Conference Business Services Update POCO 2009 Prague, Czech Republic 18 July 2009 Susan M. Root Director, Conference Business Services.

Conference Business Services Update

POCO 2009Prague, Czech Republic18 July 2009

Susan M. RootDirector, Conference Business Services

Conference Business Services

What do we do?

– Provide a foundation for you, our Conference Organizers

– Provide Services and Support for You to help you run your conferences

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Business of A Single ConferenceC

ON

FE

RE

NC

ES Location/

Site Selection

andNegotiation

Registration Management

Exhibitor Management

Promotions and Communications

Technical Program Management

Onsite EventManagement

Facility And Logistics Management

Paper Management (through Acquisition)

Enforcement of IEEE policies

IEEE Financial administration, risk management and compliance assurance

Financial administration, risk management and compliance assurance

IEEE policy and by-laws conformance

Conference Services Provides Services and Support for You…

Support You with Your MOUs and Contracts– MOUs for all conferences are required– Contracts for >$25K need to be submitted

Provide VAT Guidance and Support– Whether through the International LLC– Or guidance how to partner with external entities

to satisfy VAT requirements

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We Provide You Services & Support: Communications

Communications Vehicles– Email Aliases– Access to E-Notice– Conference Search

Conference Search Call For Papers

– Conference Promotion via IEEE vehicles The Institute IEEE website home page

– Conference Surveys

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Email Alias with ieee.org

Allows communications between committee(s) and/or attendeesFree of chargeEasy to set upCan be used with or without a “reply all” functionForwards to the administratorMultiple aliases per conference permitted


Communications Tools– Email Aliases– Access to E-Notice– Conference Search


– Conference Promotion via IEEE vehicles The Institute (print and online) IEEE website home page


Apr 10, 20237

E-Notice

Inter-OU Communications VehicleElectronic communications service developed for IEEE organizational units for email distribution of newsletters, meeting notices and IEEE conference materials.– No cost to you – Sourced from the IEEE Membership Database

Society, Region, Section, Student Branch, Chapter– Can be sent to all members of a sponsoring

conference’s society (with permission)– Opt-out opportunity with each message


Communications Tools– Email Aliases– Access to e-Notice– Conference Search




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Apr 10, 202310

IEEE Communications Channels

The Institute – Published four times per year– Mailed to IEEE membership– Each issue profiles six conferences & print deadlines for

– March Issue: 1 Dec - profiles conferences May, June, July– June Issue: 1 March - profiles conferences Aug, Sept, Oct– September Issue: 1 June – profiles conferences Nov, Dec,

Jan– *December Issue: 1 Sept – profiles conferences Feb,

Mar, Apr

The Institute Online– Six conference profiled in print plus one 600 word, reporter

written, conference “preview” article per month

* we’re looking for conferences for the December Issue right now






Apr 10, 202313

Conference Surveys

Survey Tool PilotCurrently available survey service which allows Conference Organizers to:– Customize a survey from a library of questions– Receive results both in a simple report and

from raw data– Work within a timeframe of years to weeks

leading up to the conference– Make survey available online and through

personalized e-mails

Available: free pilot program as of September 08

BTS Survey, Fall 2008

BTS was one of the first Societies to participate in the Conference Survey Pilot Program.

“The results can provide us good hints on how to steer the event in the future.” Guy Bouchard, 2008 Symposium Chair

“I didn’t know they could get that level of detailed information from seemingly simple questions. There were only about a dozen questions and we were able to shape our next year’s conference with solid feedback and input from the attendees.” Kathy Colabaugh, Senior Administrator, BTS

Apr 10, 202315

Some of the key findings...

There was a 50% response rate with a margin error of 8%. (BTS expects a higher respond rate as future surveys can include a personal invitation to participate from the conference chair.)90% indicated that they were satisfied or very satisfied.Most common reasons cited for attending the symposium were to network with other technology professionals and to gain new technical knowledge.One third of respondents were presenters and more than 90% of these found it useful to present.Over half indicated that it was helpful to have two tracks, but about one-third stated that they missed presentations that they wanted to attend because of the two tracks.Employers paid all costs for 68% of attendees

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Conference Organizer Communications Resources

Apr 10, 202317

Communications Resources

Conference Organizers’ Manual – High level overview of the considerations in planning

an IEEE conferenceConferences Website– More in-depth information, easy access to all forms,

guidelines and best practicesConferences Planning Guide & Timeline– step by step information and processes on how to

plan an IEEE ConferenceConference Organizers’ Newsletter– monthly communications on what’s new and

pertinent information for organizing conferences

Apr 10, 202318

What We Can Do For You…

Give You Access To Tools and Services– VAT handling– MOU templates– eNotice– eMail Aliases– Surveys– IEEE Communications Publications

Keep You Informed– Conference Communications Resources

Provide Guidance On– Indirect Tax Management– MOUs and Contracts– Master Brand Usage– Internal Communications Channels– Best Practices

Looking Forward to the Future

Comments? Thoughts? Questions?

Call… Email… or talk with me here!

[email protected] +1 (732) 465-6607

[email protected]

Apr 10, 202320

mailto:[email protected]

European VAT compliance update• European VAT Compliance has significantly increased since 2007 • Increased compliance greatly minimizes IEEE’s regulatory risk

Social Networking

Are you using social networking?– Linked-In?– Plaxo?– Twitter?– Spot-Me?

Before, During, After your conference?For promotion?For Creating buzz?For on-site discussion?

Apr 10, 202322

Conference Business Services Update POCO 2009 Prague, Czech Republic 18 July 2009 Susan M. Root Director, Conference Business Services.

Documents

conference services

years conference

conference organizers

conference chair

ieee conference materials

papers conference promotion

conference preview article

ieee vehicles