29-30 September 2000 IEEE R10 Annual Meeting-Langkawi1 A Guide to Organize a Conference: Adapted from an IEEE Presentation IEEE Region 10 Annual Meeting 2000 Modified by Stefani Hines Original Author Wahidin Wahab R10 RCC

29-30 September 2000IEEE R10 Annual Meeting-Langkawi 2 Sponsors: Societies, Universities & Colleges, Non Profit Organizations, School Board, Businesses Steering Committee: Provides Guidance & Direction Sub-committees: Exhibit Committee Presenters Committee. Publication Committee Publicity and Public Relation Committee. Finance Committee. Local Arrangement Committee. Registration Committee.

29-30 September 2000IEEE R10 Annual Meeting-Langkawi 3 Steering Committee l Composed of chair from each sub- committee l Responsible for the overall coordination for the conference. l Make sure each committee is on task and on time. l The general Chair : çDirecting and coordinating the various Working Committees and Subcommittees. çTo hold meeting as necessary.

29-30 September 2000IEEE R10 Annual Meeting-Langkawi 4 MEETING PUBLICATIONS l Advance Announcement : l Sponsor Funding Request: l Call for Exhibits and Presenters: l Advance Program (if needed): l Final Program: l Exhibit guides :

29-30 September 2000IEEE R10 Annual Meeting-Langkawi 5 The Working Subcommittees are ( at minimum) : l Exhibit Committee l Presenters Committee. l Publication Committee l Publicity and Public Relation Committee. l Finance Committee. l Local Arrangement Committee. l Registration Committee.

29-30 September 2000IEEE R10 Annual Meeting-Langkawi 6 The Exhibit Committee l Is Responsible for : çDefining Guidelines for Exhibits. çExhibits Prospectus Preparation. çExhibit Prospectus mailing and follow-up. çExhibit Technical Support. çExhibit space lay-out and usage. çExhibitor Registration. çAt Conference responsibilities. çExhibit Guide.

29-30 September 2000IEEE R10 Annual Meeting-Langkawi 7 The Presenters Committee l Determine the topics & range of information of the conference. l To contact all prospective presenters and session organizers. l To coordinate keynote sessions. l Organize sessions and select session chairs. l Provide instructions to speakers. l Arrange audio visual support for presenters. l Work in coordination with other committees

29-30 September 2000IEEE R10 Annual Meeting-Langkawi 8 The Publication committee Responsible for production of all materials related to the conference. çConference logo çLetterhead and envelopes. çAdvanced Program (if needed). çFinal Program. çSession Signs and Other Signage. çLuncheon and Banquet Menus. çCommittee Handbook. çBilling. çFinal Report.

29-30 September 2000IEEE R10 Annual Meeting-Langkawi 9 The Publicity & Public Relation Committee çArrange for mailing the Call for Presenters. çArrange for Publicity mailing list. çArrange for Placement of the conference on the Calendars of various publications. çAdvertise the conference to News media. çArrange for local publicity of the advance Program. çArrange for advertising in related conferences.

29-30 September 2000IEEE R10 Annual Meeting-Langkawi 10 The Finance Committee l Is Responsible for : çCreating the Sponsor Funding Request document. çIdentifying and contacting potential sponsors. çBank Accounts. çBudgeting. çCash Flow. çIncome. çExpenses. çRecords. çFinancial Reports. çFinal Reporting.

29-30 September 2000IEEE R10 Annual Meeting-Langkawi 11 The Local Arrangement Committee l General Responsibility : çMeeting Facilities : ò Signage and Audio visual arrangements ò Committee meeting arrangement ò Operation and message center ò Monitor coordination ò Communications. çHospitality and guest activities. ò Function and Social Program Planning ò Food Arrangements

29-30 September 2000IEEE R10 Annual Meeting-Langkawi 12 The Registration Committee çRegistration Form, Information and contact çPayment Policy, method and Currency çAdministrative Responsibilities çName Badges çAssembly of registrations packets çLayout of Registrations Area çVIP handling çRegistrations working hours çStaffing, training and Supplies çreports çOn-site Registration Operation and Management çFinal Report

29-30 September 2000IEEE R10 Annual Meeting-Langkawi 13 Post Conference Responsibility l Wrap-Up session l Preparation of Final Report l Financial Accounting, including Return of loans, surplus and audit. l Letters of appreciation l Conference article l Conference statistics.

29-30 September 2000IEEE R10 Annual Meeting-Langkawi 14 THANK YOU