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Conference Business Services Update

Conference Business Services Update. POCO 2009 Prague, Czech Republic 18 July 2009 Susan M. Root Director, Conference Business Services. Conference Business Services. What do we do? Provide a foundation for you, our Conference Organizers

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Conference Business Services Update

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  1. Conference Business Services Update POCO 2009 Prague, Czech Republic 18 July 2009 Susan M. Root Director, Conference Business Services

  2. Conference Business Services • What do we do? • Provide a foundation for you, our Conference Organizers • Provide Services and Support for You to help you run your conferences

  3. Business of A Single Conference Technical Program Management Promotions and Communications Location/ Site Selection and Negotiation Facility And Logistics Management Financial administration, risk management and compliance assurance CONFERENCES IEEE policy and by-laws conformance Paper Management (through Acquisition) Exhibitor Management Onsite Event Management Registration Management IEEEFinancial administration, risk management and compliance assurance Enforcement of IEEE policies

  4. Conference Services Provides Services and Support for You… • Support You with Your MOUs and Contracts • MOUs for all conferences are required • Contracts for >$25K need to be submitted • Provide VAT Guidance and Support • Whether through the International LLC • Or guidance how to partner with external entities to satisfy VAT requirements

  5. We Provide You Services & Support: Communications Communications Vehicles • Email Aliases • Access to E-Notice • Conference Search • Conference Search • Call For Papers • Conference Promotion via IEEE vehicles • The Institute • IEEE website home page • Conference Surveys

  6. Email Alias with ieee.org • Allows communications between committee(s) and/or attendees • Free of charge • Easy to set up • Can be used with or without a “reply all” function • Forwards to the administrator • Multiple aliases per conference permitted

  7. We Provide You Services & Support: Communications Communications Tools • Email Aliases • Access to E-Notice • Conference Search • Conference Search • Call For Papers • Conference Promotion via IEEE vehicles • The Institute (print and online) • IEEE website home page • Conference Surveys

  8. E-Notice • Inter-OU Communications Vehicle Electronic communications service developed for IEEE organizational units for email distribution of newsletters, meeting notices and IEEE conference materials. • No cost to you • Sourced from the IEEE Membership Database • Society, Region, Section, Student Branch, Chapter • Can be sent to all members of a sponsoring conference’s society (with permission) • Opt-out opportunity with each message

  9. We Provide You Services & Support: Communications Communications Tools • Email Aliases • Access to e-Notice • Conference Search • Conference Search • Call For Papers • Conference Promotion via IEEE vehicles • The Institute (print and online) • IEEE website home page • Conference Surveys

  10. We Provide You Services & Support: Communications Communications Tools • Email Aliases • Access to e-Notice • Conference Search • Conference Search • Call For Papers • Conference Promotion via IEEE vehicles • The Institute (print and online) • IEEE website home page • Conference Surveys

  11. IEEE Communications Channels The Institute • Published four times per year • Mailed to IEEE membership • Each issue profiles six conferences & print deadlines for • March Issue: 1 Dec - profiles conferences May, June, July • June Issue: 1 March - profiles conferences Aug, Sept, Oct • September Issue: 1 June – profiles conferences Nov, Dec, Jan • *December Issue: 1 Sept – profiles conferences Feb, Mar, Apr The Institute Online • Six conference profiled in print plus one 600 word, reporter written, conference “preview” article per month *we’re looking for conferences for the December Issue right now

  12. We Provide You Services & Support: Communications Communications Tools • Email Aliases • Access to e-Notice • Conference Search • Conference Search • Call For Papers • Conference Promotion via IEEE vehicles • The Institute (print and online) • IEEE website home page • Conference Surveys

  13. Conference Surveys Survey Tool Pilot • Currently available survey service which allows Conference Organizers to: • Customize a survey from a library of questions • Receive results both in a simple report and from raw data • Work within a timeframe of years to weeks leading up to the conference • Make survey available online and through personalized e-mails • Available: free pilot program as of September 08

  14. BTS Survey, Fall 2008 • BTS was one of the first Societies to participate in the Conference Survey Pilot Program. • “The results can provide us good hints on how to steer the event in the future.” Guy Bouchard, 2008 Symposium Chair • “I didn’t know they could get that level of detailed information from seemingly simple questions. There were only about a dozen questions and we were able to shape our next year’s conference with solid feedback and input from the attendees.” Kathy Colabaugh, Senior Administrator, BTS

  15. Some of the key findings... • There was a 50% response rate with a margin error of 8%. (BTS expects a higher respond rate as future surveys can include a personal invitation to participate from the conference chair.) • 90% indicated that they were satisfied or very satisfied. • Most common reasons cited for attending the symposium were to network with other technology professionals and to gain new technical knowledge. • One third of respondents were presenters and more than 90% of these found it useful to present. • Over half indicated that it was helpful to have two tracks, but about one-third stated that they missed presentations that they wanted to attend because of the two tracks. • Employers paid all costs for 68% of attendees

  16. Conference Organizer Communications Resources

  17. Communications Resources • Conference Organizers’ Manual • High level overview of the considerations in planning an IEEE conference • Conferences Website • More in-depth information, easy access to all forms, guidelines and best practices • Conferences Planning Guide & Timeline • step by step information and processes on how to plan an IEEE Conference • Conference Organizers’ Newsletter • monthly communications on what’s new and pertinent information for organizing conferences

  18. What We Can Do For You… • Give You Access To Tools and Services • VAT handling • MOU templates • eNotice • eMail Aliases • Surveys • IEEE Communications Publications • Keep You Informed • Conference Communications Resources • Provide Guidance On • Indirect Tax Management • MOUs and Contracts • Master Brand Usage • Internal Communications Channels • Best Practices

  19. Looking Forward to the Future Comments? Thoughts? Questions? Call… Email… or talk with me here! s.root@ieee.org +1 (732) 465-6607 conference-services@ieee.org

  20. European VAT compliance update • European VAT Compliance has significantly increased since 2007 • Increased compliance greatly minimizes IEEE’s regulatory risk

  21. Social Networking • Are you using social networking? • Linked-In? • Plaxo? • Twitter? • Spot-Me? • Before, During, After your conference? • For promotion? • For Creating buzz? • For on-site discussion?

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