Planning Conferences in China Adventures and Challenges Jan Brown and Jian-yu Lu Ultrasonics, Ferroelectrics, and Frequency Control Society IEEE Panel of Conference Organizers 16 – 18 July 2009 Prague, Czech Republic

2008 IEEE International Ultrasonics Symposium 1 – 5 November 2008 Beijing China Conference Management & Planning Political Challenges Registration On site Management Cash and Student Travel Awards Health Care Summary

Conference Management & Planning Volunteer team in place 4 years in advance Philosophy to minimize language issues Site visit Selected venue and onsite management Signed contracts

On Site Management Part 1 BICC – Beijing International Convention Center CICCST – China International Conference Center for Science and Technology Timing, Handshakes and Hoops

Political Challenges Government Ministry Approval –Chinese State Department and Foreign Ministry Conference size and Management Taiwan, Hong Kong, Macao –Website –Publications Advanced Program Book Conference Proceedings

Registration Exchange Rate and Minimize Fees Yes Events – US Company –Online Registration Only except for cash on site –Minimized cash held in China –Pin Number System Chinese Attendance –Government subsidy –Incentive

On Site Management Part 2 BICC –Management Change –All contract terms discretionary –Timing Government and conferences Olympics –Daily renegotiation –Prices –Would NOT recommend

On Site Management Part 3 CICCST –Full Service provider Visa Documents On site registration A/V, Poster Boards, Photographer Performance/Show Company Hotels Volunteers Printing Tours –Would Recommend

Cash and Student Travel Awards On site need for cash Registration CICCST to be balanced against the contract Student travel awards $45k –Require Student ID, IEEE & UFFC Membership, W-9 Declining Balance Cards issued by IEEE

Health Care Know in advance where the best medical care may be obtained Have someone fluent in the language on call for emergencies

SUMMARY Planning Conferences in China Definitely Plan Conferences in China Items to Scrutinize –Government Approval –Local Contracts and Sub-contracts Someone on the planning committee fluent in Chinese