MGA TCS Task Force Recommendation for TCS Conference Cost Allocation 21 November /1/20151

MGA TCS Task Force Members David Green - Task Force Chair Carl Debono (MGA Rep on IEEE Conferences Committee) Costas Stasopoulos (R8 Director) Martin Bastiaans (MGA Vice Chair, Geographic Unit Operations) Norberto Lerendegui (R9 Director) Ramakrishna Kappagantu (R10 Director) Bob Parro (R4 Director) Cecelia Jankowski (MGA Managing Director) Leonard Gangi (MGA Business Operations - support) 2 12/1/2015

MGA - TCS Conference Principles MGA desires to promote conferences being conducted by its Geo Units worldwide as part of its mission to support the members, and IEEE's mission to serve the public. MGA recognizes that: –The ability for local conferences to cover costs without hardship varies greatly throughout the world. –There is a lack of data to make an informed data driven decision on an allocation between MGA, MGA’s OUs and its external partners. –There are IEEE partnerships and agreements with National Societies and Technical / Sister Societies throughout the world. MGA wishes to establish that there will be a charge to partially recover costs for Geo Unit TCS conferences, but will initially and gently apply them based upon the attendee registration fee of the conference. 3

TCS Fee Recommendation for MGA To serve these principles it is recommended that MGA: –Fully absorb and waive the TCS fees for conferences sponsored by established National and Technical / Sister Society partners. –Adopt an interim TCS fee based upon the number of conference papers published in Xplore and 3% of the IEEE member registration fee (USD 1.00 minimum) which should not represent a significant burden to the conference / attendee. –Begin to request and collect robust conference data that will inform MGA while remaining mindful of the goals and mission of MGA. –After two (2) years, review the conference data and reconsider changes to the MGA TCS fee cost structure. 4

MGA TCS Conference Fee Examples Example Average IEEE Member Conference Registration Fee 1,2,3 3% MGA TCS Fee per paper ($1.00 min) # Papers Published in Xplore TCS Fee to be paid by conference 1$0.00$1.0075$ $75.42$ $ $137.50$ $ $195.25$ $1, $575.00$ $5, Notes: 1)Conference registration rate for IEEE Members (except students) charged by conference sponsor. 2)Average of IEEE Member conference fee for full duration of event when in-country and international rates are defined. 3)As applicable, currency conversion rate set when registration fees are submitted by sponsor. All currency amounts displayed in USD for presentation purposes.

Additional Data Requested for MGA TCS Conferences 6 At Conference Registration Estimated # attendees (Total) Estimated # papers Prior to Xplore publishing Actual # papers to be published Actual # attendees (Total) Actual # IEEE member attendees Actual registration fee - non IEEE members Amount / Currency Actual registration fee - IEEE members 1 Amount / Currency Rate used for TCS fee calculation 2 Actual registration fee - IEEE student members Amount / Currency Estimated expense budget (financial sponsor's expense forecast) Amount / Currency Optional (encouraged) # of Sponsored Exhibits Optional (encouraged) Notes: 1)Registration fee to be based upon average of in-country and international rates for full conference duration (when/if these variables exist). 2)Currency conversion rate established at time registration fee is finalized.

Appendix 812/1/2015

Change to IEEE Conference Cost Allocations Effective 1 Jan 2016, IEEE (through MCE) shall recover $1000 plus $15/paper from either the major OU or conference that establishes a Technical Co-Sponsored Conference (TCS) relationship. –Previously this cost was borne by IEEE and the cost distributed to the major OUs participating in conferences. –If the cost is passed along to the external conference, IEEE (and MGA’s) absorbed costs go down. –It is not clear how MGA’s share of the costs change if it were to absorb the new fee while having lower distributed costs associated with conferences. The task force was established to advise MGA on how to proceed based on MGA’s mission as well as its financial concerns. 9

Geo Unit Conferences have become a more significant segment in IEEE’s Conference Business – 2008 Event Portfolio:80% TA/ 20% MGA – 2011 Event Portfolio:67% TA/ 33% MGA – 2013 Event Portfolio:66% TA/ 34% MGA – 2014 Event Portfolio:64% TA/ 36% MGA 60% 50% 40% 30% 20% 10% 0% 100% 90% 80% 70% MGA TotalTA Total #% of#% of#% of#% of#% of#% of Events Tot # Events Tot # Events Tot # TA Financial Technical % 68% % 57% % 63% % 59% % 54% % 54% Sub810 73% % % % % % MGA Financial Technical % 32% % 43% % 37% % 41% % 46% % 46% Sub293 27% % % % % % Gra nd Total Financial Technical % 48% % 54% % 48% % 48% % 48% % 51% Total MGA sponsored 46% of the 2014 TCS conferences