Bylaws

Approved 20 September 2007

700.0 CONFERENCE ACTIVITIES.

701. Authority.

The Society shall provide its members with access to technical information within the Society's Field of Interest via technical meetings (conferences, tutorials, symposia, workshops, etc.), with the approval of the Society's Conference Board and, as appropriate, the IEEE Technical Activities Board.

702. Ownership of Technical Meetings.

All meetings created by the IEEE Signal Processing Society shall be registered with the U.S. Copyright/Trademark Office, in accordance with IEEE practice. Such meetings shall be considered to be the “property" of the Society for all purposes of finance and management, and may not be removed from the purview of the Society except by specific action of the Board of Governors. Financial co-sponsorship of a meeting is possible only with the permission of the Society via the meeting budget approval process. The budget must reveal the name of the intended financial co-sponsors and the intended share assigned to each co-sponsor, which in no case may exceed a total of 45% (except for those meetings created and approved by the Society under an equal-share arrangement). Financial co-sponsorship shall require any and all co-sponsors to share not only income, but also expense, in the same proportion as their co-sponsorship share of the meeting.

Sponsorship statuses that are other than financial may be approved with not-for-profit organizations as permitted by IEEE policy.

703. Oversight.

The Conference Board shall have responsibility for:

1. developing policies and procedures for Society technical meetings;

2. reviewing and evaluating plans for proposed technical meetings and making recommendations to the Board of Governors;

3. developing plans for new technical meetings to meet the requirements of the members and making recommendations to the Board of Governors;

4. approving individuals to manage the technical meetings of the Society;

5. coordinating the technical meetings calendar to assure compliance with IEEE rules and policies;

6. making appropriate notifications to the Regions and Sections regarding technical meeting activities;

7. overseeing the budgets of the technical meetings and reporting to the Vice President-Finance;

8. providing representation to IEEE Technical Activities regarding Society technical meetings;

9. overseeing the activities of the planning committees for approved ICASSPs and ICIPs.

An Executive Subcommittee shall assist the Conference Board in the execution of its duties, as listed above, and shall make recommendations to the Conference Board, as appropriate.

704. Organizing Committees.

A technical meeting Organizing Committee shall be appointed to manage any and all aspects of a technical meeting sponsored by the Society. Such Organizing Committee shall be chaired by the technical meeting General Chair and shall typically comprise individuals to serve as chairs of the following:

1. local arrangements

2. technical program

3. publications

4. publicity

5. exhibits

6. registration.

The members of the Organizing Committee shall be appointed by the technical meeting General Chair with the advice and consent of the Society's Conference Board. Members shall serve a term of office coincident with the planning, execution, and closeout activities for that technical meeting.

Organizing Committee members may make administrative decisions on behalf of the technical meeting, pursuant to the rules and practices of this Society and of the IEEE.

705. Finances.

Each Conference Organizing Committee shall submit, prior to each Conference Board meeting, to the Executive Subcommittee of the Conference Board, an updated budget for the conference. In addition, budgets for new conferences shall be submitted to the Executive Subcommittee for review and recommendation to the Conference Board.

The Organizing Committee for a technical meeting may, with the consent of the Conference Board, authorize the opening of a bank account for deposit and disbursement of funds related to the technical meeting. In turn, the Conference Board shall be advised of:

1. location of the account;

2. size of the account;

3. names of signatories (a staff member designated by IEEE must be included as a signatory on Society technical meeting accounts);

4. arrangements for insurance and bonding.

Technical meetings sponsored with other technical societies may be excluded from the above provisions provided a charter of operations for those organizations is approved by the Board of Governors and the IEEE, and an exclusion is granted by the Society's Conference Board.

It shall be the responsibility of the Conference Board Treasurer to advise the Vice President-Finance of the existence and terms of any accounts opened and held by any conference.