1. Taiwan and China One China Issue Mary Ward-Callan IEEE Managing Director of Technical Activities Prepared for POCO Seattle, July 24-25 2008

2. Current Concerns Conferences being held in China are being asked to –Make changes to web pages with respect to the representation of Taiwan –Make a statement indicating support of a one china policy Licensing process in China seems to be taking place rather close to the registration process where options are limited General understanding about doing business in China is not well communicated Sensitivities are frequently raised about the representation of Taiwan in our business systems and tools. –Most recent questions were around registration systems

3. Conference Summary This issue has not impacted a large number of conference –Only a few 2008 Conferences have had a problem –Over 50 conferences being held in China for 2008 –No conferences have been cancelled because of this issue –Conferences were required to make changes to prevent canceling, mostly web labeling (Conferences have implemented temporary changes) More recent requests have prompted conferences to provide a “One China” policy statement –Change could be related to the Olympics and Taiwan Presidential Election in March No audit of conferences has been done to determine extent of the problem.

4. Representation of Taiwan in Registration Tools In 2004, IEEE decisions were made in the conference business to use Taiwan, not Taiwan, POC MCM Registration systems –Vendor controls the drop-down list of countries. The list uses Taiwan, Province of China –Inconsistent handling within IEEE  Conference Management Registration(CMR) Team has been manually overriding the listing, by changing “Taiwan, Province of China” to “Taiwan”. This change needs to be done for each registration instance.  Meeting Planning Team was not changing the list. Therefore if MPS outsourced the creation to CMR, it was changed. Otherwise not changed. –Solution  Merged teams in December and began cross training. Now both groups are cross training  As of June 11, Sections Congress and Meeting Series sites were changed  Systematically reviewing all live meeting registration sites and correcting as needed.  Working with our technical staff to determine if an automatic adjustment can be done to eliminate the manual efforts

5. What are others doing ? Organization Taiwan, China Taiwan, POC TaiwanChinese Taipei ASMEXX ACMX IETX IEEEX World BankX World Health OrgX International Olympic Committee X World Trade OrgX

6. What are others doing ? Organization Taiwan, China Taiwan, POC Taiwan Chinese Taipei/ Chinese Taiwan IBMX GEX MotorolaX China MobileX Purdue UniversityXX New Zealand GovtX ISOX UN Code of TradeX

7. Chinese Framework for International Conferences Two Types of International Conferences –International Conference –Important International Conference Two subcategories –Social –Science and Technology (S&T) Metrics revolve around foreign attendance and total attendance Several special caveats –Foreign NfP groups cannot host conferences in China, so they need local hosting

8. Chinese Framework for International Conferences According to Chinese regulation, every international conference held in China needs to acquire a license (This is likely to be the most intricate part of holding a conference in China.) –Recommend that conference get license early, prior to contracting with the hotel. –Use local host to address licensing The regulation for international conference and license application process varies a little among different ministries; the definition of “International Conference” and “Important International Conference” also varies according with different political timing. If an IEEE Society wants to hold an conference in China, they can feel free to consult with IEEE’s China Office by n.hua@ieee.orgn.hua@ieee.org

9. Local Host Options for IEEE Activities A university under the Ministry of Education An institute under the Chinese Academy of Sciences An organization under the Chinese Association for Science and Technology or its supervision ministry, such as Ministry of Industry and Information A company under its supervision ministry, such as Ministry of Industry and Information In some rare cases, government administrations or agencies

10. Licensing “Two-level” approval system for international conference license application. –Ministry level, depends on local host affiliation but options are:  Ministry of Education,  Ministry of Science and Technology,  Ministry of Industry and Information,  Chinese Academy of Sciences and Chinese Association for Science and Technology –State Council level (likely to involve other,Ministries than approved above, e.g. Ministry of Foreign Affairs. ) In addition, if a conference has exhibition that is over 1,000 square meters, the ministry will also report to China Customs. If a conference is not held in Beijing, depending on its venue, it is also required to get approval from provincial government. Cross Ministry communications may also be necessary

11. Chinese Framework for International Conferences Field Foreign attendees Total attendees License approvals International Conference Social<100< 400Ministry and Province* S&T<300<800Ministry and Province* * If outside Beijing

12. Chinese Framework for Important International Conferences SpecificationLicense approvals Conference or ad-hoc meeting under the system of United Nation Ministry.State, Province* Outside the system of United Nation, conference or ad-hoc meeting among national governments, or conference held by important non-government organizations (note: In Chinese term, IEEE is not important non- government organization) Ministry.State, Province* Conference related with Chinese core interests, Chinese sensitive issues, and important international issues Ministry.State, Province* Conference which is going to invite Chinese leader to attend. (The definition of Chinese Leader is the member of Chinese Communist Party Central Committee ) Ministry.State, Province* In social field, the number of foreign attendees is above 100, or the total number of attendees is above 400; In science and technology field, the number of foreign attendees is above 300, or the total number of attendees is above 800 Ministry.State, Province* * If outside Beijing

13. Required Ministry Reporting Ministry of Foreign Affairs reporting for –Regardless of the number of attendees, if conference is related to sensitive issues, ideology issues, or conference invites sensitive attendees (including congressman from western countries) –Conference with attendees such as foreign ambassadors or foreign embassy officials from sensitive countries, or foreign embassy officials during a sensitive time –Conference attendees who are foreign media and reporters –Conference topics related to Taiwan, or with sensitive Taiwan attendees Most IEEE conference should not encounter any of these situations

14. License Application Document Information Information –International Conference Overview  Name of the conference (Chinese and English)  Date and Location  Host, organizer and co-host  The scale of the conference, scope, number of attendees, number of foreign attendees  Origin of the conference, background, the reason to hold  Topics and main content  Mission and purpose of the conference  List of foreign attendees  Whether to invite Chinese leader or foreign leader to attend  The introduction of the international organization (IEEE and Society Introduction)  Taiwan Issue and other sensitive issue, and the policy to deal with the issue –List of foreign attendees, including name, nationality, birth date, affiliation, contact information –Budget Local host needs to help complete this. Beijing Office can assist. (contact n.hua@ieee.org)

15. Taiwan is a sensitive topic in China the People’s Republic of China (PRC) believes Taiwan is part of P.R.C, Taiwan government does not agree. They prefer Republic of China. P.R.C administration requires foreign government, organizations, companies, and conferences held in China to follow strictly the “One China” policy.

16. Recommendations to Conference Organizers Conference volunteers are NOT authorized to sign a position statement dealing with One China policy Licenses are required. Risk needs to be managed –License should be sought prior to contracting a hotel –Use your local host to help navigate the paperwork –IEEE Beijing Office can assist if needed

17. Interpretation of the policies in this matter It is the policy of IEEE to abide by all the legal requirements for doing business in every country in which it operates. Conference organizers are sometimes presented with demands by host countries to indicate organizational support for various national policies. Such an endorsement would constitute adoption of a position statement, approval of which is regulated by IEEE Policy 15 (sections 15.1-15.8), which specifies the procedures for review and approval of position statements. If the national policy in question concerns a subject that is not within the scope and purposes of IEEE, as outlined in our governing documents as a non-profit, educational organization, then it is not an appropriate subject on which a position should be taken. In that instance, no conference organizer, IEEE volunteer or staff member should sign such a statement, and IEEE or its organizational units should not ratify or endorse such a statement. Decisions on whether to hold conference in a particular location should be made with full awareness of the risks associated with that location. The need for contingency plans should be evaluated. For advice, contact: IEEE CONFERENCE SERVICES