Aug 2, 2010
The IEEE Signal Processing Society’s conference business continues to be successful because of conference organizers like you. It is your ability to adapt to the ever-changing needs of the signal processing community, and innovation and careful attention to detail that is the foundation of our success. As you have had to adapt, so have the IEEE and SPS policies and procedures that are constantly changing with corrections, updates, additions, and subtractions to policy.
The main policies that govern conferences are IEEE Section 10 and the SPS Section 7. There are more policies in the IEEE PSPB Manual, IEEE Procurement Procedures, and IEEE Financial Operations Manual that apply to you, the conference organizer. Please note that SPS policies can be and often are more rigorous than IEEE policy.
Below are the “Top 10” must-know policies for SPS conference organizers. They are the ones most often asked about. Rather than restate the policy, we have given you a brief overview. Visit the IEEE and the SPS websites for details.
1. NONDESCRIMINATION
(IEEE Policy 9.26) - All web pages must link to the IEEE nondiscrimination policy http://www.ieee.org/about/corporate/governance/p9-26.html. All Web pages and printed material, such as conference call for papers, awards booklets, conference programs, etc., must include the statement: “IEEE prohibits discrimination, harassment and bullying.”
The following should be stated in the conference program : "Please see the staff at the registration area for help with any special needs. Or telephone (phone number)." This statement addresses the US Federal Government’s requirement of IEEE regarding the ADA regulation.
2. CONFERENCE BUDGETS
(IEEE Policy 10.1.6) (SPS Policy 7.3.6) – Please send your conference budget to Linda Skeahan, Conference Administrator. Linda will check for several criteria but the two that are critical are (1) budget must be set to generate a minimum surplus of 20% over projected expenses and (2) an expense item representing an administrative fee equal to 2% of the total (pre-loan) expense budget* must be included.
The Society cannot approve a budget with less than a 20% surplus or that does not have the administrative fee as an expense item.
*For joint meetings the 2% administrative fee comes from the SPS share of the surplus.
3. PUBLICATION REQUIREMENTS
(IEEE Conference Publication Procedure) – Please complete and submit the two forms required by IEEE so that the conference proceedings can be published. The IEEE Conference Information Schedule (CIS) and the IEEE Conference Publication Form (CPP) forms can be found online at: http://www.ieee.org/web/conferences/organizers/required_documentation.html. These should be among the first forms you file, as IEEE doesn’t “recognize” the conference proceedings published as part of the IEEE nor the Electronic Library (IEL).
4. CLOSING
(IEEE Policy 10.1.10) (SPS Policy 7.3.2) – Organizers must close the conference quickly. Please contact the SPS Conference Services staff early in the planning of your conference to get the closing process started. For advice on the closing process please see the article “Closing a Conference”, April 2010. http://www.signalprocessingsociety.org/conference/conf-newsletter/
5. CONTRACTS
(IEEE Policy 10.1.18) (IEEE Procurement Procedures) – Please send all contracts, regardless of the dollar amount, to the SPS Conference Services staff. If the contract is more than US $25,000 you can expect the review and approval process to take about four (4) weeks.
If you want to hire a Professional Conference Organizer (PCO) to manage all or part of your conference you need a signed contract with the PCO before work can begin. For more information see the article “Professional Conference Organizer Contracts” February, 2010. http://www.signalprocessingsociety.org/conference/conf-newsletter/
To reduce the contract review and approval time, IEEE has negotiated standard agreements with several major hotel chains as well as a ‘generic’ hotel. The advantage of this that they already have the legal clauses that IEEE requires. Contract templates can be found at http://www.ieee.org/conferences_events/conferences/organizers/contracts.html.
6. AUTHOR REGISTRATION
(SPS Policy 7.9) - Each paper accepted by your conference must be covered by one full registration; each full registration can cover up to four papers. This requirement should be included in the author information on your conference website.
7. NO-SHOWS OR NON-PRESENTED PAPERS
(SPS Policy 7.13) – You need to have a procedure in place for confirming the presentation of papers at your conference. Please see the article “Handling Non-Presented Papers: Before and After” June 2010. http://www.signalprocessingsociety.org/conference/conf-newsletter/
8. ADVERTISING
(SPS Policy 6.8) - You may place an advertisement in the IEEE Signal Processing Magazine. One full-page black and white ad is free for ICASSP and ICIP; other SPS conferences are charged a significantly reduced fee. Your paid ad gets you a space-available ad in the Content Gazette. You must submit your ad to the Magazine 4 months prior to the publication date. There are several other advertising opportunities, please contact the Society staff for more information.
9. SOCIETY ADMINISTRATIVE MEETINGS
(SPS Policy 7.3) – The Society’s Board of Governors and administrative boards and committees meet with ICASSP and ICIP. Having administrative meetings at your event typically increases your conference’s visibility and registration. Because the Society sponsors the conference, the needs of the administrative bodies are met by the conference.
10. LOGOS
(SPS Policy 7.16) – The logos of your university or institution may not appear on the conference material, including websites. Only the SPS, partner societies, financial or technical co-sponsors may appear. The IEEE and Society logos must appear.
Please note, that only financial participants are “Sponsors” (IEEE and legal definition)
If you have any questions, please contact the SPS Conference Services staff.