Global Conference Portfolio Management (or How the NPSS Manages its Conference Portfolio) William W. Moses Past President, IEEE Nuclear & Plasma Sciences Society Senior Staff Scientist, Lawrence Berkeley National Laboratory July 25, 2008

The NPSS: Nuclear and Plasma Sciences Society A Small Society with Lots of Conference Activity… 3,000 Members No Paid Staff 4 Refereed Journals (2 co-sponsored within IEEE) 8 International Conference Series Over the Last Decade: Average 5 Conferences per Year Average $2.0M / Year Gross Conference Income Average 19% Return 1 Conference Lost Money (SARS in 2001  –$1.5k)

The NPSS Conferences: Conferences from 100 to 2,500 Attendees Very Different “Personality” for Each Conference Conferences from 100 to 2,500 Attendees Very Different “Personality” for Each Conference AttendanceFrequencyConference Series Name 500AnnualIntl. Conference on Plasma Science 500AnnualNuclear & Space Radiation Effects 1500AnnualNuclear Science Symposium & Medical Imaging Conference 150Bi-AnnualReal-Time Computing Conference 200Bi-AnnualSymposium on Fusion Energy 500Bi-AnnualPulsed Power Conference 1100Bi-AnnualParticle Accelerator Conference (co-sponsored w/ American Physical Society) 100Bi-AnnualMegaGauss (one-time sponsorship) 200Bi-AnnualSCINT (one-time sponsorship)

NPSS Conference Management Structure 2008 Conference Chairman Technical Committee 2009 Conference Chairman 2007 Conference Chairman Technical Committees Manage a Conference Series

NPSS Conference Management Structure Technical Committee Technical Committee NPSS AdCom Technical Committee NPSS AdCom Manages the Technical Committees

What Are The Roles? General Chairman Given Lots of Freedom AdComFinancial Policy IEEE Policies TechnicalGeneral Chairman Selection CommitteeSite Selection AdCom  General Chair Communication GeneralEverything Else Chairman(Conference Committee, Technical Content, Program, Budget Creation, Food & Beverage, Logistics, Publicity, Publication, Hotel Contract…)

AdCom Financial Policy  Budget Approval Looking for a Realistic Budget Good Budget  Financial Success Detailed Budget Required Before Loan Granted (12 Months Out) Budget Approved By: –Conference Treasurer & General Chairman –Technical Committee Chairman –AdCom Conference Treasurer, Treasurer, Finance Committee Chairman, and President General Chairman is Free to Innovate on Virtually All Aspects of the Conference

Conference Reports at AdCom Meetings ~50% of AdCom Discussion is About Conferences –Changes in IEEE & NPSS Policy Discussed –Status of All Open Conferences Reported at Each AdCom Meeting –Problems and Innovations Aired –Shared Experience Very Useful Main Information Conduit Between IEEE/NPSS and General Chairmen is Through the Technical Committee Chairmen (Who are Voting Members of AdCom) Future General Chairs Invited to AdCom Meetings, Expected to Attend At Least One AdCom Meeting AdCom is Very Interested in its Conferences, But Tries to Minimize Interference

How Do We Start New Conferences? Virtually Always “Ground Up” Considering a “Top Down” Conference Start Now Virtually Always “Ground Up” Considering a “Top Down” Conference Start Now Spin-Off From Existing Conferences –Special Evening Session –Special Sessions During Conference –Workshop Before or After Conference –Stand Alone Conference Assimilation of Existing Independent Conferences –IEEE Has Many Advantages for Conferences +Fiscal (Tax Exempt Corporate Shell, Loan, Insurance…) +Publications (Peer-Reviewed, Distribution Channel) +Status (Awards, Fellow) –Usually Starts With “One Time” Sponsorship

Globalization Within NPSS, Individual Conferences in a Conference Series are Often Held Both Inside and Outside the U.S. “Traditionally U.S.” Conferences Always Get Attendance Increase When They “Go Abroad” for One Year. Attendance Increase Maintained when the Conference Returns to the U.S. the Following Year. Leadership Pool Increased and Strengthened. Considerable Initial Risk & Steep Learning Curve Tremendous Benefits Considerable Initial Risk & Steep Learning Curve Tremendous Benefits

Lessons Learned on Globalization “Local” Organizers (General Chair, Treasurer, etc.) Absolutely Essential “Local” Institution (University, National Laboratory, etc.) Absolutely Essential Finances are Very Different (VAT, Meeting Space Cost, Currency Conversion, etc.) Attendee Expectations are Very Different (Excursion, Banquets, Social Program, etc.) Adapt Your Conference to the Local Area, Don’t Adapt the Local Area to Your Conference

How NPSS Supports Its Conferences: “The Network Shop” Equipment Pool In Operation Since 2004 Can Only Support U.S. Conferences… In Operation Since 2004 Can Only Support U.S. Conferences… 11 LCD Projectors 10 “Projection” Laptop Computers w/ Software 20 Wireless Microphones w/ Receivers 11 Sound Mixers 2 Badge Printers 50 “ Room” Laptop Computers w/ Software Miscellaneous Computer Equipment –Printers, Wireless Hubs, Wired Switches, etc. Heavy-Duty Shipping Containers Staff!

How NPSS Supports Its Conferences: “Bo Yu” Conference Software In Operation Since 1998 Still Evolving: Improving Documentation & Ability for “Anybody” to Use / Customize It In Operation Since 1998 Still Evolving: Improving Documentation & Ability for “Anybody” to Use / Customize It Technical Program –Web-Based Abstract Submission & Review –Technical Program Assembly –Presenter Confirmation (Reduces No-Shows) –Program Schedule Generation (click of a button) –Abstract Book Generation (click of a button) –Conference Record Manuscript Submission Registration –Payment (Including Credit Card Processing) –Workshops, Tutorials, Excursions, Banquets, Companion Program, etc.

How NPSS Supports Its Conferences: Web-Based Financial Database Software In Beta Test… Budget Creation –Based on IEEE Budget Forms –Compare to Previous Years (Budget & Actual) –Archive Snapshots –Electronically Submit Budget for Approval Form Generation –All IEEE Forms (Creation, Accrual, & Close-Out) –Chart of Accounts for Quicken / QuickBooks –Import Data From Quicken / QuickBooks

How NPSS Supports Its Conferences: Provide a Professional Meeting Planner? Presently a Concept… Only One NPSS Conference Presently Uses a Professional Meeting Planner Reduce Load on Volunteers, Especially Chairman Anticipated Meeting Planner Duties: –Site Selection –Hotel Interface (Room Pickup, F&B, Review Charges) –Manage Exhibits & Registration Individual Conferences Don’t Use Meeting Planners Because of Cost to the Conference  Planners Provided Directly by NPSS

Final Thoughts… What Makes the NPSS Conferences Successful? –Our Volunteers: Dedicated, Energetic, High Quality –Our Structure: Maximal Support, Minimal Interference What Makes a Good Conference Chair? –Experience in Other Conference Roles –Willingness to Innovate What Makes a Good AdCom Member? –The Ability to See Beyond “Their” Conference –Trust in “The Other” Conferences / TCs