Conference Initiation: Sponsorship, MoU’s, Contracts, Requirements & Registering an IEEE Conference

IEEE Panel of Conference Organizers (POCO) 21 July 2011 Beijing, People’s Republic of China

Kevin Hanft Kevin Uherek

Topics Benefits of Registering IEEE Sponsorship Memorandum of Understanding (MOU) Contracts Registering a Conference Conference Approval Tools and Services

Conference Initiation Today’s Topics • •

Benefits of Registration Understanding IEEE Sponsorship – What does sponsorship include – Types of sponsorship – Identifying sponsors

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Conference registration process Additional resources and tools available to organizers

Conference Initiation 

Benefits of Registering Your Conference with IEEE

Once approved, conferences are eligible: • Utilize IEEE brand • Participate in: – IEEE Conference Search – IEEE Call for Papers • • •

To apply for IEEE Conference Publication Program Insurance Liability coverage (Financial sponsorship) Access to many valuable free organizer services

Conference Initiation

Getting Started • • •

Define Conference Theme & Topics Determine location & venue Identify potential sponsors

Conference Initiation Getting started with IEEE • Finalize IEEE Sponsorship • Appoint Committee Chairs • Submit a Conference Information Schedule – Committee List •

Complete Memorandum of Understanding (if needed) – Financial Sponsorship – Technical Sponsorship

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Notify local sections or societies that you are holding a conference in their area or field of interest

IEEE Sponsorship To qualify as an “IEEE conference”, it must be sponsored by at least one IEEE OU. • Sponsorship refers to the roles and accountabilities of an IEEE organizational unit (OU) for a conference: •

– Financial – Technical – Administrative – Publicity

Types of IEEE Sponsorship FINANCIAL • Sole sponsorship - 100% Financial • Co-sponsorship - Less than 100% Financial

NON-FINANCIAL • Technical cosponsorship / Technical cooperation - 0% Financial involvement

Obtaining IEEE Sponsorship www.ieee.org/societies_communities/index.html

Apply for and obtain sponsorship directly with appropriate IEEE organizational units (OUs): • Technical • Communities • Societies • Technical Councils • Technical Committees

Geographic Organizational Units • Regions • Sections • Chapters • Student Branches • Affinity groups

Societies, Councils and Technical Communities www.ieee.org/societies_communities/index.html

Societies, Councils and Technical Communities

Societies, Councils and Technical Communities

Geographic Organizational Units (Regions/Sections/Chapters)

Geographic Organizational Units (Regions/Sections/Chapters)

www.ieee.org/societies_communities/geo_activities/regional_world_map.html

Geographic Organizational Units (Regions/Sections/Chapters)

Geographic Organizational Units (Regions/Sections/Chapters)

Geographic Organizational Units(Regions/Sections/Chapters)

Memorandum of Understanding (MOU) •

What is a MOU? – A written business agreement between the entities involved in organizing the conference which summarizes their relationship.

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Question: – Some areas in the world may not be familiar with or use a MOU when agreeing to do business with another entity. Is this the case where you live?

Memorandum of Understanding (MOU) •

Why is it of value to have them completed? – Clearly defines what is expected from each entity – Can greatly reduce or eliminate misunderstandings – Helps protect IEEE’s status as a not-for-profit organization in the United States – Helps maintain proper usage of the IEEE Brand

Putting a MOU together •

First, determine Financial and Technical sponsors – Financial sponsor = An entity that has significant involvement in the technical, financial, publicity and administrative areas of the conference. – Technical sponsor = An entity that has direct and substantial involvement in the organization of the technical program. That entity has no financial involvement in the conference.

Financial sponsor: Further clarification

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When an entity simply provides funds to the event it should not be listed on the Conference Information schedule or MOU as a Financial sponsor. An entity that simply provides funds to an event but not responsible for any loss or receiving any of the surplus is a Financial contributor or Financial supporter.

What type of MOU is needed?

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IEEE provides a number of templates to cover a Financial sponsor relationship or Technical sponsor relationship. The MOU templates that IEEE provides assist with outlining the agreements between entities involved and provide necessary clauses.

http://www.ieee.org/conferences_events/conferences/organizers/mou.html

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DETERMINING CONTRACT VALUE (IEEE defines contract value as LIABILITY)

Value = Total cost of service in a contract Hotel Contracts cost of room nights blocked food and beverage commitment + meeting room rental The total amount of money you commit to spend at the hotel

Convention Centers Total cost to rent the space outlined in the licensing agreement

Other: Audio Visual (AV), Tours, Transportation, Security, Exhibition Decorator, Meeting Management Company, Professional Conference Organizer, Destination Management Company, etc. The cost of service agreed to in the contract.

REGISTRATION CONTRACT VALUE

(services provided by Management Companies and PCOs*)

Value without RISK When Registration income is DIRECLTY deposited into the Conference bank account Value = The cost of service agreed to in contract.

Value with RISK When Registration income is held in the vendor’s account or the vendor has access to conference funds, this is considered RISK. Value = The cost of service agreed to in contract + estimated amount of RISK (example on next slide) *Professional Conference Organizers

Registration Contract Value (example)

3 pieces of information are needed: Cost of service (from the Contract) Estimated # of attendees (from Contract & on Budget) Registration income (from Budget)

Value Equation: The cost of the service x # of attendees + Risk (budgeted registration income)

Value Example: $19.00 x 300 attendees + $150,000 budgeted income

$155,700 (Total Value of Contract)

5,700

Registering a Conference With IEEE •

Complete an ‘Information Schedule’ to start the process. – Accessed via a webform located on the Conference Organizers’ webpage

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Captures critical details and facts required before submission is permitted.

Conference Information Schedule

www.ieee.org/conferences_events/conferences/organizers/required_documentation.html

Conference Information Schedule

www.ieee.org/conferences_events/conferences/organizers/index.html?WT.mc_id=rfm_conf

Conference Information Schedule

Conference Information Schedule

Conference Information Schedule

Conference Information Schedule

Conference Information Schedule

Conference Information Schedule

Conference Information Schedule

What Happens After You Submit Your Conference? Conference Business Services Team will: • • • • • • • •

Review for accuracy and completeness. Identify duplicate submissions. Research conference history for consistency. Confirm sponsorship approval. Ensure proper usage of IEEE brand and logo. Contact you regarding missing or unclear data. Coordinate with IEEE Staff regarding MoU. Assign unique Conference record number.

Conference Approval •

Send acknowledgement and instructions: • confirm next steps for organizers • links to support tools

Update database to list your conference in Call for Papers and Conference Search. • File Committee List to start insurance coverage (Financial Sponsorship) •

IEEE Conference Search

www.ieee.org/conferences_events/index.html#sect1

Call for Papers

www.ieee.org/portal/pages/iportals/conferences/callforpapers/index.html

Tools and Services Conference Email Alias • • •

Simplifies conference communications Multiple aliases per conference permitted Easy to set up

E-notice •

Email distribution service for member communications – Society, Region, Section, Student Branch, Chapter

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Organization approval required Opt-out mechanism

Tools and Services

www.ieee.org/about/toolkit/index.html

Master Brand Usage - IEEE Brand Identity Toolkit: Basic usage rules for all corporate identity elements • Tips to help creative effective communications while strengthening the IEEE brand •

Mar-com Templates – •

Customizable documents and templates that can be tailored to fit your conference needs.

Tools and Services Web Templates Basic information architecture/sitemaps and designs that allow for great customization – 3 site types – 3 style options for each – 7 starter pages within each style • Available as •

– a collection of HTML pages and related files – WordPress themes •

Implementation and maintenance requires some level of technical ability and support infrastructure.

Tools and Services Entity Web Hosting A service for IEEE entities who want to develop, create and maintain their own web site on an IEEE host. • Conferences are responsible for their content, its maintenance and its conformance to IEEE policy. • HTML and WordPress formats •

Tools and Services IEEE Communications Channels

The Institute /The Institute Online IEEE.org homepage Newsletters - Leadership Wire / MGA Scoop / Society Sentinel / Standards • MyIEEE: Community Desktop • • •

Survey Tool Gather feedback from a simple to use on-line survey • Customizable from a library of questions • Confidential report, with analysis from a research professional •

Still have questions? We are always here to assist you! Conference Business Services Phone: + 1 732 562 3878 [email protected]

IEEE Conference: Checklist & Timeline www.ieee.org/documents/30012586.pdf