Conference Business Services Update POCO 2009 Prague, Czech Republic 18 July 2009 Susan M. Root Director, 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 7-Feb-142

Business of A Single Conference CONFERENCES Location/ Site Selection and Negotiation Registration Management Exhibitor Management Promotions and Communications Technical Program Management Onsite Event Management 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 7-Feb-144

We Provide You Services & Support: Communications Communications Vehicles – 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 7-Feb-145

Alias with ieee.org Allows communications between committee(s) and/or attendees Free of charge Easy to set up Can be used with or without a reply all function Forwards to the administrator Multiple aliases per conference permitted

We Provide You Services & Support: Communications Communications Tools – Aliases –Access to E-Notice –Conference Search Conference Search Call For Papers –Conference Promotion via IEEE vehicles The Institute (print and online) IEEE website home page –Conference Surveys 7-Feb-147

E-Notice Inter-OU Communications Vehicle Electronic communications service developed for IEEE organizational units for 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 conferences society (with permission) –Opt-out opportunity with each message

We Provide You Services & Support: Communications Communications Tools – Aliases –Access to e-Notice –Conference Search Conference Search Call For Papers –Conference Promotion via IEEE vehicles The Institute (print and online) IEEE website home page –Conference Surveys 7-Feb-149

We Provide You Services & Support: Communications Communications Tools – Aliases –Access to e-Notice –Conference Search Conference Search Call For Papers –Conference Promotion via IEEE vehicles The Institute (print and online) IEEE website home page –Conference Surveys 7-Feb-1410

IEEE Communications Channels The Institute –Published four times per year –Mailed to IEEE membership –Each issue profiles six conferences & p rint 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 * were looking for conferences for the December Issue right now

We Provide You Services & Support: Communications Communications Tools – Aliases –Access to e-Notice –Conference Search Conference Search Call For Papers –Conference Promotion via IEEE vehicles The Institute (print and online) IEEE website home page –Conference Surveys 7-Feb-1413

Conference Surveys Survey Tool Pilot Currently 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 s 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 didnt 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 years conference with solid feedback and input from the attendees. Kathy Colabaugh, Senior Administrator, BTS 7-Feb-1415

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 7-Feb-1416

Conference Organizer Communications Resources Conference Organizers Manual Conference Planning Guide & Timeline Conference Organizers Newsletter Conference Website 7-Feb-1417

Communications Resources Conference Organizers Manual –High level overview of the considerations in planning an IEEE conference Conferences Website –More in-depth information, easy access to all forms, guidelines and best practices Conferences Planning Guide & Timeline –step by step information and processes on how to plan an IEEE Conference Conference Organizers Newsletter –monthly communications on whats new and pertinent information for organizing conferences 7-Feb-1418

What We Can Do For You… Give You Access To Tools and Services –VAT handling –MOU templates –eNotice – 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… … or talk with me here! +1 (732) conference- 7-Feb-1420

European VAT compliance update European VAT Compliance has significantly increased since 2007 Increased compliance greatly minimizes IEEEs 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? 7-Feb-1422