Conference Content Business Update POCO, 18 July 2009 Kevin Dresely Sr. Manager, Conference Content Management

How We See the Conference Publishing Evolving The Conference industry is changing – new content to consider –Adding multi-media and other social elements (on-site blogs, wikis, etc.) –Virtual sessions Conference publishing is changing –On-site bound proceedings giving way to CD-ROM/flash drives or online access –Additional forms of content (keynotes, multi-media, etc.) Consumption is changing –Elimination of printed, bound volumes –Online access –Print-on-Demand –Direct search vs. browsing What are you being asked about?

Conference Content Value Stream Conference Content Business Conference Organizers and Event Participants (Operational Focus) Conference Organizers and Event Participants (Operational Focus) Conference Proceedings Consumers (Sales Focus) Conference Proceedings Consumers (Sales Focus) Services to Organizers and Authors High Quality Conference Content Income to IEEE on the sale of Content High-Quality, Peer Reviewed Content

Conference Content Business Objectives Ensure that IEEE is perceived as the premier place to present and publish leading-edge conference content which attracts authors and strengthens your conference Ensure that IEEE Xplore, and other IEEE related delivery channels, are the premier place to access leading-edge conference content which drives broader exposure and referencing Ensure the highest quality of information content possible

Conference Organizers Customer Needs Objective: Organize and conduct a successful conference Needs: Tools and expert assistance in preparing content for publication Clean, simple process to publishing proceedings Guidance on how to work effectively with the Conference Publications Program Reduced time commitments Better use of scarce volunteer resources Consistency and continuity in publishing proceedings Objective: Organize and conduct a successful conference Needs: Tools and expert assistance in preparing content for publication Clean, simple process to publishing proceedings Guidance on how to work effectively with the Conference Publications Program Reduced time commitments Better use of scarce volunteer resources Consistency and continuity in publishing proceedings Conference Organizers Event Objective: Effectively manage their overall program and put on a successful conference, attracting attendees and authors Needs: Support for their conference organizers Tools and expert assistance Guidance on how to get things done Compliance assistance Manage the conference portfolio Timely financial management Objective: Effectively manage their overall program and put on a successful conference, attracting attendees and authors Needs: Support for their conference organizers Tools and expert assistance Guidance on how to get things done Compliance assistance Manage the conference portfolio Timely financial management Organizational Units

Event Participants Customer Needs Objective: Get their work accepted at a well- respected conference and published Needs: A clean, easy way to submit papers to a conference Support in formatting papers for final submission Real-time feedback and interaction around their topic Wide distribution of material Objective: Get their work accepted at a well- respected conference and published Needs: A clean, easy way to submit papers to a conference Support in formatting papers for final submission Real-time feedback and interaction around their topic Wide distribution of material Objective: Valuable, visible and educational conference experience, easy to register and attend, valuable program Needs: Ease of registration Smooth conference operation High quality networking opportunities Objective: Valuable, visible and educational conference experience, easy to register and attend, valuable program Needs: Ease of registration Smooth conference operation High quality networking opportunities Authors Attendees Exhibitors Marketing Partners/ Patrons Objective: A well run, well attended conference at which to generate customer leads Needs: Ease of registration Smooth conference operation High attendance at the conference Good exhibit space Objective: A well run, well attended conference at which to generate customer leads Needs: Ease of registration Smooth conference operation High attendance at the conference Good exhibit space Objective: A well run, well attended conference at which to increase brand awareness and generate customer leads Needs: High attendance at the conference Ample marketing opportunities to get their brand message out Smooth conference operation Objective: A well run, well attended conference at which to increase brand awareness and generate customer leads Needs: High attendance at the conference Ample marketing opportunities to get their brand message out Smooth conference operation Event

Conference Proceedings Acquired (by conference year; all supported in IEEE Xplore) 15% growth 106% growth (*) Titles published by Computer Society for non-IEEE meetings

Conference Content Initiatives for 2009 Meetings and Conferences Business Strategy Timeliness of proceedings in IEEE Xplore Improved Organizer Support/Web Re-design –Support overarching web design efforts –Coordinate across multiple IEEE efforts to support conference organizers Quality Improvements –Initial content from the conference –Correcting errors after posting No-Shows policy implementation

Timeliness - Driving Continued Improvement Timeliness from the content end date until presentation in IEEE Xplore reduced dramatically since 2005 (average for ED-supported societies from 134 days to 21 days) –Quicker posting enables you to close out your conference sooner –Interest peaks right after the conference Plans under development to further improve overall timeliness –Developing process for Conf Pubs to close out long past-due conferences –Involving sponsoring organizations more completely in addressing the delays

Improved Conference Organizer Support Improved web experience being deployed –Simplified access through landing page –Activity-based structure –Better integrated into overall Conferences web experience on IEEE.org Updated publications information in Conference Organizers Manual Partnering with other organizations for tools and services (PDF eXpress, etc.) Education and training at Panel Of Conference Organizers (POCO)

Conference Publications Quality Best practices guidelines developed for Technical Program Recommendations being developed by several Ad-Hoc Committees to help improve paper review and quality Addressing quality issues –Developing guidelines for correcting known issues of papers posted in IEEE Xplore Poor quality images Incorrect titles, author names, etc.

No-Shows Policy Policy approved in November 2008 to allow conferences to withhold presentation of papers in IEEE Xplore if an author is not present at the conference –Decision under the control of the conference organizer –Requires that all papers must be submitted to IEEE Processes and procedures under development to implement the policy –Organizer instructions on how to flag no-show papers –Xplore information to explain why some papers may not appear –Updating and communicating author and conference organizers responsibilities