How To Organize An IEEE Conference: Checklist & Timeline
How to organize anIEEE Conference:Checklist & Timeline Detailed Conference Checklist (Pages 1-13) At a Glance Conference Timeline*The checklist and timeline are designed as guides and based on the planning process of a conferencewith approximately 200-250 attendees. Please adjust to suit the needs of your individual conference. IEEE Conference Business Services 2008
Related Areas:Conference FinanceConference PublicationsConference ContractsConference Business ServicesBold Required WHEN actions/tasksshould becompleted(RecommendedDeadlines)STARTWHAT actions/tasks need to be done Detailed Conference ChecklistHOW to complete (RequiredDocs/Templates)Determine and apply for sponsorship from allapplicable IEEE and/or non-IEEE organizationalunits (OU)IEEE Conference Business Services24 months BEFORE startObtain sponsorshipdate24-18 months BEFOREstart dateAppoint General Chair and Conference Committee24-18 months BEFOREstart dateContact the local IEEE Section of where theconference will be heldThis detailed conference checklist is for planning purposes only.WHO can I contact if I have questions?IEEE organizational unit (OU) you are seekingsponsorship fromIEEE organizational unit (OU) you obtained sponsorshipfromIEEE Conference Business Services1 IEEE Conference Business Services 2008
Related Areas:Conference FinanceConference PublicationsConference ContractsConference Business ServicesBold Required WHEN actions/tasksshould becompleted(RecommendedDeadlines)24-18 months BEFOREstart dateAs soon as feasible - butno later than 18 monthsbefore the conference24-18 months BEFOREstart dateWHAT actions/tasks need to be done Detailed Conference ChecklistHOW to complete (RequiredDocs/Templates)Register your conference with the IEEE, submit theConference Information Schedule & CommitteeList to obtain a conference number, insurancecoverage and be listed on the IEEE ConferenceConference Information Schedule & CommitteeSearch and Call for Papers (CFP) listing.ListPreliminary conference information you providecan always be updated. If you have any changesor updates, please contact us at conferenceservices@ieee.orgSet forth the relationship and obligations of allinvolved parties in a Memorandum ofUnderstanding (MOU), if applicableWHO can I contact if I have questions?IEEE Conference Business ServicesIEEE InsuranceMemorandum of Understanding (MOU), ifapplicableIEEE Conference ContractsMeeting Management Template, if applicableIEEE Conference ContractsContract conference management company, ifapplicable for site selection, registrationmanagement, conference logistics or exhibitmanagement24-18 months BEFOREstart dateAll conference contracts with a value of US 25,000 or greater must be reviewed by theIEEE Conference Contracts Dept. Conferencecontracts less than US 25,000 will be reviewedupon request.Select site and prepare contract with conferencefacility/venue and hotels24-18 months BEFOREstart dateAll conference contracts with a value of USContracts (Facility/Venue), if applicable 25,000 or greater must be reviewed by theIEEE Conference Contracts Dept. Conferencecontracts less than US 25,000 will be reviewedupon request.This detailed conference checklist is for planning purposes only.2IEEE Conference Contracts IEEE Conference Business Services 2008
Related Areas:Conference FinanceConference PublicationsConference ContractsConference Business ServicesBold Required WHEN actions/tasksshould becompleted(RecommendedDeadlines)WHAT actions/tasks need to be done24-18 months BEFOREstart dateReview IEEE Insurance coverage and determine ifadditional coverage is required24-18 months BEFOREstart dateReview tax information to ensure InternalRevenue Service (IRS) and internationalcompliance-VAT (Value Added Tax) and GST(Goods and Services Tax) Detailed Conference ChecklistHOW to complete (RequiredDocs/Templates)WHO can I contact if I have questions?IEEE InsuranceIEEE Conference Business ServicesIf VAT/GST related, please contact conferencetax@ieee.orgIEEE Tax Compliance & AdministrationIEEE Conference Business Services18-15 months BEFOREstart dateDevelop communications plan, marketing materialsand conference websiteIEEE Intellectual Property Rights18-15 months BEFOREstart dateSend request for proposal (RFP) to exhibitdecorators and develop exhibitor prospectus, ifapplicablePrevious year's conference committee18-15 months BEFOREstart dateBegin outreach to educational institutions,corporations, government and industry for supportand patronagePrevious year's conference committeeThis detailed conference checklist is for planning purposes only.3 IEEE Conference Business Services 2008
Related Areas:Conference FinanceConference PublicationsConference ContractsConference Business ServicesBold Required WHEN actions/tasksshould becompleted(RecommendedDeadlines)WHAT actions/tasks need to be done Detailed Conference ChecklistHOW to complete (RequiredDocs/Templates)WHO can I contact if I have questions?18-15 months BEFOREstart dateApply for grants for conference support15-12 months BEFOREstart dateDevelop process/identify system for papermanagementPrevious year's conference committee15-12 months BEFOREstart dateDevelop technical program by determining topicareas, format and types of technical papers.Establish abstract submission, author notificationand final paper submission deadlines.Previous year's conference committee15-12 months BEFOREstart dateEstablish a Call for Papers (CFP)Previous year's conference committee15-12 months BEFOREstart dateUpdate conference website with a page/link aboutCFP informationPrevious year's conference committeeThis detailed conference checklist is for planning purposes only.IEEE Development Office4 IEEE Conference Business Services 2008
Related Areas:Conference FinanceConference PublicationsConference ContractsConference Business ServicesBold Required WHEN actions/tasksshould becompleted(RecommendedDeadlines)15-12 months BEFOREstart date15-12 months BEFOREstart dateEarlier submission isstrongly recommendedWHAT actions/tasks need to be done Detailed Conference ChecklistHOW to complete (RequiredDocs/Templates)WHO can I contact if I have questions?Establish a Visa process for international attendeesand post on the conference websitePrevious year's conference committee** Visa processing times vary, encourage attendeesto plan ahead.Submit conference budget with written approvalsIEEE Financial Web Form - Budget with writtenfrom all IEEE financial sponsoringapprovals from all IEEE financial sponsoringorganizational unit(s) (OUs) for headquarterorganizational unit(s) (OUs)reviewIEEE Conference Finance15-12 months BEFOREstart dateGeneral Chair and Finance Chair/Treasurermust complete and submit POBC/COI formsPrinciples of Business Conduct ComplianceCertificate and Conflict of Interest DisclosureStatement ((POBC/COI) General Chair Finance Chair/TreasurerIEEE Conference Finance15-12 months BEFOREstart dateSubmit updated committee list, if applicableE-mail to conference-finance@ieee.orgIEEE Conference FinanceThis detailed conference checklist is for planning purposes only.5 IEEE Conference Business Services 2008
Related Areas:Conference FinanceConference PublicationsConference ContractsConference Business ServicesBold Required WHEN actions/tasksshould becompleted(RecommendedDeadlines)WHAT actions/tasks need to be done Detailed Conference ChecklistHOW to complete (RequiredDocs/Templates)WHO can I contact if I have questions?IEEE Conference FinanceIEEE Concentration BankingIEEE Concentration Banking15-12 months BEFOREstart dateEstablish conference bank account for receiptand disbursement of conference fundsBank Signature Cardsbeing used]Fiscal Agent (Bank MOU)ledger accounts]The sole sponsor and cosponsoring organizationalunits may issue advancesRequest and obtain loan from sponsoringto their conferencesorganizational unit (OU), if neededanytime during its lifecycle. **Up to theconference start dateThis detailed conference checklist is for planning purposes only.[when local bank is[for 3rd partyIEEE Conference FinanceIEEE Conference FinanceIEEE Conference Finance6 IEEE Conference Business Services 2008
Related Areas:Conference FinanceConference PublicationsConference ContractsConference Business ServicesBold Required WHEN actions/tasksshould becompleted(RecommendedDeadlines)WHAT actions/tasks need to be done Detailed Conference ChecklistHOW to complete (RequiredDocs/Templates)Submit Pre- and PostConference forecasts bySubmit Pre- and Post- Conference forecastsNovember 30th of eachcalendar year for accrualpurposes.Secure W-8 and/or W-9 forms for tax compliance.Between set up and closeIndividuals receiving payment from IEEE mustof conferencecomplete either a W-8 and/or W-9 form.WHO can I contact if I have questions?IEEE Conference FinanceW-8 & W-9 FormsIEEE Conference FinanceNo later than January10th of each year for allpayments made in theprevious calendar yearComplete 1099 and 1042 forms for all paymentsmade in the previous calendar year. If no1099 & 1042 Schedule of Paymentspayments were made, 1099 and 1042 shouldstill be submitted indicating "NONE".No later than January10th of each year for allpayments made in theprevious calendar yearSubmit annual report on foreign bank accountsto IEEE Tax Dept.IEEE Tax Compliance & Administration15-12 months BEFOREstart datePromote Call for Papers (CFP) and exhibitprospectus at current year's conference, ifapplicablePrevious year's conference committeeThis detailed conference checklist is for planning purposes only.7IEEE Conference Finance IEEE Conference Business Services 2008
Related Areas:Conference FinanceConference PublicationsConference ContractsConference Business ServicesBold Required WHEN actions/tasksshould becompleted(RecommendedDeadlines)WHAT actions/tasks need to be done Detailed Conference ChecklistHOW to complete (RequiredDocs/Templates)WHO can I contact if I have questions?15-12 months BEFOREstart dateReview and reconfirm hotel, meeting space androom blockPrevious year's conference committee15-12 months BEFOREstart dateMeet with previous year's conference committee todiscuss best practicesPrevious year's conference committee12-9 months BEFOREstart dateSubmit Conference Publication Form to obtainLetter of Acquisition (LOA) which includes the IEEECatalog Number, Library of Congress Number, theConference Publication FormInternational Standard Book Numbers (ISBN) andInternational Standard Serials Number (ISSN), ifapplicableIEEE Conference Publications12-9 months BEFOREstart dateRegister for PDF eXpress which allows conferenceorganizers and authors to convert applicationIEEE PDF eXpress (optional)formats to IEEE Xplore-compatible PDFs, optionaltoolIEEE Conference Publications12-9 months BEFOREstart dateRegister for Electronic IEEE Copyright Form(eCF) if proceedings are acquired by the IEEE12-9 months BEFOREstart dateCreate website/link for paper submissions forauthors that hosts the pub schedule, submissioninstructions, copyright agreement, frequently askedquestions (FAQs) and contact info. Work with papermanagement company, if applicable.12-9 months BEFOREstart dateSecure permission from related IEEE OUs tomarket to their members using e-NoticeThis detailed conference checklist is for planning purposes only.Electronic IEEE Copyright Form (eCF)IEEE Intellectual Property RightsPrevious year's conference committeeIEEE Conference Business Services8 IEEE Conference Business Services 2008
Related Areas:Conference FinanceConference PublicationsConference ContractsConference Business ServicesBold Required WHEN actions/tasksshould becompleted(RecommendedDeadlines)WHAT actions/tasks need to be done Detailed Conference ChecklistHOW to complete (RequiredDocs/Templates)WHO can I contact if I have questions?Previous year's conference committeeIEEE Payment Card Industry (PCI) ComplianceCreate registration form and establish a method forregistration collection that is Payment Card9-6 months BEFORE startIndustry (PCI) compliant. Request IEEEdatemembership verification CD to confirm valid IEEEMembers.IEEE Conference Credit Card ProcessingIEEE Conference Business Services9-6 months BEFORE startPlan social activities and tour program, if applicabledatePrevious year's conference committee9-6 months BEFORE start Send out RFPs for ground transportation andfinalize contract, if applicabledatePrevious year's conference committee6-4 months BEFORE startLaunch registration sitedatePrevious year's conference committee6-4 months BEFORE start Complete paper review process. Finalize technicalprogram. Notify speakers.datePrevious year's conference committee6-4 months BEFORE startCreate and publish advanced programdatePrevious year's conference committee4-3 months BEFORE start Solicit bids from printers and/or CD manufacturersbased on accepted papersdatePrevious year's conference committee4-3 months BEFORE start Organize and prepare for production of conferencepublications per Letter of Acquisition (LOA)dateIEEE Conference PublicationsThis detailed conference checklist is for planning purposes only.9 IEEE Conference Business Services 2008
Related Areas:Conference FinanceConference PublicationsConference ContractsConference Business ServicesBold Required WHEN actions/tasksshould becompleted(RecommendedDeadlines)WHAT actions/tasks need to be done Detailed Conference ChecklistHOW to complete (RequiredDocs/Templates)WHO can I contact if I have questions?4-3 months BEFORE start Order attendee giveaways, speaker gifts, and/orconference shirts.datePrevious year's conference committee4-3 months BEFORE start Determine preliminary exhibitor space assignments,dateif applicablePrevious year's conference committee4-3 months BEFORE start Request weekly reports from hotel(s) regardingroomsdateYour Hotel(s)2 months BEFORE startdateReview room block with hotel(s) against attendanceand contract(s)Your Hotel(s)2 months BEFORE startdateComplete & print final program, advertising/publicityand registration reminders.Previous year's conference committee2 months BEFORE startdateDevelop & finalize volunteer job functions/onsiteneeds.Previous year's conference committee6-4 weeks BEFORE startdateDeadline for early registration (predetermined date)Previous year's conference committee6-4 weeks BEFORE startdateSend prelim specifications [set up, catering, audiovisual (AV) ] to conference site. Order signage andrecognition products (plaques, certificates andawards).Previous year's conference committee6-4 weeks BEFORE startdateShip final program to conference siteYour Conference Site (Facility/Venue)This detailed conference checklist is for planning purposes only.10 IEEE Conference Business Services 2008
Related Areas:Conference FinanceConference PublicationsConference ContractsConference Business ServicesBold Required WHEN actions/tasksshould becompleted(RecommendedDeadlines)WHAT actions/tasks need to be done Detailed Conference ChecklistHOW to complete (RequiredDocs/Templates)WHO can I contact if I have questions?6-4 weeks BEFORE startdateSubmit Pre-Conference forecast2 days BEFORE start dateConfirm onsite logistics with venue (registration,exhibits, meeting rooms, food & beverage)Previous year's conference committee2 days BEFORE start dateSet-up registration area, exhibit space, informationbooth, office area.Previous year's conference committeeIEEE Conference FinanceOnsite registrationMonitor budgetHOLD CONFERENCEMonitor daily activities and adjust onsiteConference Start & End logistics as neededDatesHold Post-Conference Wrap Up MeetingSubmit Conference Proceedings/Content1 week but no later than(Xplore CD and other media types) per Letter of30 days AFTER end dateAcquisition (LOA)1 week AFTER end dateCommittee members submit final statistics andlessons learned to sponsoring IEEE OU20 days AFTER end dateRegistration clean up (process refunds, receiptsand balances due)IEEE Conference PublicationsIEEE organizational unit (OU) you obtained sponsorshipfrom1 month AFTER end date Process outstanding billsThis detailed conference checklist is for planning purposes only.11 IEEE Conference Business Services 2008
Related Areas:Conference FinanceConference PublicationsConference ContractsConference Business ServicesBold Required WHEN actions/tasksshould becompleted(RecommendedDeadlines)WHAT actions/tasks need to be done Detailed Conference ChecklistHOW to complete (RequiredDocs/Templates)WHO can I contact if I have questions?1 month AFTER end date Repay all loansIEEE Conference Finance1 month AFTER end date Submit Post-Conference forecastIEEE Conference Finance3 months AFTER enddateDistribute surplusIEEE Conference Finance3 months AFTER enddateClose conference bank account & submit proof Closing of Bank Accounts/Destroy Unused Checksof account closureForm for Concentration Banking AccountsIEEE Conference FinancePrepare and submit all audit material toindependent auditorIEEE Conference Finance4-5 months AFTER enddate3-6 months AFTER enddateCo-sponsored conferences, where IEEE has a50% or less financial responsibility shall beencouraged to participate in the audit process.Conferences where IEEE has greater than a50% financial responsibility, includingconferences that are solely IEEE sponsored,and where the actual or budgeted income orexpense is 100,000 or more must be auditedby a professional independent source, outsidethe sponsoring organizational unit.Audit Report, if applicableIEEE Operations (Internal) AuditSubmit final financial report with Certification ofFinal Financial & Certification of AccuracyAccuracyThis detailed conference checklist is for planning purposes only.12IEEE Conference Finance IEEE Conference Business Services 2008
Related Areas:Conference FinanceConference PublicationsConference ContractsConference Business ServicesBold Required WHEN actions/tasksshould becompleted(RecommendedDeadlines)WHAT actions/tasks need to be done Detailed Conference ChecklistHOW to complete (RequiredDocs/Templates)WHO can I contact if I have questions?Contact IEEE Staff:DepartmentIEEE Conference Business ServicesPhone 1 732 562 3878E-mailconference-services@ieee.orgIEEE Conference Contracts 1 732 562 6826conference-contracts@ieee.orgIEEE Conference FinanceIEEE Concentration BankingIEEE InsuranceIEEE Operations (Internal) AuditIEEE Tax Compliance & Administration 1 732 562 3878 1 732 562 5363 1 732 562 5541 1 732 562 6371 or 6533 1 732 562 gtax-staff@ieee.orgIEEE Payment Card Industry (PCI) ComplianceIEEE Conference Credit Card Processing 1 732 562 5322 1 732 562 3981s.stiles@ieee.orgj.punsal@ieee.orgIEEE Conference PublicationsIEEE PDF eXpressIEEE Intellectual Property Rights 1 732 562 3872 or 3875 or 6386 1 732 465 5888 1 732 562 @ieee.orgIEEE Development Office 1 732 562 3860k.galuchie@ieee.orgThis detailed conference checklist is for planning purposes only.13 IEEE Conference Business Services 2008
CPSTARTDetermine andapply forsponsorship fromall applicableIEEE and/ornon-IEEEorganizationalunits 44-32MONTHS MONTHS MONTHS MONTHS MONTHS MONTHS MONTHS MONTHS MONTHSObtainSponsorshipDevelopcommunicationsplan, marketingmaterials andconference websiteAppointGeneral Chairand ConferenceCommitteeSend request forproposal (RFP) toexhibit decoratorsand developexhibitor prospectus,if applicableContact thelocal IEEE SectionRegister yourconference,submit ConferenceInformationSchedule& Committee ListBegin outreachto educationalinstitutions,corporations,government andindustry for supportand patronageSubmitMemorandum ofUnderstanding(MOU),if applicableApply for grantsfor ny,if applicableDevelop process/identity system forpaper managementDevelop technicalprogram, establishpaper submissionprocess anddeadlinesEstablish aCall For Papers(CFP)Update conferencewebsite withpage/link aboutCFP informationEstablish a Visaprocess forinternationalattendees andpost on theconference websiteSubmit conferencebudget with writtenIEEE OU approval(s)for headquarterreviewSite selectionand contractreview, if applicableSubmit ConferencePublication Formto obtain Letter ofAcquisition (LOA)Register forPDF eXpress(optional)Register forElectronic IEEECopyright Form(eCF) if proceedingsare acquiredby IEEECreate registrationform and ensureregistration serviceis PaymentCard Industry(PCI) compliantPlan social activitiesand tour program,if applicableSend out RFPsfor groundtransportationand finalizecontract,if applicableLaunchregistration siteComplete paperreview process.Finalize technicalprogram.Notify speakers.Create and publishadvanced programSolicit bids fromprinters and/orCD manufacturersbased onaccepted papersOrganize andprepare forComplete andproduction ofprint final s perand registrationLetter of Acquisitionreminders(LOA)Order attendeegiveaways,speaker gifts,and/orconference shirtsCreate websitefor papersubmissions.Work with papermanagementcompany,if applicableReview roomblock with hotelagainst attendanceand contractsDevelop andfinalize volunteerjob functions/onsiteneeds.TCE6-4WEEKS2 DAYSDeadline forearly registrationConfirmonsite logisticswith venueSend prelim.specifications toconference site.Order signageand renceforecastLINEP O S T - C O N F E R E N C E1 WEEK20 DAYS 1 MONTH34-55-6MONTHS MONTHS MONTHSDistribute surplusMonitorBudgetShip finalprogram toconference siteEOnsiteRegistrationSet-up registrationarea, exhibit space,information booth,office areaSubmit Conference Proceedings/Content(Xplore CD and other media types) per LOACommitteemembers submitfinal statisticsand lessonslearned to OURegistrationclean up(process refunds,receipts andbalances due)Processoutstanding billsRepay all LoansClose conferencebank account &submit proof ofaccount closurePrepare andsubmit all auditmaterial toindependentauditorAudit Reportfor 100K and/orIEEE OU total is51% co-sponsorSubmit final financial report with Certification of AccuracySubmitPost-ConferenceforecastMonitor DailyActivitiesHoldPost-ConferenceWrap Up MeetingDeterminepreliminary exhibitorspace assignments,if applicableSecure permissionfrom relatedIEEE OUs tomarket to theirmembers usinge-NoticeIRequest weeklyreports fromhotels onroom block.Submit Principles ofBusiness ConductComplianceCertificate andConflict of InterestDisclosure Statement(POBC/COI) formsReview IEEEInsurance coverageand determineif additionalcoverage isrequiredSubmit updatedcommittee listReview taxinformation toensure IRS andinternationalcomplianceVAT and GSTEstablish conferencebank account(s)Request and obtain loan from OU, if neededPre-and Post Conference forecasts [Submit Pre- and Post- Conference forecasts by November 30th of each calendar year for accrual purposes.]Secure W-8 and/or W-9 forms for tax compliance1099 & 1042 Schedule of Payments [No later than January 10th of each year for all payments made in the previous calendar year.]Submit annual report on foreign bank accounts to IEEE Tax Dept. [No later than January 10th of each year for all payments made in the previous calendar year.]Promote CFP andexhibit prospectusat current year'sconference,if applicableTIMELINE KEYConference FinanceReview andreconfirm hotel,meeting spaceand room blockConference PublicationsConference ContractsConference Business ServicesMeet with previousyear's committee todiscuss best practices*Disclaimer: This timeline is for planning purposes only.PRE-CO IEEE Conference Business Services 2008NFERENCEBoldface RequiredP O S T - C O N F E R E N C E
How to organize an IEEE Conference: Checklist & Timeline Detailed Conference Checklist (Pages 1-13) At a Glance Conference Timeline *The checklist and timeline are designed as
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