Conference Organizer Basics

Transcription

1 th IEEE Panel of Conference Organizers (POCO) Conference Organizer Basics 21 July 2011 Beijing, People s Republic of China 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

2 What is the Purpose of POCO? 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

3 Today s Breakout Sessions (Select 2 of 3) 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 13:30 15:00 Second Breakout Session

4 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

5 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 [email protected] Telephone:

6

7

8

9

10

11 I

12

13 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 (Financial sponsorship) Promotional Opportunities The Institute, ieee.org, etc. Access many valuable free organizer services

14 Conference Initiation Getting Started Define Conference Theme & Topics Determine location & venue Identify potential sponsors

15 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 (if needed) Financial Sponsorship Technical Sponsorship Notify local sections or societies that you are holding a conference in their area or field of interest

16 Getting Started

17 Getting Started

18 Getting Sponsored

19 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 Telephone:

20 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.

21 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 Identify who will own the copyright

22 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 Indentify who will own the copyright

23 Memorandum of Understanding (MOU)

24 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: phone:

25 Conference Publication Program (CPP) 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.

26 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

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

28 Next 3 sections: Only when IEEE is Financially sponsoring

29 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-onone guidance to help you navigate through the process.

30 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 Complete Audit if applicable

31

32 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.

33 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

34 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.

35 Contracts 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?

36 Contract types Hotel, Registration, Audio Visual (AV), Convention Centers, Tours, Transportation, Exhibition Decorator, Security, Meeting Management Company, Professional Conference Organizer, Destination Management Company, etc.

37 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)

38 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.

39 Contracts Template page

40

41 Today s Breakout Sessions (Select 2 of 3) 11:00 11:15 Break 11:15 12:30 First Breakout Session 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 12:30 13:30 Lunch 13:30 15:00 Second Breakout Session