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Inside The February Issue:

"I do not think there is any thrill that can go through the human heart like that felt by the inventor as he sees some creation of the brain unfolding to success...such emotions make a man forget food, sleep, friends, love, everything."
~ Nikola Tesla

Conference Budget Best Practices
2016 graphicAn organizing committee’s fiduciary responsibility includes thinking about a conference from a business perspective and creating sustainable financial models. Budgeting is a critical step in fulfilling this role. The IEEE Meetings, Conferences and Events (MCE) Conference Business Operations team highlights some simple, but key steps in this important process.

  • Timing is a critical consideration - Target a minimum of one year before the conference to have the initial budget complete. Be sure to leave sufficient time for sponsor review and approval.

  • Understanding Historical Performance – Use the last conference budget as a baseline to guide the process and save time. If nothing exists, MCE can assist with information.

  • Account for Differences in Location – Be sure to adjust all assumptions and inputs - costs, labor, currency, taxes and other - to account for location specifics. There may be other variables from the previous budget to consider as well.

  • Project Major Expense Items – Identify the most common and usual costs - committee travel, local arrangements, event space, professional planning or promotion services, publication proceedings, speaker fees, etc. - plus any new or location-based items.

  • Project Major Revenue Streams – Identify the most common and usual revenue sources - registration, exhibits, donations, grants, etc. – plus any additional revenue-generating activities.

  • To learn more about budgeting, please join the March webinar - see details below. In addition, the IEEE Center for Leadership Excellence (CLE) contains several on-demand eLearning courses that will benefit Conference Chairs or Treasurers.

    MCE Conference Business Operations supports all financial conferences with dedicated support and resources customized to the needs of each committee. They can even serve as an Assistant Treasurer for your conference, assisting with “fast track” processing and closing.

    Contact MCE Conference Business Operations
    Conference Use of the Prohibited Authors List
    IEEE uses many approaches and tools to protect the integrity of its publications. The Prohibited Authors List (PAL) contains the names of authors banned from submitting new manuscripts to IEEE journals and conferences due to violations of publishing conduct guidelines. Typically, this results from significant plagiarism or bibliometric manipulation, as described in the PSPB Operations Manual.

    The updated IEEE Publication Services and Products Board (PSPB) Operations Manual includes policies on the expanded use of the PAL, for example, when reviewing nominations or appointments for positions of leadership or publication-based decision-making roles.

    For conferences, this includes General Chair, Technical Program Chair, Region/Section Conferences Coordinator, and Society Conference VPs. It is also appropriate for the TPC to use the PAL to vet proposed reviewers.

    See the new policy and additional related information in the "Appropriate Use of the Prohibited Author List."

    Contact IEEE Intellectual
    Property Rights Office
    Conference Education Program: Updates

    The MCE Conference Education Program provides learning opportunities for conference organizers of all experience levels, locations, organizational units and roles.

    There are three learning options available:

    • Educational Webinar Series
    • eLearning Courses
    • Conference Leadership Workshops

    Register for Educational Webinar Series

    Register for eLearning Courses

    You must register for these MCE educational offerings at the IEEE Center for Leadership Excellence (CLE) using your IEEE Account to access.

    Contact MCE for more information on Conference Workshops.


    This month there are two webinar topics useful for conferences
    of all sizes, locations
    and types.

    “Mobile Apps for Conferences – The Latest Trends in Audience Engagement”
    Increase your attendee and sponsor satisfaction with your conference by using a mobile app. IEEE MCE Preferred Partner, EventMobi, will discuss how gamification, polling and surveys can enhance networking and engagement opportunities with your audience.

    Register Here-Thursday, 18 February 2016 11:00 am, Eastern Standard Time (New York, GMT-05:00)

    “Using IEEE Collabratec™ to Enhance Engagement at Your Conference”
    Organizers will learn how to use IEEE Collabratec™ tools and technical communities to enhance attendance and engagement at your conference.

    Register Here- Wednesday, 24 February 2016 10:00 am, Eastern Standard Time (New York, GMT-05:00)

    Register Here- Wednesday, 24 February 2016 3:00 pm, Eastern Standard Time (New York, GMT-05:00)

    The March webinar topic will be of interest to organizing committees of financially sponsored conferences.

    “How to Develop Your Conference Budget”
    This session will show how to develop an IEEE conference budget. IEEE Computer Society volunteer Frank Huebner will discuss how to build in flexibility, develop contingency plans and account for outliers.

    Register Here- Wednesday, 23 March, 2016 10:00 am, Eastern Standard Time (New York, GMT-05:00)

    Register Here- Wednesday, 23 March 2016 3:00 pm, Eastern Standard Time (New York, GMT-05:00)

    Increase Registration through Member Incentive

    Conference organizers can boost registration through the IEEE Conference Member Recruitment (CMR) Program which offers an incentive to new members who join IEEE at their conference.

    Each higher-grade, full dues paying IEEE Membership applicant (during an IEEE sponsored conference) is given one free year of membership to a Technical Society. There is no cost to the conference to participate.

    Complete the Conference Member Recruitment Form to request a promotion code for your conference.

    For inquiries regarding the CMR program, contact Denise Maestri.

    Contact Denise Maestri

    QuickTipDid you know? The Conference Chair, Treasurer and anyone making business or purchase decisions for all IEEE financially sponsored conferences must submit the IEEE Principles of Business Conduct/Conflict of Interest (POBC/COI).

    Complete POB/COI Form

    Send us your feedback

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    Managing Editor: Kevin Hanft,


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