IEEE-SCV Section Meeting, December 1, 2004 Generate Surplus Funds by Planning and Organizing a Chapter Sponsored Event IEEE-SCV Section Meeting, December 1, 2004 Tom Tarter, Chair, CPMT-SCV Bernie Siegal, Vice-Chair, CPMT-SCV

Chapter Events for Surplus Why, Who, What, When and Where? How? Planning Committee Schedule Budget Planning The Event 9/18/2018

Chapter Events Generate funds for chapter overhead Sponsor conferences, symposiums, tutorials, short courses, etc. Grants and Community Support Chapter Sponsor speakers (travel, accommodations, fees) Generate publications Support excom meetings, planning functions and technical meetings Seed money for new conferences and technical events 9/18/2018

Why? Identify a ‘hot’ topic What does the engineering community need from your chapter discipline? New Ideas in emerging technology markets Applications of leading-edge science and technology Instruction on devices and systems Awareness of technology demands and infrastructure Advances in tools, materials and methods Knowledge that you can’t get anywhere else 9/18/2018

Who? Identify target audience Estimate desired audience size Who does the subject matter appeal to? Scientists Engineers Technical Management Supply Chain Professionals Estimate desired audience size Chapter and section demographics and feedback Similar event success Engineering community desire and need 9/18/2018

What? Determine Type and Length of Event Technical Level Symposium Tutorial Workshop Short Course One, two or more days Continuing series Technical Level Abstract solicitation/selection Peer review Invited Vendor-based 9/18/2018

When? Timing is important Avoid competing with similar events Conferences, trade shows, seminars, etc. Local or national events which may distract Summer months are sometimes slow Vacations, holidays May co-locate with a larger event to increase attendance and decrease costs WESCON 9/18/2018

Where? Location can make or break an event Possible Sites Central to a wide area Easy to get to Free or low-cost parking Access to local transportation Nearby accommodations and airports Possible Sites Hotels Academic or Company facilities Conference Centers and co-locations 9/18/2018

How? Organize a planning committee Have regular, planned meetings Invite members based on technical areas of interest that can dedicate some time and effort Have regular, planned meetings Base schedule ‘back-to-front’ Create a budget Determine up-front costs and overhead Get approval from chapter Go! 9/18/2018

Planning Committee General Chair Program Chair Treasurer Oversees entire event, provides vision and contacts, organizes meetings, sets agendas Program Chair Responsible for technical program; sets schedule, manages Program Committee, organizes sessions, selects topic and session chairs Treasurer Handles all finances, budget and form requirements 9/18/2018

Planning Committee Program Committee Other Committee Positions As many as needed in specific disciplines Session and topic chairs Review committee Other Committee Positions Secretary Meeting minutes, schedule publish and distribution, conference calls, mailing lists… Publications Chair Manages publications, schedules, interface with publishers, formatting and presentations, advertising and press Awards Chair Vendor Liaison 9/18/2018

Schedule Start at event date and work backwards Six to 14 month planning cycle Location availability, booking and deposit Publication deadlines (pad by at least one week!) Latest date for presentation receipt Latest date for program and handout printing Latest date for paper receipt Review and accept/decline papers Latest date for abstract submission Invitations for talks, papers or keynotes Publicity milestones Call for papers Committee formation 9/18/2018

Budget Planning Capture all costs and income Create scenario based on desired outcome Break-even Surplus Goals Be realistic and conservative Have contingency plans for unexpected audience size 9/18/2018

Budget Planning Estimate costs based on size, location and features Facilities Audio/Visual Promotional/Publicity/Awards / Event Handouts and Publications Refreshments / Meals Speaker fees or compensation Registration, management, labor Event fees Sponsor surplus/loss split 9/18/2018

Budget: Facilities Try to find low-cost facilities for the event Academic Facilities Tie in student volunteers Offer free entrance to students to barter for space Associate event with scholastic programs Business Training facility or large conference room Auditorium Co-Location Team up with an event to share costs Trade shows, conferences, technical seminars Other professional organizations outside IEEE 9/18/2018

Budget: Facilities Hotels are great, but costly Must book early, depending on location and size, may need to book up to a year in advance Typically can make ‘deals’ Guaranteed block room reservations Guaranteed luncheon, or dinner catering Many times will waive room fees if you use hotel services Watch out for costs! A/V equipment and support at hotels is ~$500/day Breaks, beverage and pastries or snacks can be exorbitant Compare costs of services versus room costs Provide excellent organization and support 9/18/2018

Budget: A/V Audio/Visual equipment can be costly Additional charges, sometimes missed PC, projector (video / overhead), screen Wired and wireless microphones, PA, laser pointers Extension cords, outlet strips, charts and markers Try to use chapter-sponsored or loaned equipment Some facilities will not allow this Stick to digital format, avoid slides or overheads Power Point, PDF, etc. Require pre-conference submission of presentations Back-up copy on CD-ROM or memory stick Cheap and reliable! 9/18/2018

Budget: A/V Audio/Visual equipment can be costly Additional charges, sometimes missed PC, projector (video / overhead), screen Wired and wireless microphones, PA, laser pointers Extension cords, outlet strips, charts and markers Try to use chapter-sponsored or loaned equipment Some facilities will not allow this Stick to digital format, avoid slides or overheads Power Point, PDF, etc. Require pre-conference submission of presentations Back-up copy on CD-ROM or memory stick Cheap and reliable! 9/18/2018

Budget: Promotion and Publicity Email Clear title, try to embody subject in three to five words Body must be concise and to the point Link to a web site is preferable for details IEEE, Chapter, Section and Society press and email eGRID Website, links from other websites Postal Mail Expensive, but effective Trade Press May be costly, must get ads in early for calls and event dates 9/18/2018

Budget: Promotion and Publicity Vendor and Corporate sponsors Include event information on customer publications Conferences and Symposia Usually provide space for announcements, flyers, call for papers, programs Make sure you get these to the organizers early Collaboration Urge coordinators of other technical organizations in similar disciplines to advertise your meeting (pubs, emails, web links) Ask friends and colleagues to spread the word in their workplaces Public Promotion Radio and television Community access, college stations, technical broadcasts 9/18/2018

Budget: Publications Decide on number and quantity Call for papers Current and future events Program Journal Printed Binding, artwork, graphics CD/ROM HTML or other menu system, index Handouts Copies of papers or presentations, workbooks Flyers, promotional materials Signage 9/18/2018

Budget: Food and Drink Decide on how many breaks to service Meals Coffee, tea, water and soft drinks are basic May add pastries, cookies or other snacks Meals Committee welcome and post-event dinner Luncheons or special catering needs Socials Mixers with finger food and host or no-host bar Try to get corporate sponsors and other support This can be the greatest hidden cost! 9/18/2018

Budget: Speakers Invited talks usually cover travel, accommodations and event fees Try to get local keynote and invited speakers May also want to budget plaque or recognition Peer Review Selected Speakers Typically get a special rate for event, but not free Travel is not typically covered Awards and Recognition Best paper Thank-you tokens for volunteers and organizers 9/18/2018

Budget: Registration and Labor Web-based is effective Must have webmaster to manage account Co-located events may have registration service Per-person fee, negotiable Postal Need this option for certain situations Conference Management For large events only Labor Union labor is required in most hotels Student labor can be used, volunteer or fee-based 9/18/2018

Budget: Fees After all this information has been processed, determine the fee structure Too high a price  scare people away due to economics Too low a price  people don’t perceive value Must have IEEE member price break of ≥10% Must have super cheap full-time-student prices Have advanced and late registration fee structure Charge more for late and walk-in registrations If multiple days, have single or combination rates Overall, try to offer value Shoot for breaking even but strive for surplus 9/18/2018

Budget: Sponsors Society Sponsorship Corporate and Vendor Sponsors Can get up-front seed money from Society Typically share in surplus and loss split Allow time for a continuing series to generate surplus Corporate and Vendor Sponsors Trade publicity for sponsorship Receptions, breaks, mixers, luncheons Logo signage on publicity and publications Web page links to corporate site Vendor Workshops May organize co-located events to enhance your show Chapter Funding If your chapter generates surplus, use this to seed more events! 9/18/2018

The Event This step is easy if the proper planning and organization tasks are performed Use volunteers to keep things running Assign personnel to various tasks Facility contacts Session chairs, co-chairs PC and A/V Support Speaker arrival confirmation / welcome Keep strict timing, especially for multiple tracks Acknowledge committee, volunteers, staff and speakers 9/18/2018

Summary Success is attributed to careful and diligent planning Identify key topic and define audience Have meetings often with key committee members Arrange things early, follow up often Plan for the unexpected Late or missing speakers Visa or travel restrictions Corporate legal paper review cycles Equipment malfunctions Safety and security Use volunteers where possible Need dedicated, action oriented volunteers 9/18/2018

Contacts Tom Tarter ttarter@ieee.org (408)321-5009 Bernie Siegal bsiegal@thermengr.com (650) 961-5900 9/18/2018