Create Your Blueprint: Conference Action Plan Template

Transcription

1 Create Your Blueprint: Conference Action Plan Template Outline the Needs: Key - Green - Organizing Committee / Orange - conf Agreement (MOU) between sponsors Note: All Contracts & MOUs with a value of $25,000 or more must be reviewed and executed by IEEE Strategic Sourcing conf Appoint General Chair; establish Local Organizing Committee (); notify sponsoring organization(s) of General Chair conf conf Initial meeting of committee to select name, theme,, date, venue Note: Check for potential conflicts with other IEEE s Contract with Management for venue contract site selection & contract negotiation, registration management, logistics, etc. conf Contract with venue and overflow hotels if needed (send out RFP, review proposals, negotiate contract) Note: All Contracts with a value of $25,000 or more must be reviewed and executed by IEEE Procurement. conf conf conf conf conf conf conf conf conf conf conf Submit Information Schedule to IEEE Conference Services for listing in the Conference Search Database and Call for Papers Submit Conflict of Interest forms to Services Submit Budget Forms (Summary, Income, Expense & Social Functions) to IEEE Organizational Unit for approval Contact Services to open up a concentration banking account Request loan (seed money) from Sponsoring Society to be deposited in the concentration banking account General Chair & / / / Create theme and logos. Obtain domain name and create web site Webmaster Develop Advertising program/publicity (brochures, post cards, ad pages, posters, etc) Develop promotion plan for booth at current year's (table top display, give-a-ways, etc.) Research magazines & trade publications to advertise in. Note publication deadlines. Hire Decorator for exhibits (send out RFP, review proposals, negotiate contract, create floor plan) Timeline Page 1 Last Updated: 7/13/2012

2 Key - Green - Organizing Committee / Orange - conf Create Exhibitor Prospectus (application, floor plan, additional selling information) for distribution at current year's conf conf conf conf conf conf Create Sponsorship and Advertising Opportunities for distribution at current year's Review and reconfirm hotel and meeting facilities Meeting of Conference Committee, preferably at site Preliminary planning of off-site events, tours, etc. / / Determine format for proceedings, i.e. print, CD, both Submit form conf conf conf conf 12 months prior to Determine topic areas, format, and types of technical papers Establish open and close dates for abstract submission, author notification, and final paper submission Finalize Call for Papers for distribution at current year's Identify presenters for special sessions and invited papers Review contracted hotel room block against current year's pickup and increase/decrease if needed 12 months prior to Review budget and update if necessary conf Request permission from related IEEE societies to market to their members conf Distribute electronic and/or hard copy of Call for Papers to members of sponsoring and related IEEE societies as well as non-member attendees of previous s. Post on web site. / conf Send Call for Papers to Services to post on IEEE web site. / conf Establish a unique web site for authors that hosts the publication schedule, instructions for submission of author abstracts/final papers as well as IEEE copyright agreement, FAQs, and support contact information. conf conf Design electronic author kit with -specific instructions and incorporate into peer review site. Post CFP to Website Webmaster Send committee meeting request forms to technical committees to schedule meetings during Complete registration questionnaire and submit to. Create online registration forms and send URL to for review / Registration Timeline Page 2 Last Updated: 7/13/2012

3 Key - Green - Organizing Committee / Orange - Create hard copy registration form based on final online form Obtain merchant account for credit card processing Post online registration link and hard copy file on web site Send registration report access to Add account number to Desktop Express Webmaster Review paper abstract submissions Early Exhibitor Discount Registration cut-off date Send enotice reminder of deadline 1 week before Preliminary assignment of exhibit space to early exhibitors Exhibit space assignment ongoing as new exhibitors register Paper review completed and program finalized. Papers arranged into sessions. Provide program details to Publication Chair for printing in Advance Program. Notify Speakers and Session Chairs of acceptance or rejection. Advance Program / Registration Brochure designed, printed, and mailed. / Distribute electronic and/or hard copy of Advance Program to members of sponsoring and related IEEE societies as well as non-member attendees of previous s. Final papers and copyright release forms submitted. Late authors contacted. Author manuscripts (source files) converted to IEEE Xplorecompliant PDFs. Organize papers as indicated by the -provided list of papers for proceedings publication. (This list of papers becomes Table of Contents.) Add page numbers. Create author index. Create copyright page. Design Book/CD cover. Bids solicited from printers and/or CD manufacturers Publication files sent to book printer and/or CD manufacturer Timeline Page 3 Last Updated: 7/13/2012

4 Key - Green - Organizing Committee / Orange - Book Print/CD Prototype reviewed & & & Request weekly reports from hotel on room pickups up to week of Symposium. Increase/decrease block if needed. Develop volunteer job functions/needs list Solicit student volunteer assistance from local universities Volunteers 2 months prior to Order attendee giveaways (bags, pens, etc.) Order speaker gifts Order organizing committee shirts and student volunteer shirts Final publicity in IEEE publications to to to to to to 1 month 1 month Registration Staff and Conference Planning Staff make travel arrangements Early Registration cut-off date Send enotice reminder of deadline 1 week before Send preliminary specs (set up, catering, etc.) to venue Create AV RFP and send out to in-house and IEEE preferred vendors for quote Order signage Orders plaques and certificates for awards and acknowledgements Order equipment for on-site registration: tables/reg counters, printer(s), high-speed internet access, power supply, phone line, wastebaskets / Awards Determine Multipurpose Criteria (badge stock design) / Registration Order Multipurpose Paper (badge paper) Determine Badge Ribbon Criteria / Registration Order Badge Ribbons Determine Badge Holder Criteria / Registration Finalize Volunteer Roster Volunteers Hotel room block deadline. Review pickup. Request extension if needed. Send enotice reminder of deadline 1 week before. Timeline Page 4 Last Updated: 7/13/2012

5 Key - Green - Organizing Committee / Orange - 1 month Books/CDs shipped to site and delivered to IEEE Conference per Letter of Acquisition. & 1 month Send early registration list to registered exhibitors 14 days Order Bank money for on site 14 days Check requests for final deposits and speaker honoraria 7-10 days prior to Create On-Site Registration Form 7-10 days prior to Prepare registration materials; print confirmations and badges 4-5 days prior to Pack and Ship registration materials to On site pre- meeting with venue staff to Registration set up and on site registration opens to Exhibitor set up at venue 14 days post Preliminary report on attendance, solvency, and inventory of proceedings / 21 days post Registration Manager processes refunds, invoices for balances due, etc. Send thank you letters to sponsors with attendee list and information about sponsoring the following year's Send thank you letters to exhibitors with attendee list and information about exhibiting at the following year's 45 days post Registration Manager invoices 45 days post Registration Manager send Wrap-Up Reports to (category report, activity report, etc.) Make arrangements for a Professional Independent Audit Repay all Conference Loans 3 months post Submit Preliminary Financial report to IEEE Organizational Unit 6-12 months post Distribute of remaining surplus and close bank account 6-12 months post Submit Final Financial Report and Audit to IEEE Conference Finance By January 10th of year following Complete W-9/W-8 information and send to IEEE Conference Finance Timeline Page 5 Last Updated: 7/13/2012