Conference Organizer Basics

2011 6

th

_{IEEE Panel of Conference}

Organizers (POCO)

Conference Organizer Basics

Kevin Uherek – Compliance Manager, Conference Services Kevin Hanft – Sr. Manager, Conference Services

Kathy Burke – Supervisor, Conference Publications

Raymond Borgone – Financial Analyst, Conference Finance Lucia Servus – Manager, Indirect Tax Services

21 July 2011

Educate conference organizers

Foster networking in the IEEE Conference Organizer

community

Gain valuable feedback on how we can improve our

services

Create a forum for discussion on important

conference issues

Today’s Breakout Sessions

Conference Initiation:

IEEE Sponsorship, MoU’s, Contracts, Registering an IEEE Conference

Conference Finance and Indirect Tax:

Best Practices from Initial Setup to Conference Close

Conference Publications:

Managing Your Conference Proceedings Publications

11:00 – 11:15

Break

11:15 – 12:30 First Breakout Session

12:30 – 13:30 Lunch

After the Breakout Sessions

Distinguished Lecturers

Topics:

 Advances in Green Communication

 Microsoft Academic Search: An Entity Search and Mining Engine

 Novel Dielectrics and Advanced Electrical Insulation Technology

15:30 – 18:00

Reception

Writer’s Bar, Raffles

18:00 – 19:30

Conference Services Commitment

Conference Services is available to help

before, during and after the conference to

make your conference a success for:



Attendees



Authors



Conference Committee

E-mail:

[email protected]

Conference Initiation

Why Register Your Conference with IEEE?

After your conference is approved, you can:

Utilize IEEE brand

Participate in:

–

IEEE Conference Search

–

IEEE Call for Papers

To apply for IEEE Conference Publication Program

Insurance Liability coverage

Promotional Opportunities –

Conference Initiation

Getting Started

Define Conference Theme & Topics

Determine location & venue

Conference Initiation

Getting Started with IEEE

Finalize IEEE Sponsorship

Appoint Committee Chairs

Submit a Conference Information Schedule

–

Committee List required for Financial sponsorship

Complete Memorandum of Understanding

–

Financial Sponsorship

–

Technical Sponsorship

Notify local sections or societies that you are holding a

conference in their area or field of interest

Getting Started

Getting Started

Getting Sponsored

Conference Initiation

Summary Points

Register your conference as soon as practical

The IEEE Conference Business Services team is

ready, willing and able to help you!

–

Before, During & After Your Conference

E-mail: [email protected]

Telephone: +1 732 562 3878

Memorandum

of Understanding (MOU)

What is a Memorandum of Understanding?

A written business agreement between the entities involved in organizing the conference which summarizes their relationship.

What is the value of creating one?

Outlines the terms of agreement (expectations) for each of the sponsoring entities. This also helps protect the IEEE and the organizers from any possible misunderstandings.

When is a MOU needed?

When there is more than one Financial sponsor

Type of MOU required: Financial MOU

Some of the information within the MOU will:

 Establish the guidelines for working with each other

 Outline the percentages for each Financial sponsor

 Describe who will care for financial administrative responsibilities

 State if there will be a publication

 Will the organizers be looking to put the publication in IEEE Xplore

When is a MOU needed?

When IEEE is a technical cosponsor OR

When a non IEEE entity is a technical cosponsor of an IEEE financially sponsored conference

Type of MOU required: Technical MOU

Some of the information within the MOU will:

 Describe how Technical sponsor(s) are directly and substantially involved in the technical program

 State if there will be a publication

 States if the organizers be looking to put the publication to be in IEEE Xplore

Memorandum of Understanding (MOU)

Memorandum of Understanding (MOU)

Points to keep in mind:



Creation of MOU is best done early in

the conference development process.



Submission of the MOU needs to be

done with the Conference Information

Schedule.



Guidance and Support:

email: [email protected]

phone: +1 732 562 3878

IEEE's Conference Publication Program (CPP)

handles the acquisition and the post-conference

distribution of conference content, which includes

posting to IEEE Xplore ® and distribution to our

indexing partners.

Requirements:

Meetings must be sponsored or co-sponsored by

IEEE and approved by IEEE Conference Services

to be eligible for inclusion.

Conference Publication Program

(CPP)

CPP Recommended Steps

Before Conference:

Develop technical program

Establish paper submission process and deadlines Submit IEEE Publication form

Register for PDF eXpress/Plus

Register to use the IEEE Electronic Copyright form

Organize and prepare for production of conference publication Complete production of conference publication

After Conference:

Submit Xplore compliant files to IEEE within 30 days of conference end date

Conference Publications website

For additional information, please visit the Conference Publication website at:

http://www.ieee.org/conferences_events/conferenc

organizers/pubs/conference_publications.html

Some of the information available at this site:

• Link to the IEEE Publication form

• Information on developing the final program

• Specs for preparing conference content for Xplore • Link to IEEE Copyright form

Next 3 sections:

Conference Finance Services

Our shared financial goals for IEEE conferences:

•

To comply with local laws and regulations

•

To maintain IEEE’s not-for-profit status

•

To protect the financial interest of the organization

Conference Finance Services provides

one-on-one guidance to help you navigate through the

process.

Conference Finance Services

Overview

Before conference

• Develop and submit Budget with IEEE sponsor approval

• Submit Banking Information with Signature Cards or Fiscal MOU • Submit updated Committee list if applicable

• Complete POBC/COI forms for Chair and Treasurer • Tax Compliance Information if applicable

• 1099 and/or 1042 Schedule of payments if applicable

After conference

• Provide Proof of Bank Closure • Repay loan - if applicable

• Distribute Surplus

• Complete and submit Final financial statement • Submit Certificate of Accuracy

Tax Authorities

Requirements

Value Added Tax (VAT) and Goods and Services Tax (GST) are indirect taxes on the consumption of goods and services

overseas and are the most common taxes for the IEEE conferences to pay.

All conferences must comply with the tax laws of the country in which the conference is held .

VAT/GST has to be charged by the conference and paid to the local tax authorities, unless entity managing VAT is exempt. Conferences need to pay VAT/GST on expenses/purchases and revenue (registration fee, exhibit fee, etc.)

VAT paid on purchases may be recoverable depending on the location of the conference and the type of purchase.

Indirect Tax Services

Different options for indirect tax handling

1. IEEE International LLC (service in place) 2. Financial Co-sponsor (MOU needed) 3. Third Party (MOU needed)

4. Local University (MOU needed)

Only one party can be responsible for VAT/GST reporting to the tax authorities and IEEE must have the information on file for audit purposes

IEEE is in the process of applying for the VAT exemptions in 3 European countries

Indirect Tax Services

Consulting for tax compliance and tax return filing

Assistance with your budgeting for VAT/GST and/or review of your estimated amounts

Full indirect compliance service is available for the following countries: Italy, France, the Netherlands, Portugal, Spain, the United Kingdom, Germany, Austria, Czech Republic, Ireland, Greece,

Hungary, Australia (coming soon)

Please contact us for guidance and the level of service for other countries

Our commitment is to provide guidance for all IEEE conferences For most recent information, please contact us.

When organizing a conference there can be many

types of contracts with each one having a different

value.

–

What kind of contracts might an organizer

expect for their event?

–

How should an organizer manage the contract

process?

Contract types

Hotel,

Registration,

Audio Visual (AV),

Convention Centers,

Tours, Transportation,

Exhibition Decorator, Security,

Meeting Management Company,

Professional Conference Organizer,

Destination Management Company, etc.

Contracts

Value < 25,000 USD

The review and execution is done by either the Conference Chair or Treasurer.

Once the contract is signed by all parties, it must be sent to Conference Business Services for retention to fulfill United States audit requirements.

Value ≥ 25,000 USD

These must be submitted to IEEE Operation Center in the United States for review of legal clauses by a

subject matter expert prior to execution by IEEE Strategic Sourcing (formerly IEEE Procurement)

Contract

Contracts ≥ 250,000 USD

– In addition to what was stated previously for ≥ 25,000

USD, supporting documentation of competitive bidding (3-5) is required with contract submission.

– Contract types exempt from competitive bidding and supporting documentation:

• Conference hotel • Caterer

• Convention Center

However, it is a “best business practice” to follow a competitive bidding process for all contracts.

Contracts Template page

Today’s Breakout Sessions

11:00 – 11:15

Break

11:15 – 12:30 First Breakout Session

Conference Initiation :

IEEE Sponsorship, MoU’s, Contracts, Registering an

IEEE Conferenc

e

Conference Finance and Indirect Tax:

Best Practices from Initial Setup to Conference Close

Conference Publications:

Managing Your Conference Proceedings Publications

12:30 – 13:30 Lunch