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IEEE Conference Organizers' News
Inside The April 2016 Issue:

"Don’t be encumbered by history. Go off and do something wonderful.”
~ Robert Noyce, co-founder of Fairchild Semiconductor and Intel

Using IEEE Collabratec™ to Enhance Conference Engagement
collabratec graphicIEEE Collabratec is an integrated online community where technology professionals can network, collaborate, and create - all in a central hub. The suite of productivity tools can assist conference organizers in planning, promoting, and engaging with their conferences.

Networking Based Upon Technical Interests
IEEE Collabratec enables searching over 30,000 technology professionals based on technical interests, professional and academic background, or geographic location. Conference organizers can identify and contact potential speakers or attendees likely to be interested in their event.

Share and Collaborate on Documents in Real Time
By establishing an invitation-only Private Group, conference committees will have a secure space to create, organize, share, comment, and collaborate on conference planning or logistics. This includes sharing documents and managing discussions among conference organizers. Plus, by connecting a Microsoft OneDrive account, you can create, edit, and share Microsoft Office documents in your Library or Private Group, making it even more efficient.

Some examples of how conference organizers use Private Groups include:
  • Agenda Development: Integration with Microsoft Office enables drafting and collaborating on agendas.
  • Brainstorming: Collaborate on documents to brainstorm ideas around conference themes or venue.
  • Compare Proposals: Share documents and photos to conduct discussions around venue bids and proposals.
Develop a Year-Round Conference Community
Turn your annual conference into a year-round event by creating a conference community where participants provide insight into the agenda, ask speakers questions ahead of the conference, or continue discussions after the conference. Some ideas for fostering a year-round conference community include:
  • Prior to the Conference: Invite past conference attendees to suggest potential topics as you develop the conference agenda. Post information that allows attendees to better plan their in-conference activities. Crowdsource potential questions for panels or keynote speakers from the community.
  • During the Conference: Post up-to-date files and encourage participants to comment. Create a post on contest winners, award recipients or event photos. If time runs short on a session but the discussion will not stop, encourage attendees to maintain the discussion in the community.
  • After the Conference: Encourage participants to continue discussions after they return home. Share updated or new information with conference attendees.
Take the Lead: Develop one of the first year-round Conference Communities
Are you ready to be a leader in conference organization? Be one of the first conferences to develop a year-round conference community. Contact Dena Hoffman ( to learn how you can develop a community on IEEE Collabratec.

Contact Dena Hoffman
Co-Locate Your Meeting with IEEE POCO!
POCO 2016 graphic

Convene with the IEEE Conference Community!

The IEEE Panel of Conference Organizers (POCO) is the annual event for leading scholarly conference organizers around the world.
  • 28-July: POCO Day 1: Attracting New Audiences
  • 29-July: POCO Day 2: Innovation Infusion
  • 30-July: Co-located Events: IEEE Conference Education Day, Committee Meetings
Bring your committee meeting to IEEE POCO and benefit from the contract, education, and planning services. Do not miss your opportunity to:
  • Explore new conference formats and ideas
  • Meet conference thought leaders from around the world
  • Leverage the existing IEEE POCO contract to host your meeting with no contractual risk
  • Take advantage of free planning services for your meeting
Learn More about POCO

Two online communities have been created for you to engage with your peers year-round. Join IEEE Conference Organizers on Facebook and LinkedIn to discover, discuss, and design innovations for your conference. Community members will have the opportunity to network, share ideas, and simply have fun!

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Contact IEEE MCE
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.


The April webinar will provide conference committees and Organization Unit leaders information on the MCE Conference Education Program.

This program is a great resource to make the organizing process simpler, more effective and enjoyable for conference volunteers.

“The IEEE Conference Education Program”

Thursday 21 April 2016

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

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

Make Sure You Have the Right to Use Photos
copyright graphicThis is a reminder that before using any photo on a conference website, Calls for Papers, marketing materials, presentations, informational or other materials, you must be certain you have the right to use it.

IEEE has fielded an increasing number of inquiries regarding potential unauthorized use of photographs. IEEE not-for-profit organization status does not exempt it from the requirement to obtain permission to use copyrighted images. It is easy and tempting to download and use images from on the internet; however, this can lead to issues that must be resolved later.

To avoid copyright issues:
  • Purchase a license to photos from a stock image library (Getty Images, iStock, ShutterStock, etc.) and use the image in accordance with the terms of the license, which may include a limitation on sharing and distribution

  • Only use images when the rights are clearly known (i.e. the person posting it took the picture themselves)

  • Do not use images found by searching on the internet (Google, etc.) without additional information. Just because it is available online does not mean it is available for reuse.

  • Do not use any photograph if the permissions are unclear or unknown

  • With greater access to photo search tools, copyright holders are protecting their intellectual property and seeking compensation when used without permission. As a result, IEEE Legal has settled many claims by legitimate copyright holders resulting from alleged unauthorized use of photos.

    IEEE reminds organizers to respect copyright laws and not infringe on the intellectual property rights of others. Take the steps to secure permission in every instance. If you have questions please contact MCE.

    Contact MCE

    QuickTipDid you know? Each financial sponsored conference must comply with local taxes and indirect taxes, such as the Value Added Tax (VAT) and Goods and Services Tax (GST).

    Learn More about Conference Taxes

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