– Certificates of insurance must be prepared by IEEE's Insurance
Broker. The normal turnaround for routine requests is 1-2
business days.
107
4/28/2013

Insurance for IEEE Conferences
IEEE’s Office of Risk and Insurance Management
Services (ORIMS)
Responsible for managing claims where it is
alleged that IEEE may have caused others bodily injury
or damage to property of third parties, as well as
claims that involve loss of, or damage to, IEEE owned
property.
108
4/28/2013

Insurance for IEEE Conferences
Types of Claims managed:
General Liability
Property
Auto Liability (and Physical Damage)
Global Volunteer Travel Accident / Medical Expense
Professional Liability
Other Liability
109
4/28/2013

Insurance for IEEE Conferences
When and how do I file a claim?
– Any incident, which may result in a Property, Auto, or other
Liability claim, should be immediately reported to
ORIMS@ieee.org. ORIMS will investigate reported incidents and
submit claims to the appropriate insurance carriers.
110
4/28/2013

Budgeting, Banking & Insurance
How can you obtain a policy for your event?
– Available for purchase at the discretion of the Organizing
Committee
Who is providing the coverage?
– IEEE has partnered with Expo-Plus, and our staff will be able to
guide you through the process of securing coverage
111
4/28/2013

112 4/28/2013
END