2.8 Meetings and Conferences Planning

ComSoc can offer assistance in planning conferences/meetings your Chapter would like to sponsor. Whether you would like to have a small meeting, a workshop, or a conference, there are staff members available to help in any/all of the following areas:

• Site Selection and Negotiations
• Publicity
• Call for Papers
• Advance and Final Programs
• Conference Record
• Registration
• Exhibits

An objective of GICC (the GLOBECOM/ICC Conference Committee) in selecting a conference location is to select geographically diverse sites so that the membership will be able to participate in either an ICC or a GLOBECOM conference within their general region. Normally, the ICC conference is scheduled in May or June, while the GLOBECOM conference is held in November or December. One in every three GICC conferences is planned internationally.

The IEEE Bylaws and the GICC Charter require that any scheduled IEEE sponsored con-ference be agreed to by the local IEEE Section in that area. Therefore GICC requires a formal invitation be obtained from the local IEEE Section before a conference may be considered within that territory. GICC may suggest that a local Section consider whether its location might be a potential conference site, or conversely, the local Section may propose a conference for its area. The selection of invitational bids to host a conference should take place 36 to 60 months before the date of the conference. A minimum of 36 months is required for proper planning of such a conference. Conferences are usually scheduled five years in advance.

A preliminary conference proposal prepared by the IEEE Section Chair and presented to the Chair of GICC should include the following:

• An analysis of the amount of corporate/organizational support available in the local area and the degree of support from the local IEEE Section and Chapter.
  
  
• A statement that the local Section has an appreciation of the efforts involved in the conference management and the facility requirements.
  
  
• A statement of intent concerning financial participation of the local IEEE Section in the conference.

Once the conference site has been approved by the GICC, the Host Section should immediately do the following:

• Submit a candidate for General Chair to GICC, accompanied by a brief résumé indicating past IEEE activities and the candidate's corporate/managerial credentials. Note that early selection of the General Chair allows him/her to be active in all of the subsequent tasks.
  
  
• Execute a Memorandum of Understanding signed by the local IEEE Section Chair which indicates the extent of financial participation to be undertaken by the Host Section, within GICC guidelines. This memorandum must include a statement that the agreement is binding on future officers of the local Section until the conference final financial report is accepted by GICC and the conference is officially closed. A copy of the cosigned agreement should be forwarded to IEEE Headquarters so that notification can be placed in the IEEE Technical Activities Guide (TAG).

Additional Host Section responsibilities, after selection of the General Chair, consist of:

• A recommendation of a specific hotel/conference facility accompanied by brochures showing the layout of the conference rooms (including their capacities) and the approximate rates to be charged.
  
  
• Contract negotiations with the proposed conference hotel, including the number of guest rooms, meeting rooms and banquet rooms which will be reserved for conference use. It is wise to tentatively have exclusive rights to all facilities of the hotel until Society requirements have been established, and releasing these facilities when it is determined they are not needed. Note: The hotel contract must be sent to Society headquarters in New York before final approval by the local committee, and signature by the Society Executive Director. Negotiations should be handled by the General Chair and coordinated with Society staff.
  
  
• Submit the names proposed for the Vice Chair and Technical Program Chair to GICC for approval, including a short résumé (one or two pages) showing their local Section IEEE activities, corporate/managerial qualifications and academic credentials.